Notetaker

Quin's Notetaker captures your conversations and handles the administrative work that follows every meeting. Whether you're on a video call, phone call, or meeting in person, Quin creates CRM updates, tasks with deadlines, and follow-up emails based on what was discussed.

There are three ways to take notes with Quin: joining video calls, recording phone calls, and recording in-person meetings.

How to set it up

1. Turn on Notetaker workflow in Settings > Workflows > Notetaker
2. Under Join meetings on these calendars, select which calendar(s) Quin should monitor
3. Under Which meetings to join, choose:
   • All meetings - Quin joins every meeting on your calendar
   • Any external meetings - Quin only joins meetings with people outside your organization
   • Only meetings I'm the host - Quin only joins meetings you've organized
4. Add recap guidelines to customize how Quin processes meetings (optional)
   • Guidelines are instructions that tell Quin how to process your meetings, like "Always draft a follow-up email" or "Highlight client concerns"
5. Enter email addresses in Send copy of recap to if you want additional people to receive meeting recaps (optional)
6. Under What meeting data should Quin keep, choose:
   • Meeting recap - Structured notes with key points and action items
   • Full transcript - Complete recording of everything said

Three ways to take notes

Video calls

Quin automatically joins your scheduled video calls on Zoom, Google Meet, and Microsoft Teams. When a meeting starts, Quin appears in the participant list and captures the conversation.

To manually add Quin to a video call:

1. Go to Meeting notetaker
2. Select Video call
3. Paste your meeting link in the What's the meeting link? field
4. Click Join meeting

You can also add quin@heyquin.io directly to a meeting invite, even if the meeting doesn't match your automatic join settings.

If you have an upcoming meeting on your calendar, the Meeting notetaker page shows a Start notetaker button that lets you add Quin to that specific meeting with one click.

Phone calls

Quin records your phone calls when you connect a supported phone integration like Zoom Phone or RingCentral. After your call ends, Quin automatically downloads the recording and processes it into notes, action items, and follow-up drafts. Set up phone call recording by connecting your phone integration in Settings > Integrations.

In-person meetings

Record conversations happening in the same room using Quin's in-person recording feature.

1. Go to Meeting notetaker
2. Select In-person
3. Enter the names of the people you're meeting with in the Who are you meeting with? field
4. Click Start meeting to begin recording

You can also start an in-person recording by clicking Record meeting at the bottom of the Quin chat page or even upload a recording audio file by clicking Upload.

Quin captures the conversation through your device's microphone and processes it the same way it handles video and phone calls.

What to expect

After a conversation ends, you'll receive a recap within a few minutes containing CRM updates, assigned tasks with deadlines, and drafted follow-up emails. You review everything and approve what should be sent or finalized. Everyone in a video call can see that Quin is present as a participant.

Managing Quin in meetings

If Quin joined a video call but you want to remove it, you or the meeting host can remove Quin like any other participant from the meeting.

If Quin should have joined a video call but hasn't, send the meeting link to Quin via email, text, or chat and it will join the call.

To manually add Quin to a specific video call, add quin@heyquin.io to the meeting invite, even if the meeting doesn't match your automatic join settings.

Troubleshooting

Quin didn't join my video call

• Check that Quin's Notetaker workflow is turned on in Settings > Workflows > Notetaker
• Verify the calendar containing the meeting is selected under Join meetings on these calendars
• Confirm the meeting matches your Which meetings to join setting
• Make sure the meeting has a video conference link (Zoom, Google Meet, Teams)

My recap wasn't created

• Recaps typically arrive within a few minutes after the meeting ends
• Check that the meeting lasted long enough to capture meaningful content
• Verify Quin remained in the meeting for the full duration

Quin is joining meetings it shouldn't

• Review your Which meetings to join setting
• Check which calendars are selected under Join meetings on these calendars
• Consider changing to a more restrictive setting like Any external meetings or Only meetings I'm the host

Phone call recording isn't working

• Verify your phone integration shows as active in Settings > Integrations
• Confirm that recording was enabled during the call
• Wait a few minutes after the call ends for Quin to download and process the recording

In-person recording didn't capture properly

• Make sure your device's microphone is working and not muted
• Position your device close enough to capture all speakers clearly
• Check that the recording was started and stopped correctly in the Quin app