Meeting Prep Agent FAQ

Objective

Read frequently asked questions about Meeting prep agent.

Applies To

• Outreach Users
• Meeting Prep Agent

Frequently Asked Questions

What is Meeting prep agent?

Meeting prep Agent is an AI-powered assistant that helps sales reps prepare for customer meetings by automatically generating a structured meeting brief.

It analyzes available account data and past interactions to provide a concise, relevant summary before the meeting starts.

How do Meeting prep agent differs from Smart meeting (Kaia) assist?
Meeting prep agent helps sales reps prepare for customer meetings by automatically generating a structured meeting brief. Smart meeting (Kaia) assist provides users an overall summary of a past meeting and allows users to ask questions about what was discussed and receive answers in natural language.

What sources does Meeting Prep Agent use to create meeting briefs?

Meeting Prep Agent generates briefs using the following internal Outreach data sources:

• Past conversations: Emails, meeting recordings, and call transcripts (Kaia).
• Outreach data provided via prompt variables: Account data, Opportunity data, and Meeting data.

When configuring prompts, RevOps teams can define the time range of past conversations included in the brief, allowing control over how much historical context is considered.

Can RevOps configure the brief sections?

Yes, this is possible. Refer to Enable meeting prep agent article.

Is meeting brief synced to CRM?

Currently, sync of brief to CRM is not supported.

I cannot see/generate Meeting prep brief. How is brief visibility defined?

If you cannot see or generate a meeting brief, review the questions below:

Can you generate a new meeting brief?

Check the following:

• Is the meeting scheduled in the future?
• Does the meeting include at least one prospect?
• Can you see the full meeting details (the meeting is not marked as Busy)?
• Are you a meeting attendee or an admin (i.e. do you have edit access to the meeting)?
• Do you have a Meet add-on or Orchestrate license that enables Kaia live meeting capabilities? (You can verify this by navigating to the Kaia page. If you do not see the +Kaia button, you need to request license from your admin.)

If all of the above conditions are met, you should see the Prep button and be able to generate the brief for your meetings.

Partial access to the feature

If you do not meet the eligibility requirements (for example, you do not have the required license or you are not an attendee), but you can view the meeting details:

• You will have read-only access.
• You can view briefs generated by eligible users.
• You cannot generate a new brief.
• You cannot add or edit meeting context.

This access model ensures that only licensed users directly involved in the meeting can influence the content of the brief.

How can I improve the relevance of the Meeting Agent output for the specific meeting?

• Admin can use the {{brief.context}} variable (located under Meeting in variable picker) in prompts for sections where understanding the specific purpose of the meeting meaningfully improves the accuracy and usefulness of the generated content.
• User: If you see the Meeting Context input in your brief, your admin has identified sections that can benefit from additional meeting details. You can include information such as the meeting goal, topic, type, or deal stage. The more specific you are, the more relevant and tailored the generated content will be. Meeting Context does not automatically impact every section of the brief. It only influences the sections your admin has configured to use it (you will notice the label on the section)