How To Manually Add Copilot to a Meeting

If Copilot is not set to join your meeting by default, you can manually add it in just a few clicks. This document outlines how to manually add Clari Copilot to your meetings when it doesn't join automatically. It covers the step-by-step process using the Copilot web app/desktop app and also highlights key scenarios where manual addition is recommended—such as ad-hoc meetings, internal calls, or externally hosted sessions.

Note: This capability is only available for recording users within Copilot.

Scenarios for manually inviting Copilot:

Manual addition of Copilot is recommended in the following cases:

1. Ad-hoc Meetings

If you join a spontaneous or last-minute call that isn't on your calendar, Copilot won’t join automatically. You can manually invite it using the meeting link.

2. Internal Team Calls

Based on the recorder settings, Copilot might skip internal (same-domain) meetings. If you want to record internal sessions (Internal coachings, team meetings, enablement sessions), you need to toggle Copilot ON manually or invite it using the meeting link.

3. Meetings Hosted by External Participants

If your Copilot settings are configured to record only meetings hosted by recording users, it will skip meetings hosted by external participants. In such cases, manually toggling it ON ensures Copilot joins and records the call.

Important Note on Consent for Manually Invited Meetings: When you manually invite the bot to a meeting using the Join my meeting button, the consent page/email consent will not be sent/displayed to the customer. 

In these situations, you must rely on the audio announcement made by the video conferencing platform (such as Zoom) or personally inform attendees that the call is being recorded.

Manually Add/Invite the Copilot Bot to your scheduled meeting (Copilot Web App):

1. Open the Copilot Web App.

2. Go to the Calls -> My Calls tab.

3. Locate your upcoming scheduled meeting in the Upcoming Calls section located in the right.

4. Toggle Copilot ON for that specific meeting. 

5. Once turned ON, Copilot will join that meeting within a minute.

Or, if the meeting is not on your calendar, you can:

1. Click the Join my Meeting on the My Calls page

2. Paste the Zoom, Google Meet, or Microsoft Teams link.

3. Add the Meeting attendee and Title details

Click Join Meeting — the bot will join the meeting within a minute.

Some best practices to keep in mind while manually inviting Copilot:

1. Enter the meeting URL- it could be a Zoom or a G-meet or a MS Teams link

2. Meeting attendees- make sure to add the email of at least one attendee (internal or external) to ensure that Copilot is able to attribute the call to the right account or opportunity

3. Ensure to add a meeting title- something that will help you recognize this meeting from others. Otherwise, by default Copilot will pick up a name like, “My Zoom meeting 1” or “My Google Meet meeting” and over time as you have a bunch of these meetings it will get really difficult for you to identify such meetings. 

Steps to Manually Invite the Copilot Bot to your scheduled meeting from the Desktop app:

Recording users can manually invite Copilot through the Desktop App by activating the "Enable Recording" button.

For detailed information regarding installation and use of the Copilot Desktop App, see this article.