Calendar and Meeting Assistant

The Calendar & Meeting Assistant helps you automatically record, transcribe, and analyze your meetings without manual uploads. By connecting your calendar and choosing a recording method, the platform can join meetings for you and turn conversations into transcripts and insights.




Step 1: Connect Your Google or Outlook Calendar

From the Home page or Calendar section:

  1. Click Connect Calendar.

    Choose your preferred calendar provider:

    • Connect Google
    • Connect Outlook

Connecting Google Calendar

  1. Go to the Calendar block on your Home page in Innovation Within.
  2. Click Connect Google Calendar.

  3. When prompted, choose the account you want to connect.

    Choose an Google Account

  4. Review the permissions and click Continue to allow access.

  5. On the next screen, check the box to allow Innovation Within to view events on your calendars, then click Continue.

You’ll then see a success message:

"Success! Your Google Calendar is connected. You can now see upcoming events.”


Connecting Outlook Calendar (Microsoft)

  1. Click Connect Outlook.
  2. Sign in using your Microsoft account (Outlook or Microsoft 365).
  3. Review the requested permissions.
  4. Click Accept to grant access.

The platform requests permission to:

  • Read your calendar events
  • Maintain access to granted data
  • Read your basic profile information

After accepting, your Outlook calendar will sync, and your scheduled meetings will be visible in the platform.

Step 2: Setup Meeting Assistant

Once your calendar is connected, the next step is to choose how meetings should be recorded.

Click Setup Meeting Assistant to continue.

This will open the Meetings & Recordings settings screen, where you can configure how meetings are handled.


Choose a Recording Method

You’ll see two options under Default Recording Method:

Option 1: Meeting Assistant

Select Meeting Assistant if you want the platform’s built-in assistant to automatically join and record your meetings.

After selecting Meeting Assistant, choose which meetings it should automatically join:

  1. Selected Meetings
    • The assistant joins only meetings you manually select.
  2. Smart Filters

    • The assistant joins meetings that match specific rules

      (for example, meetings with certain keywords in the title such as "Customer Interview") .

  3. All Meetings with a Web-Conference Link
    • The assistant joins every meeting that includes a Zoom, Teams, or Google Meet web-conference link.

Next, choose who should receive the meeting summary:

  • You Only – summaries are sent only to you
  • Select Team Members – share summaries with others on your team

Once everything is set, click Save.


Option 2: Zoom Cloud Recording

If you use a paid Zoom account, you can record meetings using Zoom Cloud Recording instead. The meeting is recorded on Zoom's cloud servers and sent to your Innovation Within project when the call is completed.


To enable this:

  1. Select Zoom Cloud Recording as the default recording method.
  2. Click Connect Zoom.

Sign In to Zoom

You’ll be redirected to Zoom’s sign-in page.

  • Enter your Zoom email address and password, then click Sign In,

    or

  • Sign in using Google, Microsoft, Facebook, Apple, or SSO, if those are connected to your Zoom account.


Grant Permissions to Innovation Within

After signing in, you’ll see a permission screen asking you to allow Innovation Within access to your Zoom account.

On this screen:

  1. Review the permissions listed (view meetings, recordings, and related data).
  2. Check the box to Allow this app to use my shared access permissions.
  3. Click Allow.

This step is required so the platform can access your Zoom cloud recordings.

Step 3: Enable Cloud Recording in Zoom

To automatically import and transcribe meetings using Zoom Cloud Recording, your Zoom account must be set up correctly.

How to Enable Cloud Recording in Zoom


Option 1: Turn on Automatic Cloud Recording (Recommended)

  1. Sign in to your Zoom account.
  2. Go to Settings.
  3. Open the Recording section.
  4. Find Automatic Recording.
  5. Turn Automatic Recording ON.
  6. Select Record in the cloud (not “Record to computer”).
  7. (Optional but recommended) Enable Host can pause/stop the auto recording in the cloud.
  8. Click Save.

Once this is enabled, Zoom will automatically save recordings to the cloud when your meetings start.


Option 2: Start Cloud Recording Manually During a Meeting


If automatic cloud recording is not enabled, you can still record to the cloud during the meeting:

  1. Click the Record button in the Zoom meeting controls.
  2. Select Record to the Cloud (not “Record on this Computer”).

The recording will upload to your Zoom cloud storage after the meeting ends.

Step 4: Select Meetings to Sync

To automatically import recordings, toggle on the meetings you want to sync from the Calendar tab.

When you select the toggle Automatically join a meeting, we automatically open the Create Interview dialog.

At that point, you’ll need to:

  • Enter the Interviewee name
  • Select the Interview Template

You can also fill out any of the other fields in the dialog if you’d like, but those are optional.

Click Save to create the interview before the meeting begins.

When the meeting ends, we automatically upload the cloud recording, generate the transcript, run AI analysis (if enabled), and attach everything to the interview.


In the Calendar tab your synced meetings will show as scheduled.

Your calendar will show updates as your interview is in progress, processing, and finally when it has uploaded.

In the Meeting Recordings tab you can see all of your scheduled, current, and past meeting recordings.

Recording in Progress and another meeting schedule
Recording processed and another meeting scheduled

What Happens Next

Once both integrations are connected:

  • Your upcoming Zoom meetings appear automatically in the Calendar tab.
  • After a meeting ends, the cloud recording is automatically imported and transcribed.

AI Analysis (If Enabled)

A dedicated AI Analysis tab is created within the transcript view. This includes:

  • An Executive Summary of the full conversation
  • Explicit Insights drawn directly from what was said
  • Implicit Insights that surface underlying signals, tensions, or unspoken assumptions
  • Thematic Analysis that evaluates how the conversation impacts your overall Business Model Canvas

Each insight includes:

  • A clear description
  • An explanation of why it was generated
  • Automatic categorization
  • A priority level

Your Canvas Becomes an Evidence Dashboard

Insights are automatically linked to the relevant hypotheses on your Business Model Canvas.

When you open the Canvas, each hypothesis displays indicators showing:

  • The number of supporting insights
  • The number of non-supporting (contradictory) insights

Clicking a hypothesis allows you to:

  • Review all linked insights in one place
  • Play the exact audio clip behind an insight
  • Jump back to the full interview transcript
  • Decide whether to validate, revise, or invalidate the hypothesis

This transforms the Canvas from a static set of assumptions into a structured evidence repository. Instead of tracking activity, you track justification. You can see, hypothesis by hypothesis, whether your business model is becoming more supported, more fragile, or more uncertain over time.

What It Looks Like in Action

You finish a customer interview.

The recording uploads automatically. The transcript appears. AI analysis runs (if enabled) and surfaces insights tied to your Business Model Canvas.

Now when you open your Canvas:

  • A hypothesis in Customer Segments shows 3 supporting insights and 1 contradictory insight.
  • A hypothesis in Value Proposition shows 0 supporting insights and 2 contradictory insights.

Those indicators are not summaries. They represent traceable evidence.

You click on a hypothesis.

A panel opens showing:

  • Each linked insight, clearly described
  • Why the insight was generated
  • Whether it supports or challenges the hypothesis
  • Its category and priority

From that same view, you can:

  • Play the exact audio clip behind an insight
  • Jump directly to the relevant moment in the transcript
  • Review the full interview context
  • Decide to validate, revise, or invalidate the hypothesis

Over time, your Canvas stops being a planning document and becomes a living record of justified beliefs. Each hypothesis reflects accumulated evidence, not optimism.


Troubleshooting Tips

  • If you don’t see your events, try refreshing the page or reauthorizing Google Calendar.
  • Make sure the Zoom account you connected is the same one used to host your meetings.
  • If a recording doesn’t import automatically, you can always upload it manually.

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