User guide

👋Getting started

The Meeting Room records your meetings, writes down the conversation, and the AI turns it into notes, minutes, tasks, a proposal and coaching.

1. Your company admin adds you in Team. You get an email to choose your password (or the admin gives you one).
2. Sign in with your email and password. Forgot it? Press Forgot password? on the sign-in page.
3. Use Chrome on a computer for the best results. Safari works too (see Their call app for one limit).
4. Optional: switch on two-step sign-in in Settings for extra safety: you get a code by email on new devices.

🧭Client meeting or internal meeting

Choose at the top of the screen before you start. It decides what the AI writes.

Chose the wrong type?

• Open the meeting and press the other type at the top. The AI rewrites the result from the same recording — nothing is lost.
• Or, in the meeting list, hover over the meeting, press ⋮ and choose Move to section.

🗂️Your meeting list & deal stages

• The list on the left has two tabs: Client and Internal, with how many meetings are in each.
• Search finds meetings by client, title, people or words said in the meeting.
• A red flashing LIVE label means a colleague is recording that meeting right now.

Deal stages (client meetings)

Each client meeting has a stage, so you can follow every deal until it closes:

Prospect → Potential client → Proposal sent → Negotiation → Deal closed → Follow-up (or Lost)

• See one stage: press a stage button above the list (e.g. Proposal sent).
• Move a meeting: hover over it, press ⋮ → choose the stage. Or use the Deal stage box at the bottom of the open meeting.
• It also moves by itself: to Potential client when the AI rates the lead warm or hot, to Proposal sent when you email the proposal, and to Follow-up when you book a next meeting after Deal closed. You choose Negotiation, Deal closed and Lost yourself.
• The team gets a reminder email if a meeting sits at Prospect, Potential client or Proposal sent for too long (set the number of days in Team → Company).

🏢Recording “In the room”

For meetings where everyone sits together.

1. Choose Client meeting or Internal meeting, fill in the name and title.
2. Choose In the room.
3. Press Start recording. Read the consent message out loud, wait until everyone agrees, tick the box and start.
4. Put the laptop or phone in the middle of the table. The sound line moves when it hears people.
5. Use Pause for breaks. Press Finish meeting at the end.

🎥Call with a link

Our own video call. The client opens a link in any browser or phone — no app or account. Every voice is recorded clearly.

1. Choose Call with a link and press Create call link.
2. Send the link by WhatsApp, email or copy it. (For booked meetings the link is already in the invitation.)
3. When someone opens the link, they agree to the recording and join. You hear a sound and see “… joined the meeting”.
4. Recording starts by itself when the first person joins. If a call is ever running without recording, a red warning appears with Start recording now.
5. In the call you can share your screen, turn the camera on/off, and chat (files too).
6. Press Finish meeting, then End call.

💻Their call app (Zoom, Teams, Meet, WhatsApp)

When the meeting happens in another app, The Meeting Room records it alongside.

In Chrome (best)

1. Open The Meeting Room in Chrome. Open the call in another Chrome tab (Google Meet, Zoom “join from browser”, Teams “continue on this browser”).
2. Choose Their call app → Start online meeting.
3. In the box that opens choose Chrome Tab, pick the call’s tab, keep “Also share tab audio” ON, press Share.

In Safari, or with the Zoom / Teams desktop app

• Safari can only use the microphone. Take off headphones / AirPods and play the call through the speakers, otherwise only your voice is recorded.
• To record both sides in Safari with headphones, do the one-time setup: press “Record both sides in Safari” under the buttons (it uses the free BlackHole add-on), then choose Microphone → “Meeting Room mic”.

🗣️Names & who said what

• Call with a link: each person’s name comes from the name they typed when joining.
• In the room: when you finish, the system listens again, recognises each voice (Speaker 1, Speaker 2…) and names them from introductions — “My name is Tima”, “أنا أحمد”, “Меня зовут Ольга” — or when someone is called by name.
• Someone not named? Click their label (e.g. Speaker 2) in the conversation and type the name. Every line updates.
• Press Who said what to switch the speaker labels on or off.
• Add the expected names in Participants before starting — it helps with spelling.

📅Booking a meeting

1. Press Book a meeting. Choose Client or Internal.
2. Fill in the title, client, date and time, length, and where: Call with a link, Their call app (paste the Zoom/Teams link) or In the room (address).
3. Add the client’s emails. Use + Add another email for more people. Saved client emails fill in by themselves.
4. Repeat it weekly, every 2 weeks or monthly if needed (one link for the whole series).
5. Press Book meeting, then send the invitation. It includes a calendar file and Yes / No buttons so the client can confirm.

• Reminders go to the team and the client 1 day and 1 hour before.
• Add someone later: open the booking, add their email, save — only the new people get the invitation.
• Cancel: open the booking → Cancel meeting (or cancel the whole series). Everyone gets a cancellation.
• After a client meeting, press Book next meeting at the bottom — the details fill in for you.

🧩Brief & meeting guide

• Brief (client meetings): add the client’s website in + Client details, then open the Brief tab. The AI researches the client before you meet.
• Guide: write the agenda, goals and questions, and attach documents. During the meeting the AI shows which points are covered and what to bring up next; afterwards the minutes follow the agenda.

⚡Live notes & “Say this now”

While you record, the analysis updates by itself about every 40 seconds.

• Keep the Client analysis (or Outcomes) tab open.
• After about a minute a blue 💬 SAY THIS NOW box appears at the top with 2–3 sentences you can say right now — a reply to what the client just said, a good question, or a step towards the next meeting. Say one in your own words, or ignore them.
• The 💡 tip under it tells you how you are doing (e.g. “ask a question and let the client speak”).
• The You / Client bar shows who is talking more. Aim to let the client talk more.
• Ask the client next lists what you still don’t know (budget, timeline, decision maker…).

👀Following a colleague’s meeting live

1. One person records the meeting as usual.
2. The company owner or an admin signs in on their own computer (team members only see their own meetings). The meeting shows LIVE in the list — click it.
3. A red bar says who is recording. The conversation and notes update by themselves every few seconds. It is view-only.
4. When the recording ends, the final minutes appear automatically.

📝Minutes, analysis & proposal

When you press Finish meeting, the AI writes everything — usually within a minute. Keep the page open until it says “Meeting analysed”.

• Edit any part with Edit. Print or save as PDF with Print.
• Write in another language: change the language box above the tabs (English, Arabic, Russian) — the AI rewrites it.
• Report missing? Open the meeting and press Generate full report. If the page was closed early, the server also writes it by itself within about 30 minutes.

🎯Coaching report

After each client meeting the Coaching tab shows how you communicated with the client.

• Score out of 100 and a one-line summary.
• Numbers: how much you talked vs the client, questions you asked, longest time you talked, speaking speed, filler words.
• Five skills: understanding the need, listening, handling worries, clarity, agreeing the next step.
• Say it better: what you said, and a better sentence. Plus sentences for the next meeting and 3 things to improve.

For an older meeting: open it → Coaching tab → Get coaching report.

✉️Emailing & sharing

• Share with team — sends the report to your team (also sent automatically after each meeting).
• Email the client — a friendly summary for the client: what they need, what was agreed, next steps. You can edit before sending.
• Proposal tab → Email to client — sends the proposal with a PDF.
• Every email opens in an editor first, so you can check the wording and the address.

🗂️Clients & files

Every client has one file with everything about them, so the whole story is in one place. Open it from Clients & files in the side menu.

• The progress bar shows the deal stage — Prospect → Potential client → Proposal sent → Negotiation → Deal closed → Follow-up. Click a stage to move the client, or Mark as lost.
• What comes next — the next step from the latest meeting, the next booked meeting, and how many actions are still open (late ones are shown).
• Timeline — every meeting with its summary, every email sent (with the files attached), files received and sent, notes and actions, newest first.
• Meetings — what they wanted, what was agreed, what is still open, budget, timeline and who decides, for each meeting. Open meeting goes straight to it.
• Actions — the tasks from all the meetings plus anything you add (what, who, by when). Tick them off when done.
• Files — drop photos, PDFs, Word or Excel files and mark each one Received (from the client), Sent (to the client) or Internal. Files shared in a call appear by themselves.
• Notes — a phone call, a WhatsApp message, a decision: write it down so the team knows.
• Email — the client’s address is filled in (wipe it to send to someone else). Attach files from the client file or the shared folder. Every email is kept in the file, and the attached files are marked as sent.
• New meeting and Book a meeting start straight from the file, already linked to the client.

Internal topics work the same way for internal meetings — one file per topic or project (for example “Weekly team meeting”). Internal meetings with the same topic are collected in it by themselves.

Shared files is the company folder: profile, price list, brochures, templates. Everyone in the team can add files and attach them to emails.

✅Tasks & insights

• Tasks: every task from every meeting, by person. Tick them off when done. The team gets a Monday 9:00 email with open tasks.
• Ask all meetings: ask anything across all meetings, e.g. “What did we promise our last client?”. Answers show which meeting they come from.
• Dashboard: meetings per week, hours, win rate, open deals, proposals sent, top clients.
• Activity (admins): who signed in, booked, sent emails or changed settings.

🎯Sales practice

Practise sales meetings and communication skills with AI before the real conversation. Choose 💼 Sales practice (17 client situations: first meetings, cold calls, objections, negotiation, closing, follow-up, upsell, price increase, referrals) or 🗣️ Communication skills (21 situations, e.g. calming an angry client, saying no, giving bad news, apologising, chasing a payment, delegating, receiving criticism, explaining simply, asking your manager, presenting in 2 minutes, disagreement — plus situations made from your own meetings).

1. Press Practice & training in the left menu, then choose Sales practice or Communication skills.
2. Choose the language, the client’s difficulty (Easy, Normal, Tough), Voice or Typing, and Learning (shows “You could say” tips) or Test (no tips).
3. Pick a situation: a ready-made one (e.g. “You are too expensive”), one made from your own meetings (press Make scenarios from our meetings), or write your own client.
4. The client speaks first. Voice: press the microphone, talk, press it again to send — the client answers out loud. Typing: write and press Enter.
5. Watch the Client interest bar: good questions and listening raise it; pushing and talking too much lower it.
6. Press Finish & get my score for your coaching report. Press Try this again to beat your score.

• My results shows every practice and your progress.
• Team progress (owners and admins) shows how often each person practises and their average score.
• Practices are private to your company and stored encrypted.

🔗HubSpot

Each company connects its own HubSpot. Only that company’s meetings go there.

Connect (admins, once)

1. In HubSpot: ⚙ Settings → Integrations → Private Apps (newer accounts: Development → Legacy apps → Create → Private). Name it “Meeting Room”.
2. Scopes: tick Read + Write for crm.objects.contacts, crm.objects.companies, crm.objects.deals, and Read for crm.objects.owners.
3. Create the app, copy the Access token.
4. In The Meeting Room: Team → CRM, paste the token, press Connect.

What goes to HubSpot

• Client meetings: the company, the contact, one deal per client that follows the deal stage, a note with the meeting summary, and the tasks — all linked to the client.
• Internal meetings: only the tasks (can be switched off).
• Tasks are assigned to the right HubSpot user when the name matches (e.g. “Natalia”).
• It happens by itself after each meeting and when the stage changes. Use Send to HubSpot at the bottom of a meeting to send it again.

⚙️Team & settings (owners and admins)

• Team: invite people, choose their role (Member, Admin, Owner), resend invitations, remove people.
• Company: what your company does and your package prices (the AI uses them in proposals), who presents proposals, reminder days, how long to keep meetings, Monday task email.
• Branding: your logo, colours and name on the app, call page, emails and proposals.
• Documents: letterhead, signature and standard wording for proposals and minutes; files to send to clients.
• CRM: connect HubSpot.
• Usage: AI minutes used this month and requesting more.

📱Using it on a phone

• Open the site in Safari (iPhone) or Chrome (Android) and add it to your home screen — it opens full screen like an app. See how.
• Keep the screen open while recording; the screen stays on by itself.
• Allow the microphone the first time it asks.

🛠️Problems & fixes

Still stuck? Email support@quadro.ae with a screenshot.

🔒Consent & privacy

• Always ask everyone before recording. The app shows a consent message to read or paste; guests in a call agree before joining. The agreement is saved with the meeting.
• Each person sees only their own meetings — the ones they recorded — with their own tasks, insights and “Ask about all meetings” answers. The company owner and admins see every meeting of the company, to follow up and help.
• Only people in your company’s team can open your company’s meetings. Everything said in them — conversation, AI notes, minutes, proposals, coaching — is stored encrypted with your company’s own key.
• The platform owner manages your account but cannot open your meetings. If you need help with one, an owner or admin can switch on Platform support access for 1 hour, 24 hours or 3 days in Team → Company. It switches off by itself and every use is written in your Activity log.
• Recordings and meetings are deleted automatically after the period your admin chooses (Team → Company → Keep meetings for).
• Read the full privacy policy.