• Introduction to Read
• For admins
  • Initial setup & billing
  • Workspace settings
  • Privacy & security
• For all users
  • Creating an account with Read
  • Customize account settings
  • Frequently asked questions

Introduction to Read

Read is an AI-powered meeting assistant that seamlessly integrates with Zoom, Google Meet, and Microsoft Teams to enhance your meeting experience. By leveraging cutting-edge AI technology, Read provides comprehensive meeting summaries, accurate transcripts, video playback, and more, all designed to optimize meeting efficiency and effectiveness in real-time and asynchronously.

With Read, you can expect polished and professional meeting summaries that capture the key points, decisions, and action items discussed during each meeting. The AI-generated transcripts ensure accurate documentation of the entire conversation, enabling easy reference and retrieval of important information. Additionally, the video playback feature allows you to revisit specific meeting sections effortlessly, saving you time and eliminating the need to sift through lengthy recordings.

The integration of Read with video conferencing empowers you to have a more streamlined and productive meeting workflow. By leveraging AI capabilities, Read transforms your meetings into well-organized and actionable sessions, maximizing the value of your time and fostering collaboration.

We are excited to introduce Read as a valuable addition to your meeting toolkit, and believe it will significantly contribute to enhancing the overall meeting experience for all participants.

• Read Intro Video: This 3-minute video is an easy introduction to Read AI and some of the capabilities of the platform. Introduction to Read

 

For admins

If you're someone who will administer Read for your organization, you're in the right place. The sections below will walk you through the initial process of creating and configuring your Workspace, which is how you will manage all of the different users in your organization. Workspaces allow you to configure settings and permissions for your users, turn various features on or off, and pay for all users' licenses through a single subscription.

For more details on all the features of Workspaces, you can see:

• What do Read's paid plans include for companies/groups in Workspaces?

 

Initial setup & billing

In order to manage Read for your organization, you must first create a Workspace:

1. Designate an owner of the Workspace.
   • This user will be a "super admin" of the Workspace, who handles billing and has maximum permissions to configure and manage the Workspace
   • The owner can appoint other users as admins, and can always transfer ownership to someone else later
2. The owner must already have or create a Read account and log in to Read.
3. Then navigate to the Compare Plans page to select and purchase a subscription for your Workspace
   • Note: you will need to purchase a license for each user you want to add, but they can be reassigned
4. After the initial purchase, click on the "Add People" link in the left-hand navigation bar. This will create a Workspace, which is how you add users to your account.

For more details, see:

• How do I set up a Workspace?
• How does billing work with a Workspace?

 

Workspace settings

Only the workspace owner and admins are able to configure their Workspace's settings. Owners get prompted to review several key settings when first creating the Workspace, but all settings can be modified at any point from the Manage Workspace page.

Read suggests the following conservative settings to get your organization started:

• Manage Workspace > Settings > Join Preferences:
  • For Meeting Role, select "Allow Read to join calendar invites when user is the host"
  • For Meeting Types, select "Allow Read to join internal meetings only"
• Manage Workspace > Settings > Reporting:
  • For Internal Participant Access, select “Editor access”
  • For External Participant Access, select “Viewer access” or “No access”
• Manage Workspace > Settings > Reporting > Distribution:
  • Toggle on “Meeting Recaps” and "Meeting Pre-Reads"
  • Toggle off "Send chat message"
• Manage Workspace > Permissions > Meeting Report Access
  • For Team Report Access, set to “Admin” to limit automatic sharing of reports.  “User” will give everyone in the same team visibility into each other's reports.
• Manage Workspace > Teams
  • Don't create any teams initially. One of their main features is automatically sharing all reports with team members, or with team managers.
  • This should be considered an advanced setting to adjust after use cases for teams are defined (e.g. sales organization, managers).

As users become more comfortable with Read, they may ask that you enable some more liberal settings so that they can take fuller advantage of Read's capabilities.

For more details on Workspace settings, see:

• What are all of the settings and permissions available with Workspaces?

Privacy & security

Many organizations who use Read care deeply about the privacy and security of their users' data, and we do too. As this can be a fairly complex topic, we created this overview to help answer many common questions people have:

• Security & Privacy Overview

If you have any questions that you can't find the answer for, please contact Read Support for assistance.

For all users

This section is for anyone whose Read subscription is being provided to them by their company or organization. In order to access your subscription, you'll need to be invited to your organization's Workspace. In most cases, you will receive an email invite with a link to join your Workspace.

The exception is if your organization has configured SAML single sign-on, in which case as long as you are approved, you will be automatically added to your Workspace whenever you next log in to Read.

Creating an account with Read

Step 1: Respond to the Invite Email

1. Check your inbox for an email from Read Support (support@e.read.ai): “You have been invited to join a Read Workspace.”
   
2. Click the [Join the Workspace] button

Do not forward this email to another account. It is essential that you only create an account using the email address that was invited or you will not be added to the Workspace.

Note: If your organization has configured SAML sign-on (e.g. Okta or Google Workspace), then you may not receive an email and can go straight to the create account page to get started.

 

Step 2: Create an account

1. The email should bring you to the "Create account" page
2. Click on your company’s preferred sign-on provider
3. Sign in with your company credentials, making sure you use the same email that received the invite

If you choose to sign up with email instead of SSO, you will need to verify your email address first before you can join the Workspace.

 

Step 3: Join your company’s Workspace

1. The first thing you see should be the "Join Workspace" screen
2. Click the [Accept] button
3. Once you're added, click [Continue]

If you miss this step, there is a way to fix this after creating an account. See the Troubleshooting guide.

 

Step 4: Connect your calendar

1. Next you will be presented with options to connect your calendar
2. Select calendar(s) that hold your video conferencing meeting invites, and allow the necessary permissions for Read
3. You can connect one account each for Google and Outlook

If you see a warning here that your calendar was already connected to another Read account, you likely created multiple accounts by accident. This page outlines what to do in this case.

Step 5: Review some key settings

1. After connecting your calendar(s), you'll be prompted to review some important settings
2. Confirm whether you want Read to join all of your meetings, only the meetings you host, or only the ones you specifically invite Read to
3. Confirm who you want email recaps to be sent to after the meeting
4. You can also click on "Advanced Settings" to view some more settings you may want to review.

You can always change these settings and more later from your Account Settings. Note that some options may be restricted based on your Workspace's settings.

 

Step 6: Connect email and messaging integrations

1. Here you can connect your email and/or messaging apps to Read, which will enable Readouts. Readouts automatically organize and summarize your email and messaging conversations.
2. This step is optional, and some or all of these integrations may be disabled by your Workspace.

 

Step 7: Wrap up

1. If you have a Zoom account, click [Connect] and connect your Zoom account to Read.
   1. Read highly recommends you complete this step if you use Zoom at all.
   2. If you do not connect your Zoom account, Read won’t be able to generate complete meeting reports for Zoom meetings.
2. Choose if you want to opt in to Read's Customer Experience Program (not required)

 

Step 8: Work information

After completing setup, you’ll get a popup to optionally input your work role information. Read uses this to customize your experience, you may skip it and add it later from your Account Settings.

Customize account settings

General Settings

On the bottom left of your screen, you will see your name and email. Select it and another menu will appear pointing you to “Account Settings”.

If any settings are grayed out or cannot be changed, this would be due to your Workspace’s configuration (contact a Workspace admin if you would like to change). We recommend browsing through all of the settings to familiarize yourself with Read’s options and features.

Configure Read for upcoming meetings

You can also customize in advance which meetings you want Read to join and how you want to share those meetings by going to “Calendar” and toggling “Add Read?” on or off. These defaults are based on your Account Settings but can be modified for specific meetings at any time:

• Flexible?: Read will automatically reschedule for the best time as your calendar changes, taking your focus time into account as well.
• Add Read?: This option invites or disinvites your own Read Assistant to the meeting. Other Read users in the meetings may invite their own Read Assistant as well.

Frequently asked questions

Commonly asked questions about using Read AI. If you can’t find the answer to your question, reach out to Read Support (average response time less than 24 hours).

How do I contact Support?

There are two ways to contact support:

1. The “Support” widget on the right-hand side of the Read interface
   
2. Using this form: https://support.read.ai/hc/en-us/requests/new

Read’s help center has a lot of useful information that can help people self-serve answers quickly.

What is a Workspace and why do I have an invite?

Workspaces are used to manage the Read AI service across an organization. This includes establishing recommended settings across the organization. You’ll see Workspace mentioned in two ways:

• You don't have an account yet, but received an email invite to join a Workspace. Please accept the invite by clicking through the email and following the onboarding steps.
• You’ve already created an account and received an invite to join the Workspace. When you click through that email, you’ll see a request to join the Workspace and migrate your past meetings, please accept both.

What to expect in my first meeting?

When Read joins, it’s similar to when a participant joins the meeting:

1. Your meeting host or someone else in the call may need to allow Read to join (depends on the video conferencing platform settings)
2. On Zoom specifically, Read will request recording permission from the host and won't start recording unless approved.
3. Read will send a message into the meeting chat notifying participants that it is joining the meeting to take notes, and highlighting chat controls.
4. After the meeting is over, you’ll receive a meeting recap email (if enabled), and you’ll be able to review the meeting report which includes a summary, highlights, transcripts, and video playback at https://app.read.ai/analytics/meetings

 

Which meetings might not be appropriate to have Read turned on?

• Discussions that include sensitive or regulated data
• Meetings with Legal team

 

How should I communicate with my meeting attendees when Read is on?

Start by explaining the what: We have rolled out Read, an AI-powered meeting assistant that seamlessly integrates with our meetings.

And the why: The goal of Read is to enhance and improve the current meeting experience at our organization. This AI technology will provide comprehensive meeting summaries, accurate transcripts, playback functionality, and highlights, all designed to optimize meeting efficiency and effectiveness. Our hope is that by using this tool, we can save time and effort in taking notes and have better-documented insights from our conversations.

Security and Privacy: Rest assured Read is a secure tool that complies with our privacy policies. If, however, you're not comfortable with this setup, let us know and we'll either disable Read if everyone agrees or provide you with a separate copy of the meeting notes if you choose to leave the meeting.

To ask Read bot to leave, you can simply type “opt out” in the chat at any time.

 

What if I use multiple calendars?

If your calendar account includes multiple different calendars, make sure to choose which ones to opt-in for Read to join.

You may have a few calendars connected to your Google or Microsoft Calendar. From your Apps & Integrations page, select the calendars where you want Read to join your meetings and unselect those you don’t want Read to consider (e.g. company trainings).

For more details, see:

• Can I use Read with multiple email accounts/calendars?

What other settings should I consider updating?

As you get more comfortable with using Read, we’d recommend that you expand your join preferences to “All” from “Host” under Account Settings > Meeting Assistant > Auto-Join Preferences.

Why am I seeing only limited metrics and no summary, transcript, or video playback?

A couple of things to check:

• How do I enable recording permissions in Zoom?
• Zoom is connected to your Read account at https://app.read.ai/analytics/sso/add
• When Read joins your meeting and you are the host, make sure to accept permission to record “Got it”. If you aren’t the host, Read will automatically request recording permission from the host (if they decline, Read will generate limited metrics).

What if I want to delete the meeting report?

• During the call (delete): Type “opt out” into the chat, and Read will leave the meeting and delete any data measured to that point.
• During the call (stop): Type “Read stop” and Read will leave the meeting, and generate a report based on the meeting measured up to that point.
• After the call: Go to the meeting report you want to delete and on the top right, you’ll see a “...” where you’ll see an option to delete the report.

How do I share a report with others that do not have a Read account?

How do I manage my sharing and distribution settings?

1. Go to the Meeting Report that you want to share
2. On the top right, you’ll see a “Share” button
3. You will have the option to share with the following groups:
   1. People with access: This means people you invite and requires a read.ai account (free)
   2. Workplace members: Allows anyone in your Workspace to access
   3. Anyone with the link: This gives access to anyone with the link (effectively makes the report public)
4. If you are not an editor on the meeting report then you won’t be able to modify the sharing settings for the report, instead you’ll see a button where you can “Request editor access” from the report owner.

Does Read capture text in the video conference chat box?

No, Read AI does not capture meeting chat text at this time.