Welcome and thank you for exploring the Read platform! This guide will walk you through setup, best practices, and tips for evaluating the platform’s capabilities. It will help you get the most out of your trial. Read AI is designed to simplify your meeting experience with automatic note-taking, powerful enterprise search, robust security features, and seamless integrations. Just follow these steps to get started and discover how Read can work for you and your team.
All new users get a free trial of Read Enterprise that activates automatically when they first create their account. At no point during the trial will a credit card be required. After the trial is over, users are automatically moved to the free plan, where they can keep using Read indefinitely.
If you don’t have a Read account and want to trial Read with multiple users in your organization, follow the steps outlined here to get started.
NOTE:
If you already have a Read AI account and your free trial is over, you will not be able to activate it again. In this case, please contact Sales to request a group trial.
Please note that free trials do not include upload credits, which allow you to upload your own audio and video recordings to generate a Read meeting report for a meeting that Read didn't attend, like an in-person meeting, or a meeting from an unsupported platform. If you want to test the file upload feature, you can purchase upload credits at $0.04 cents per minute from your Plan & Billing page.
BEFORE YOU GET STARTED
Set yourself up for Success
We recommend you take these steps:
Bookmark this page so you can access it for easy reference
-
Make a list of who should trial Read AI with you. Think of:
Colleagues that have frequent meetings that may involve multiple stakeholders, (ex. operations, sales, project management).
A mix of managers and non-managers, so you’ll have feedback from different reporting levels and perspectives.
Users who are likely to provide feedback after the trial.
Users who regularly rely on platforms that can be integrated with Read AI (ex. Salesforce, OneNote, HubSpot, Notion, Confluence, etc).
Coworkers who are already Read users.
Participants who are likely to actively use the product during the trial (not so busy that they won’t engage, but with enough meetings to benefit from Read).
Colleagues who are ready to start the trial and actively test the product, not just explore passively (ex. won’t be out of office in the next couple of weeks).
Start the trial only when you’re ready to add users and test the product. Work with your team and decide when it makes sense to incorporate a trial to their daily workflow. Creating and configuring a workspace will take you approximately 10 minutes.
Measure Results
Keeping metrics in mind as you begin using Read will help you identify its value to you and your team more effectively. To help ensure you get the most out of the trial, take a moment to answer these quick questions.
How much time and energy do you spend on administrative tasks related to meetings (preparation, attendance, follow up) and emails (reading, prioritizing, responding)? How would you like this to change?
How much time and energy do you spend on tasks related to sharing, updating, or finding information across teams and platforms for collaboration (e.g., Slack, HubSpot, Salesforce, Jira, Notion, Confluence, etc.)? How would you like this to change?
-
How would you describe your efficiency and productivity today? (Consider factors like engagement, follow up's, tasks completed, frequency of things slipping through the cracks, workload, and burnout levels, etc.) How would you like this to change?
STEPS
NOTE: The trial will activate immediately after you create your account. You can only activate your trial once, so do not start until you are ready to add users and test the product right away.
Trials are most successful when the workspace owner is engaged and can coordinate onboarding, configuration, and user invitations.
- If you will be the workspace owner: continue to Step 2.
-
If you will not be the workspace owner: please share this page with the workspace owner so they can create and configure the workspace.
2. Create your Read account
3. Create a Workspace
While logged in, click on the “Add People” button on the left hand navigation menu. This will start the workspace flow.
Add a name for your workspace and review & accept the Read Data Processing Agreement.
Skip creating teams for now - one of the main use cases for a workspace team is to automatically share 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). Move on to Step 3 to invite people to your workspace.
Skip inviting people for now - we will do that later on.
Click "Next" on the settings page, we will go over how to configure them in a moment.
Click "Finish" on the Integrations page. We will also review them in a moment.
Your Workspace has been created! The page you land on is where you can manage your Workspace Settings.
You can access this page again in the future by clicking on your name from the bottom left corner of your dashboard, and select Workspace Settings.
4. Configure Workspace User Permissions
As the workspace owner, you will decide what kind of configuration you want for your organization. You’ll determine auto-join preferences, control which integrations are permitted, manage user access, and configure a range of other settings. You can change the configuration at any point.
If you need to go slowly until administrators and users are comfortable with the feature set and functionality, we recommend a conservative configuration. This means Read has to be manually added to meetings, and no reports are automatically shared. Access is limited.
If you are ready to use Read widely and have a multi-player approach across your team, we recommend a collaborative configuration. This means Read will join meetings and share reports automatically, breaking down silos by sharing knowledge across teams. This works well if you have an open environment, or have used similar tools before.
You can also meet in the middle and opt for a intermediate configuration. Some things will be automated, but you can still start nice and slow.
Conservative Configuration:
As a workspace administrator, you can adjust auto-join preferences, control which integrations are permitted, manage user access, and configure a range of other settings for your organization.
From the Settings tab
Auto-Join Settings
Select “Users manually select the meetings Read joinsˮ. This means that Read will not try to join your meetings automatically, you will have to manually add Read to the meetings where you want it.
Select “Join internal meetings only”, though this settings won’t have a real effect because automatic join was disabled above.
Disable "auto-join unscheduled meetings" for the workspace.
Reports & Sharing Settings
Toggle off “Downloads” - this means users will not be able to download report content
-
Under Report Sharing
Select “no access” for Internal, as well as External Participant Access. This means no one outside the report owner will have automatic access to the reports, so they would have to give access manually.
Select “Do not allow users to update this preferenceˮ from the drop down menu for Internal as well as External Participant Access
Toggle off “Allow public Link Access”. This enhances privacy and security by preventing unintended or unauthorized viewers from accessing the material via a shared link.
Toggle off “domain discovery” and select “do not allow users to update this preference” from the drop down menu. This means workspace members won’t be easily discoverable within your domain for report sharing. For example, when you type a name to share a report, users will not appear in autocomplete or as sharing recommendations.
Under Distribution, toggle off all options, and ensure that “Do not allow users to update this preferenceˮ is selected in the drop down under “Live Meeting Dashboard Linkˮ This means that meeting reports will not be shared automatically. Instead, you can manually share them as needed.
Integrations
Toggle off all integrations except the ones that you want to allow workspace users to connect to Read. To start most conservatively, you can toggle off all integrations besides the three calendar integrations Google, Outlook, Zoom. Note that Readʼs workspace integration settings do not automatically connect any integrations for users; instead this determines which integrations users are allowed to connect.
From the Permissions tab
The Meeting Report Access, and Aggregate Metrics & Trends are relevant once you start using Teams within your workspace, so those can be ignored for now.
Under Advanced Permissions, you will find “Global Report Access”. Workspace owners and admins have the ability to toggle on this setting that lets them view any meeting report owned by users in their workspace. Read recommends only enabling this if absolutely necessary to protect user privacy.
Done!
Your Read workspace is now configured! From here, you can navigate to the People tab and invite others in your organization to join you. As users become more comfortable with Read, you can enable more liberal settings so that they can take fuller advantage of Read's capabilities.
NOTE: You configured the workspace settings, but each workspace member (including you) will have individual account settings that they can personalize. This configuration is fairly restrictive, so there will not be much to change there. You can access your individual settings by clicking on your name from the bottom left corner of your dashboard, and select “Account Settings.”
Intermediate Configuration:
As a workspace administrator, you can adjust auto-join preferences, control which integrations are permitted, manage user access, and configure a range of other settings for your organization.
From the Settings tab
Auto-Join Settings
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"
Disable "auto-join unscheduled meetings" for the workspace.
Reports & Sharing Settings
-
Under Report Sharing
For Internal Participant Access, select “Viewer access” and select “set default, allow users to update this preference.” This means people in your organization who receive a report will be able to see it, but not edit it, unless the report owner chooses to increase their access.
For External Participant Access, select “Viewer access” or “No access” and select “do not allow users to update this preference” from the drop down menu.
Toggle on “Allow public Link Access” and select “Workspace members.” This will make it so anyone in your workspace can access any report if the link is shared with them.
Toggle on “domain discovery” and select “do not allow users to update this preference.” This means workspace members will be easily discoverable within your domain for report sharing. For example, when you type a name to share a report, users will appear in autocomplete or as sharing recommendations.
-
Under Distribution
Enable “Meeting Recaps” only. This means that reports will be shared automatically with the meeting participants based on the access you determined above.
Enable “Live Meeting Dashboard Linkˮ and select “set default, allow users to update this preference.” This means users will be able to access their live metrics during meetings.
Integrations
-
Toggle off all integrations except the ones that you want to allow workspace users to connect to Read. Note that Readʼs workspace integration settings do not automatically connect any integrations for users; instead this determines which integrations users are allowed to connect.
Enable the calendar integrations. This will let Read know the meetings it should join.
Enable your preferred email provider under Productivity. This will let Read generate topic summaries of your inbox to surface and important conversations.
Enable the Collaboration and CRM integrations that your organization uses. These allow you to automatically push action items and reports to these platforms so Read can help you wherever you already work.
Enable your preferred messaging integration so Read has the option to share meeting reports in those channels instead (or in addition to) email.
From the Permissions tab
The Meeting Report Access, and Aggregate Metrics & Trends are relevant once you start using Teams within your workspace, so those can be ignored for now.
Under Advanced Permissions, you will find “Global Report Access”. Workspace owners and admins have the ability to toggle on this setting that lets them view any meeting report owned by users in their workspace. Read recommends only enabling this if absolutely necessary to protect user privacy.
Done!
Your Read workspace is now configured! From here, you can navigate to the People tab and invite others in your organization to join you. As users become more comfortable with Read, you can enable more liberal settings so that they can take fuller advantage of Read's capabilities.
NOTE: You configured the workspace settings, but each workspace member (including you) will have individual account settings that they can personalize. This configuration allows for some personalization wherever you selected “set default, allow users to update this preference.” Those will be the sections that individual users can change from their settings. You can access your individual settings by clicking on your name from the bottom left corner of your dashboard, and select “Account Settings.”
Collaborative Configuration:
As a workspace administrator, you can adjust auto-join preferences, control which integrations are permitted, manage user access, and configure a range of other settings for your organization.
From the Settings tab
Auto-Join Preferences
For Meeting Role, select "Allow Read to join all calendar invites"
For Meeting Types, select "Allow Read to join all meetings types"
Leave "Auto-join unscheduled meetings" enabled for the workspace.
Reports & Sharing Settings
-
Under Report Sharing
For Internal Participant Access, select “Editor access” and select “set default, allow users to update this preference.” This means people in your organization who receive a report will be able to edit it, but report owners can decrease the access level as needed.
For External Participant Access, select “Viewer access” and select “set default, allow users to update this preference.” This means people outside your organization who receive a report will be able to see it but not edit it, unless report owners choose to increase the access level as needed.
Toggle on “Allow public Link Access” and select “Workspace members.” Alternatively, selecting “Anyone with the link” means users can manually share the report link with anyone they want, and the recipient will not need to create a Read account. This can be desirable if sharing reports with new clients or partners, just be mindful that with this setting Read will have no way to know exactly who has access to the report.
Toggle on “domain discovery” and select “set default, allow users to update this preference” from the drop down menu. This means workspace members will be easily discoverable within your domain for report sharing, but can elect to change that. For example, when you type a name to share a report, users will appear in autocomplete or as sharing recommendations.
-
Under Distribution
Enable everything. This means that reports will be shared automatically with the meeting participants based on the access you determined above.
Ensure that “set default, allow users to update this preferenceˮ is selected in the drop down under “Live Meeting Dashboard Linkˮ so they can disable it if they wish to do so.
Integrations
-
Toggle on all integrations that you want to allow workspace users to connect to Read. Note that Readʼs workspace integration settings do not automatically connect any integrations for users; instead this determines which integrations users are allowed to connect.
Enable the calendar integrations. This will let Read know the meetings it should join.
Enable your preferred email provider under Productivity. This will let Read generate topic summaries of your inbox to surface and important conversations.
Enable the Notetaking, Collaboration and CRM integrations that your organization uses. These allow you to automatically push action items and reports to these platforms so Read can help you wherever you already work.
Enable your preferred messaging integration so Read has the option to share meeting reports in those channels instead (or in addition to) email.
If your company uses a platform that is not yet integrated with Read, let us know! In the meantime, you can enable Webhooks and Zapier so users can create automations.
From the Permissions tab
The Meeting Report Access, and Aggregate Metrics & Trends are relevant once you start using Teams within your workspace, so those can be ignored for now.
Under Advanced Permissions, you will find “Global Report Access”. Workspace owners and admins have the ability to toggle on this setting that lets them view any meeting report owned by users in their workspace. To protect user privacy, Read recommends only enabling this if necessary.
Done!
Your Read workspace is now configured so that your company can take fuller advantage of Read's capabilities!
NOTE: You configured the workspace settings, but each workspace member (including you) will have individual account settings that are governed by the workspace configuration. You can access them by clicking on your name from the bottom left corner of your dashboard, and select “Account Settings.” Each user you invite to the trial will have similar settings and they will be able to personalize them depending on how you configured your workspace.
5. Add Licenses to your Workspace
Since you are the only one in the trial so far, you'll need to add the number of licenses you need to cover all the users from the list you made. Click on your email on the bottom left corner of your dashboard, and select Plan & Billing".
From your Plan & Billing page, under License Usage on the top right side, select "Add licenses". That will open a window where you can add the licenses you need (1 license per user). No credit card will be required. You will land back on your Plan & Billing page, where you will see the total number of licenses available. Example: if you will trial Read with 5 more colleagues, so you add 5 more licenses for a total of 6.
6. Add Users to the Workspace
Now, you can add users to the workspace by sending invites to all the colleagues you identified in your list. From the People tab select the "Add people" button on the right.
On the window that pops up, you can type the email addresses of the users you will invite. Click "add another" as many times as needed until you have added all the people you want to include in the trial. When ready, click "Send Invites."
The invitations will be sent to their inboxes, and once accepted they will be asked to create a Read account to join your workspace. We recommend adding users early on so they can fully utilize Read AI during your trial dates.
RECOMMENDATION:
This article has helpful information that will guide your colleagues through creating their Read accounts and joining your workspace, it is a good idea to share it with them.
7. Start working smarter with Read AI!
You are good to go! Expect to see a meeting report every time Read joins a meeting. If something is not working as you would expect, please refer to the Troubleshooting section below.
It is a good idea to get to know your dashboard, so explore it to see what is where. These are some of useful pages:
In your Calendar page you should see your upcoming meetings, and that “Add Read?ˮ is toggled on for your meetings based on your join preferences. You can enable or disable Read for any specific meeting by adjusting that toggle.
Your Reports page includes reports you own and reports shared with you. If there is ever trouble recording a meeting, you can find those under the Incomplete tab, too, along with an explanation for what happened. Reports have lots of valuable insights, not just in the form of action items and summaries, but also as coaching to help you become a stronger speaker, and metrics to help you have better meetings.
Visit your Account Settings > Report Sharing > Report Distribution. Here you can determine how you are notified when a new report is ready for you (email or chat).
From Account Settings > Profile you can add a password to your account, which is highly recommended to protect your access.
Configure your Smart Scheduler availability from Account Settings > Smart scheduler to make scheduling meetings with others a breeze.
NOTE:
The For You Page and the Meeting Policy Page contain aggregated data for a period of 2 weeks, so you likely won’t see content there until after your trial.
MEETINGS+
Read AI lets you turn conversations into action, so make sure you try Ask Read to find insights across meetings, emails, docs, and chats in seconds. It’s like having a perfect recall for every conversation you’ve ever had, and go beyond search results— generate status reports, email drafts, agendas. New hires can quickly catch up on ongoing projects without lengthy intro meetings. Need something while a colleague is away? Get answers from shared information without interrupting their time off. And when someone moves on, their knowledge stays with the team, integrated into your workspace.
Ask Read gets better with teamwork. When your team shares meeting reports and resources, your knowledge base grows, delivering richer, more relevant answers. But you always control what is shared and what stays private, ensuring only the information you choose is accessible to others.
Give it a try from the Ask Read page!
Welcome to the community of Read AI users! You are in good company.
3 DAY CHECK-IN AFTER
The trial will be over before you know it, so we recommend you check these questions after three weeks have passed to make sure you are actually taking advantage of the trial.
- Have you added Read to a meeting?
- Have you reviewed and shared a report?
- Have you pushed a report or action item straight to your CRM or another integration?
- Have you downloaded Read AI’s Chrome extension, or added the Read app to your meeting platform for easier access?
- Have you used Ask Read to
- Find a detail discussed during a meeting, or via chat?
- Draft training materials?
- Generate a new agenda or a follow-up email from within a report?
If you answer “no” to any of those, there is still time! Login to your Read AI account and start working smarter.