Start a Quick Meeting
A video meeting, starting now, recorded like any other.
Before You Begin
- A Google Meet connection on somebody's account in your organisation
- The Zyntro Meeting Observer switched on, if you want the meeting recorded
- Optionally, the contact you are meeting already in your CRM
A Quick Meeting is for the conversation that was not planned. Someone calls, something needs sorting out, and you want a video room and a link to send them without going through your calendar.
It is a real meeting in every other respect. It appears in the Meetings list, the Observer attends it if it can, and it produces the same debrief and the same contact update as a meeting booked weeks ahead.
You will find it at CRM → Meetings → Quick Meeting.
Steps
Give the meeting a title
The title is the only thing that is required, and it is what you will be reading in the list in three weeks' time. Quick sync with John is more use than Meeting.
It is also the subject line of the debrief you get afterwards, so a title that names the person and the purpose pays off twice.
Add the contacts you are meeting, if they are in your CRM
Search by name or email and pick them. This is optional, and the meeting works without it — but it is what connects the conversation to the rest of what Zyntro knows about that person.
Adding the contact is what lets the summary be written onto their record, what lets details from the conversation update their profile, and what lets the follow-up be raised against them. Without it you still get a transcript and a debrief, but nothing reaches the CRM.
Add notes or an agenda if you have any
Anything you type here is kept with the meeting as context. It is useful when the meeting is about something specific that would not be obvious from the transcript alone — a quote you are discussing, a problem that was raised by email first.
This is optional and most quick meetings do not need it.
Create the meeting
Zyntro creates the video room and shows you the joining link. Copy it and send it to whoever you are meeting.
The meeting now exists in the Meetings list, with its start time set to now.
Check the banner before you start talking
Above the link, a banner tells you whether the meeting is being recorded.
Green means the Observer will join automatically to record and transcribe. Amber means it will not, and the banner says why — there are four reasons, and each one points at a different fix.
This check takes two seconds and is the difference between getting a debrief and finding out next week that you did not.
If the Observer is not coming, decide what to do about it
You have three options, and the right one depends on how much the record matters.
- Fix it and recreate the meeting. If the reason is a connection or a setting, sorting it out takes a minute and the meeting records properly.
- Turn on your video platform's own transcription and supply the transcript afterwards through Retrospective. You get the same intelligence, a step later.
- Carry on without a record. Fine for a two-minute question; less fine for a conversation you will need to remember.
If a meeting is less than five minutes away, the Observer may not make it in time even when everything is configured correctly. For a meeting that starts the moment you create it, having your platform's own transcription on as a backstop is a sensible habit.
Result
You have a live video meeting with a link to share, and you know whether it is being recorded.
Afterwards, if the Observer attended, the meeting is transcribed and processed automatically. Your debrief arrives by email, the summary is written onto the contact's record if you attached one, and the follow-up is raised as a reminder — all according to the settings in Meeting Settings.
If the Observer did not attend, the meeting is still in your list with its title, time and attendees. You can supply a transcript or recording against it at any point and get the intelligence then.
Warning: Quick Meeting needs a Google Meet connection to exist somewhere in your organisation. With none connected at all, Zyntro cannot create a video room and the screen will tell you so rather than making a meeting you cannot join.
If you have no connection of your own but a colleague does, the room may be created on their Google account. It works, but the meeting belongs to their account rather than yours — connecting your own is the cleaner arrangement.
