WorkastHow to create and use Workast Meetings
A Workast Meeting is a collaborative workspace created from a calendar event. Each meeting could contain notes, tasks, recordings, transcripts, and AI-generated action items, keeping everything related to your meeting in one place.
Before you begin
Before using Workast Meetings, make sure you:
Have events created in your calendar.
Once your calendar is connected, your events will automatically appear in Workast Calendar.
From there, you can turn any synced event into a Workast Meeting.
Create a meeting from your calendar
You can create a Workast Meeting directly from a calendar event.
Open Calendar in Workast.
Click a synced calendar event.
Confirm the meeting name and select the Space where the meeting will belong.
Click Create Meeting.
Use the meeting workspace
The Meetings tab provides a dedicated view of all your Workast Meetings. Unlike the Calendar view, which displays both calendar events and meetings, the Meetings tab only shows meetings that have been created in Workast.
From this view, you can:
Browse all your meetings in one place.
Filter meetings by date or participants.
Open any meeting to access its Notes, Tasks, and Recording tabs.
You can also access a meeting workspace directly from the Calendar or from tasks that were created during the meeting, but the Meetings tab is the central place to browse and manage all your meetings.
Any meetings that day will also appear on your Home page in the web app. You can learn more about the Home page here.
When you open a meeting, you'll find everything related to it in one place. Each meeting includes three tabs to help you prepare, collaborate, and follow up before, during, and after the meeting.
To open a meeting, click on it. You will find three tabs:
Notes
Use it to:
Prepare an agenda before the meeting.
Take notes during the discussion.
Capture decisions and follow-up information after the meeting.
Click on the paragraph icon to add headers, ordered or bulleted lists, checked to-do lists, tables, images and media. The agenda works very similarly to our Notes integration - click here for more information.
If the meeting is recorded, the AI Meeting Agent can automatically generate meeting notes and summarize the discussion for you.
Tip: Use Notes as a living document that evolves before, during, and after the meeting.
Tasks
The Tasks tab lets you turn action items into Workast tasks without leaving the meeting.
Tasks created from a meeting:
Are automatically added to the associated Space.
Remain linked to the meeting.
Include a reference back to the meeting when opened from the task panel.
Create tasks before or during your meeting by clicking on +Create a new task under Action items.
Task creation in meetings works in the same way as task creation in spaces. For information on how to create tasks, click here.
Assignees will receive task notifications just like normal tasks.
Recording
The Recording tab allows you to record your online meetings using the AI Meeting Agent.
From this tab you can:
Start a manual recording.
View the recording after it has been processed.
Access the meeting transcript. By clicking on any line of the transcript, you can go directly to that moment in the recording.
AI Meeting Agent
The AI Meeting Agent powers all recording and AI features in Workast Meetings.
What it can do:
Join your online meetings automatically
Record conversations
Generate transcripts
Create AI meeting notes
Identify action items
Automatically create tasks in your Workast Space
Recording meetings
Workast Meetings includes built-in recording powered by the AI Meeting Agent.
Recording features include:
AI transcription
AI-generated meeting notes
AI-generated tasks
Whether you start a recording manually or enable automatic recording, make sure to admit the Workast AI Meeting Agent when it requests to join your meeting (Google Meet, Zoom, Microsoft Teams, etc.). The meeting cannot be recorded until the agent has been admitted.
To record a specific meeting:
Open the meeting.
Go to the Recording tab.
Click on the Record this meeting button.
Add a conference URL (e.g. Google Meet, Zoom, Teams).
Click Record meeting.
To record meetings automatically:
You can configure Workast to automatically create, join, record meetings, and generate transcripts, meeting notes, and tasks; from specific to all of your meetings.
To enable automatic AI meeting notes assistant:
Go to the Calendar tab
Click on Calendar sync at the top right
In the features section, go to AI meeting notes and click the switch to enable it.
Two additional fields will appear, allowing you to customize your AI Meeting Notes preferences:
Capture notes from: Choose which meetings you want the AI Meeting Agent to automatically join, record, and generate transcripts, meeting notes, and tasks for. Options include
All meetings, External meetings only, Internal meetings only, Meetings I organize, and Meetings I'm invited to.
Save meetings to: Select the Workast Space where AI-generated meeting tasks will be created and saved.
Click on Save changes.
When enabled, the AI Meeting Assistant will automatically join eligible meetings when they start.
Viewing and filtering meetings
Click on the Meetings tab in your left-hand taskbar to view your meetings. You are able to view future meetings as well as any meetings from the current day or past. Past meetings are not visible at this time, but you can see them by changing the filter preferences.
Click on the calendar icon to navigate between months and weeks to view different meetings.
Meetings with the repeating icon (arrows) indicate a repeating meeting. To navigate between repeating meetings, click on them.
To view meetings with certain team members, click on Filter by participant and type the name of your team member. Once their name appears, click on it to filter your meetings.
Conferencing links
Meeting conference links, if added to your meeting in your original calendar and an available integration, will be shown in the corresponding meeting workspace
Click on the link to open the conference (Google meet, Zoom, etc.)
For information on linking your calendar to Workast, click here.