How to Set Up AI Meetings for Your Team in 5 Steps

Setting up effective team meetings shouldn't require a PhD in software or a hefty monthly subscription. Yet many professionals find themselves wrestling with complicated platforms, hitting frustrating time limits, or scrambling to take notes while trying to participate in discussions. What if your meeting tool actually worked for you instead of against you?

This guide walks you through setting up AI-powered meetings that handle the administrative burden automatically. Whether you're coordinating a remote team, running client consultations, or hosting weekly standups, you'll learn how to create a meeting workflow that captures everything important—without the usual headaches.

Step 1: Create Your Meeting Space#

The foundation of productive AI meetings starts with proper setup. Unlike traditional platforms that require lengthy installations and account configurations, modern meeting solutions prioritize getting you connected quickly.

Start by visiting meeting.aiinak.com and creating your free account. The process takes under a minute—just enter your email, set a password, and you're ready to host unlimited video meetings. No credit card required, no trial period to worry about.

Once inside, familiarize yourself with the dashboard. You'll see options to start an instant meeting or schedule one for later. The clean interface means less time clicking around and more time actually connecting with your team.

Pro Tip for Team Setup#

If you're setting up meetings for an entire team, create a consistent naming convention for your meeting rooms. For example, use formats like "Marketing-Weekly" or "Dev-Standup" so team members can quickly identify and join the right sessions.

Step 2: Configure Your AI Meeting Assistant#

Here's where free video meetings become genuinely transformative. Iris, the built-in AI assistant, joins your calls automatically to handle note-taking, transcription, and summarization.

Before your first meeting, take a moment to configure Iris according to your needs:

• Enable automatic transcription – Every word spoken during the meeting gets captured accurately
• Set summary preferences – Choose whether you want brief bullet points or detailed meeting recaps
• Configure action item detection – Iris identifies commitments and tasks mentioned during discussions
• Adjust notification settings – Decide how and when you receive meeting summaries

The beauty of this AI meeting assistant is its passive operation. You don't need to remember to start recording or manually flag important moments. Iris works quietly in the background, ensuring nothing gets lost.

Step 3: Integrate Your Calendar for Seamless Scheduling#

Scattered meeting links and manual scheduling create unnecessary friction. Connect your existing calendar to streamline the entire process from invitation to follow-up.

Aiinak Meetings integrates with popular calendar applications, allowing you to:

• Schedule meetings directly from your calendar interface
• Automatically generate and attach meeting links to invitations
• Sync attendee information for personalized meeting preparation
• Receive reminders with one-click join options

This integration proves especially valuable for professionals managing multiple client relationships or team members across different time zones. Instead of copying and pasting links or sending separate emails, everything flows through your existing workflow.

Handling Recurring Meetings#

For regular team syncs or ongoing client sessions, set up recurring meetings once and forget about them. The AI assistant remembers context from previous sessions, making each subsequent meeting more productive. If you discussed a project timeline last week, Iris can reference that conversation when relevant topics arise.

Step 4: Master Essential Meeting Features#

With the basics configured, explore the features that make video conferencing truly effective for modern teams.

Screen Sharing: Present documents, walk through designs, or demonstrate software without switching applications. The sharing controls let you choose between full screen, specific windows, or individual browser tabs—keeping private information private.

Recording: Capture meetings for team members who couldn't attend or for your own reference later. Combined with AI transcription, recordings become searchable knowledge bases rather than unwatched video files.

Real-Time Collaboration: Share your screen while others annotate or highlight sections. This interactive approach works brilliantly for design reviews, document editing, and training sessions.

Breakout Rooms: Split larger meetings into smaller discussion groups, then bring everyone back together. Perfect for workshops, brainstorming sessions, and team-building activities.

The key difference from time-limited alternatives? You can actually use these features fully. No watching the clock, no cutting discussions short, no upgrading just to share your screen for more than 40 minutes.

Step 5: Review and Act on AI-Generated Summaries#

The meeting ends, but the value continues. Within minutes of concluding your call, Iris delivers a comprehensive summary directly to your inbox or dashboard.

These summaries include:

• Key discussion points – The main topics covered, organized chronologically
• Decisions made – Clear documentation of what the group agreed upon
• Action items – Tasks assigned during the meeting, including who's responsible
• Follow-up questions – Topics that need further exploration or clarification

Share these summaries with stakeholders who weren't present or use them to prepare for subsequent meetings. The automatic documentation eliminates the post-meeting scramble to remember what was discussed and who committed to what.

Building a Meeting Knowledge Base#

Over time, your collected meeting summaries become a searchable archive of organizational decisions and discussions. Need to remember why a particular approach was chosen six months ago? Search through your meeting history instead of relying on fading memories or scattered email threads.

Start Running Smarter Meetings Today#

Effective meetings shouldn't require complicated software, expensive subscriptions, or dedicated note-takers. With the right tools, your team can focus entirely on collaboration while AI handles the documentation.

The five steps above transform how teams communicate—from chaotic calls that everyone dreads to productive sessions that drive actual results. No more time limits interrupting important discussions. No more lost action items. No more "what did we decide again?" emails.

Ready to experience the difference? Start your free meeting at meeting.aiinak.com and see how AI-powered video conferencing changes the way your team works together. Setup takes minutes, but the productivity gains last indefinitely.