How to Set Up Your First AI Meeting in 5 Easy Steps

You've probably experienced this before: you're in the middle of an important meeting, furiously scribbling notes while trying to stay engaged in the conversation. By the end, your notes are incomplete, you've missed key points, and you're left wondering what action items were actually assigned. Sound familiar?

What if your meetings could be different? What if an AI assistant could handle the note-taking, transcription, and summary creation while you focus entirely on the conversation? That's exactly what Aiinak Meetings offers—and setting it up takes just five simple steps.

Step 1: Create Your Free Aiinak Account#

Getting started with free video meetings on Aiinak is straightforward. Visit the Aiinak Meetings platform and click the sign-up button. You can register using your email address or connect through your existing Google or Microsoft account for faster setup.

Unlike other video conferencing platforms that require credit card information or push you toward premium plans during registration, Aiinak keeps things simple. There's no trial period to worry about because the core features—including unlimited meeting duration—are genuinely free.

Once you've verified your email, you'll land on your personal meeting dashboard. This is your command center for scheduling, hosting, and reviewing all your video conferences. Take a moment to familiarize yourself with the layout before moving to the next step.

Step 2: Configure Iris AI as Your Meeting Assistant#

Here's where Aiinak Meetings becomes a true Zoom alternative with capabilities that go beyond basic video calling. Iris is your AI meeting assistant, and enabling it transforms how you conduct meetings.

From your dashboard, navigate to the settings panel and find the Iris AI section. You'll see several configuration options:

• Auto-join meetings: Enable this so Iris automatically joins every meeting you host
• Transcription language: Select your primary meeting language for accurate transcription
• Summary preferences: Choose between brief overviews or detailed meeting summaries
• Action item detection: Turn this on to have Iris identify and list tasks assigned during calls

For most users, enabling all features provides the best experience. Iris works quietly in the background, so participants won't be distracted by the AI assistance happening behind the scenes.

Step 3: Schedule or Start an Instant Meeting#

With your account configured, you're ready to host your first AI-powered meeting. Aiinak gives you two options depending on your needs.

For instant meetings: Click the "Start Meeting" button on your dashboard. You'll receive a unique meeting link immediately. Share this link with participants via email, chat, or any communication channel you prefer. They can join directly through their browser—no downloads required.

For scheduled meetings: Use the calendar integration feature to plan meetings in advance. Click "Schedule Meeting" and fill in the details: meeting title, date, time, and participant emails. Aiinak syncs with Google Calendar and Outlook, so your scheduled meetings appear alongside your other commitments.

When scheduling, you can also set meeting-specific preferences. For example, you might want Iris to focus on technical terminology for an engineering standup, or prioritize capturing client requirements during a sales call.

Step 4: Host Your Meeting with AI-Powered Features#

When your meeting begins, you'll notice the familiar video conferencing controls—mute, camera toggle, screen sharing, and recording. But look closer, and you'll see Iris working in real-time.

A small indicator shows when Iris is actively transcribing. As participants speak, the AI captures everything, distinguishing between different voices and attributing statements correctly. This happens automatically; there's nothing you need to do.

During the meeting, take advantage of these features:

• Screen sharing: Present documents, slides, or your entire desktop with one click
• Recording: Save the video for participants who couldn't attend live
• Chat: Share links and resources without interrupting the speaker
• Reactions: Provide feedback without unmuting

The beauty of having an AI meeting assistant is that you can fully participate in discussions. Ask questions, brainstorm ideas, and engage with your team knowing that nothing important will slip through the cracks.

Step 5: Review Summaries and Action Items#

After your meeting ends, Iris gets to work compiling everything into organized, actionable information. Within minutes, you'll receive a notification that your meeting summary is ready.

Access your summary from the dashboard or directly through the email notification. You'll find:

• Full transcription: A complete text record of everything discussed, searchable and timestamped
• Meeting summary: Key points condensed into a digestible overview
• Action items: Tasks identified during the meeting, often with assigned owners
• Key decisions: Important choices made during the discussion

Share these summaries directly with participants or export them to your project management tools. Team members who missed the meeting can quickly catch up without watching the entire recording.

This post-meeting intelligence is what makes AI meetings genuinely transformative. Instead of spending 30 minutes writing meeting notes, you invest that time in actually completing the tasks discussed.

Making the Most of Your Free Video Meetings#

Now that you've completed your first AI-powered meeting, here are some tips to maximize the value you get from the platform:

Use consistent meeting titles. Iris can track related meetings over time, helping you see how projects evolve across multiple sessions.

Speak clearly when assigning tasks. Phrases like "John will complete the report by Friday" help Iris accurately identify action items and owners.

Review and edit summaries. While Iris is remarkably accurate, spending a minute to review summaries ensures nothing is misinterpreted before sharing with your team.

Leverage the no time limit policy. Unlike platforms that cut you off at 40 minutes, Aiinak's unlimited free meetings mean you can let conversations flow naturally without watching the clock.

Start Your First AI Meeting Today#

The combination of free video conferencing and intelligent AI assistance represents a significant shift in how productive meetings can be. No more choosing between participating and documenting. No more scrambling to remember what was decided. No more time limits interrupting important discussions.

Whether you're a consultant meeting with clients, a team leader running standups, or an educator connecting with students, AI-powered meetings help you accomplish more while doing less administrative work.

Ready to experience the difference? Start your free meeting on Aiinak today and let Iris handle the rest. Your future self—the one who actually has time to complete action items instead of typing them up—will thank you.