Troubleshooting & FAQs

Login & account access#

"I keep getting an error" / I can't get into the platform. This is usually caused by signing in with a plain email and password instead of your work Microsoft or Google account — that breaks the connection between your work identity and Decision Site. Fix: log out, then explicitly choose Continue with Microsoft or Continue with Google, and make sure you land in the correct workspace.

I never received an invite email. Go straight to buyer.meetingflow.com/invites and sign in with your work SSO to activate your account. Worth checking spam or junk first — invite emails do occasionally end up there.

Calendar sync needs admin approval#

If clicking Connect Calendar gives you a "needs admin approval" message, that's your organization's Microsoft 365 / Entra security policies blocking the connection — logging out and back in won't fix it from your side. It requires your IT or CRM admin to grant consent in the Microsoft Entra admin portal. Flag it to both your Augment representative and your internal admin.

Missing accounts or Decision Sites#

If your workspace uses the Individual Ownership access setting (an admin-level setting covered in Admin Controls & Settings), Creators and Collaborators only see Decision Sites they own or are a member of. If something you expect to see is missing, it's usually not a bug — you likely just need to be invited to it by someone who already has access.

A recording was cancelled unexpectedly#

Cancelling a scheduled recording in Decision Site cancels it for every internal attendee, not just the person who clicked cancel. If a recording you were expecting didn't happen, check whether a teammate on the same call cancelled it before it started.

Logging meetings to CRM & where they land#

From any meeting record, use the CRM tab to log it to the right account and deal or opportunity — you can choose to include the AI-generated summary, call insights, your own notes, or the full transcript. Once logged, it lands as an Activity on whichever record you selected.

• Opportunities/Deals — logs as an activity, and you can update CRM fields like stage, amount, and close date from the same screen.
• Accounts/Companies — if no opportunity exists yet, log the meeting directly to the account so the interaction is still captured at the company level.
• Contacts — check "also log the contacts" (Contact Tracking) to log the meeting summary to every external attendee's contact record too.

Hiding future meetings from the calendar#

Yes — the All Meetings tab defaults its filter to Has Recording: Yes, so you're only seeing completed recordings unless you change it. Inside a specific Decision Site's Meetings tab, there's a similar toggle to show just recorded meetings, or everything, including upcoming scheduled ones.

How meeting auto-routing works#

Decision Site matches attendee email domains, recurring meeting series, organizer history, and CRM links to figure out which Decision Site a call or email thread belongs to. It only auto-routes when it's at least 95% confident in the match — anything less surfaces as a suggested Decision Site in All Meetings or the calendar view for a quick manual check, rather than guessing. The first meeting on a brand-new relationship usually needs a one-time manual assignment; once you've done that, the system remembers those contacts and auto-routes future meetings for that relationship on its own.

What languages are supported#

Organization Languages (an admin-only setting in Workspace Settings) tells Decision Site's transcription engine which language, or languages, to expect — it doesn't translate the product's own interface, and it doesn't separately control what language AI summaries come out in (those follow whatever language the transcript is in).

• One language selected (English by default) — transcription runs in that language, and company and attendee names get extra help being spelled correctly.
• Multiple languages selected — switches to multi-language mode for calls that mix languages, but proper-noun recognition (names, companies) gets a little less accurate as a tradeoff. Admins see a warning about this in the UI.

Supported languages: English, Spanish, Mandarin Chinese, French, German, Japanese, Portuguese, Italian, Korean, and Arabic. Changing this setting only affects new recordings going forward — existing transcripts aren't reprocessed.

Sharing a recording without an invite#

Yes — from any meeting record, open More Options → Share to External Participants. You can share with attendees from the call, whitelist an entire domain, or pick specific people, then copy the link and send it however you'd like. No Decision Site invite required.

Exporting a transcript or recording#

From any meeting record, open More Options and select Export Meetingflow. This generates a zip file containing the transcript and a copy of the recording.

Manually uploading a call recording#

Yes — click the Meetings tab and go to My Calendar. Select More Options (top right of the page) and choose Upload Recording, then follow the steps in the box that appears.

Rescheduled call already shows as recorded#

My AI Notetaker joined a call, then the prospect asked to reschedule. I moved it in Outlook, and the Decision Site meeting record updated to the new date and time — but it still shows a green check mark like it's already recorded. Will the rescheduled call actually get recorded?

No, it won't. Because the Notetaker already joined the original call — even if only for a couple of minutes before it got rescheduled — Decision Site considers that meeting already recorded, and it won't send the Notetaker again for the new time. You have two ways to handle it:

• Record in Teams and upload afterward — the same manual upload flow covered just above.
• Have the Notetaker join and record normally — create a fresh meeting record instead of relying on the rescheduled one:
  1. Before the meeting, go to My Calendar in Decision Site.
  2. Click + Add a Meeting. Decision Site creates a new meeting record with a default title and the current date and time.
  3. Optionally edit the title and timing to match the actual meeting.
  4. Open the new Teams invite and copy the meeting link.
  5. Back in Decision Site, click into the new meeting record, select Record at the top right, and paste in the link (Decision Site will paste it automatically if it's already on your clipboard).
  6. You'll get a confirmation that the call is scheduled to record.

You'll only need to do this when you reschedule a call the Notetaker already attempted to join — in that specific situation, Decision Site treats the meeting as already recorded and won't send the Notetaker again unless a new conference call is created.