Configuring Meeting Rules

Meeting rules let you automatically link captured meetings to the right workspace — client, deal, or team — without manual tagging. You configure rules inside a workflow on the Workflows tab of each workspace. When a meeting is captured, every workflow whose rules match that meeting is applied, and the associated post-meeting plan runs.

How Rules Work#Copy link

Matching is additive: a meeting is linked to every workspace whose rules match, not just the first one. If a meeting involves contacts from two client organizations, it can be linked to both workspaces simultaneously.

Within a single workflow, any matching rule is enough to link the meeting to that workspace. You do not need all rules to match — adding more rules broadens the match, it does not narrow it.

Each workflow pairs rules with a post-meeting plan. Once a meeting is linked, the plan determines what intelligence extraction runs — topics to track, insights to surface, and actions to take.

The Four Rule Types#Copy link

attendee_email — Use this to always include a specific person’s meetings, regardless of which domain they’re on. Useful for named contacts at key accounts.

attendee_domain — The most common rule type. All meetings with anyone from acmecorp.com route to the Acme Corp workspace automatically.

organizer_email — Matches based on who organized (scheduled) the meeting. Useful for routing your own recurring calls: if you always organize weekly status calls, this can catch them even when attendees vary.

title_contains — Matches a keyword substring in the meeting title. Use this for deal stages, project codes, or recurring meeting series with consistent naming conventions (e.g. Q4 Review, Onboarding, Sprint).

Setting Up a Workflow#Copy link

1. Open the workspace you want to configure and click the Workflows tab.
2. Find the existing workflow card or create a new one. The card shows the workflow name, an enabled/disabled badge, the rules list, the post-meeting plan, and the Apply Rules to Past Meetings button.
3. Name the workflow — give it a descriptive name (e.g. “Acme Corp — Auto-Link”).
4. Add rules under the “When meeting matches:” section. For each rule:
   • Choose a rule type from the dropdown.
   • Enter the value (email address, domain, or keyword).
   • Add as many rules as needed. A meeting is linked if any one of them matches.
5. Set the post-meeting plan in the “Then run:” selector. This controls what intelligence extraction happens after the meeting is linked.
6. Save the workflow. New meetings that match the rules will be linked automatically from this point forward.

Apply Rules to Past Meetings#Copy link

When you first set up a workflow — or add new rules to an existing one — your historical meetings won’t automatically be linked. Use the Apply Rules to Past Meetings button on the workflow card to retroactively process your meeting history.

After it runs, you’ll see a result like:

Linked 14 meeting(s). 3 already satisfied the rules.

The button is disabled if the workflow has no rules configured. Use it after initial setup and any time you add new rules and want to backfill existing meetings.

Common Patterns#Copy link

Client Domain Matching#Copy link

Route all meetings with a client organization to their workspace using a single attendee_domain rule.

Example: Rule type attendee_domain, value clientco.com → all meetings with anyone from that company land in the ClientCo workspace automatically.

Deal-Specific Routing#Copy link

Route prospect or active-deal meetings using a keyword in the title or a specific contact’s email.

Example: title_contains = Discovery catches all discovery call recordings. Or use attendee_email = cto@prospect.com for a named champion at a target account.

Internal Team Meetings#Copy link

Keep internal meetings in a team workspace using organizer_email rules for team members, or a title_contains rule for a consistent naming convention like [Internal].

Example: organizer_email = ops@youragency.com routes all ops-organized meetings to the Operations workspace.

Multi-Client Meetings#Copy link

Because matching is additive, a meeting with attendees from two client domains is linked to both workspaces automatically. No special configuration is needed — just ensure each client workspace has its own attendee_domain rule. Both workflows will run, and both post-meeting plans will execute.

Enabling and Disabling Workflows#Copy link

Each workflow has an enabled/disabled toggle at the top of its card. You can pause a workflow without deleting it.

When a workflow is disabled, rules are not evaluated for new meetings. A toast notification confirms: “This workflow is paused. Rules will not be evaluated.”

Use the toggle when:

• A client engagement is on hold and you don’t want new meetings auto-linked yet.
• You’re reconfiguring rules and want to avoid partial matches during the update.
• You want to archive a workflow without losing its rule configuration.

Re-enabling the workflow resumes automatic matching immediately. Use Apply Rules to Past Meetings if you want to backfill meetings that came in while the workflow was paused.

Manual Overrides#Copy link

Meeting rules handle the majority of cases automatically, but some meetings need manual intervention:

• First meeting with a brand-new contact — the system hasn’t seen this person before and no rule exists yet.
• Meetings with personal email addresses — gmail.com, outlook.com, and similar domains aren’t meaningful routing signals.
• Multi-stakeholder calls — conference calls where attendees span multiple client organizations (rules will link to all matching workspaces, but you may want to review the result).
• Internal meetings with external guests — workshops, trainings, or partner strategy sessions that don’t fit a domain rule.

For these cases, you can manually assign or re-assign a meeting from the meeting detail view after it’s captured.

Privacy#Copy link

Meeting rules respect workspace permissions and access controls. A rule can only link a meeting to a workspace if:

• The user who scheduled or joined the meeting has access to that workspace.
• The workspace’s privacy settings allow automatic meeting assignment.
• The meeting participants are consistent with the workspace’s configured access policies.

This ensures meeting intelligence does not cross client boundaries or violate confidentiality expectations. Meetings with sensitive attendees that don’t match any workspace rules remain unassigned until manually reviewed.