Meeting Summaries

This guide will show you how to get the most out of Paradino's meeting summary capabilities.

How do summaries work in Paradino?

Paradino meeting summaries are template driven. This means your generated summary is extremely structured and focused on what's relevant. You can select either a client meeting or internal meeting when generating a summary. Client meetings are ones that involve a client. Paradino summarises these from the point of view of the adviser, identifying each speaker in the meeting and intelligently mapping people to names, so that the summary is natural as if the adviser was writing it. Another benefit is that client quotes can be extracted and worked seamlessly into the summary.

Do I need to change my meeting structure to get the best result?

No, you can run your meeting and discussion how you want and Paradino will intelligently extract and summarise the relevant discussion points under the correct heading in the selected template.

Uploading a file

Paradino accepts video, audio or transcripts from any meeting recording platform, including Google Meet, Microsoft Teams and Zoom.

Supported file types: video/mp4, audio/wav, audio/mpeg, audio/webm, audio/mp3, audio/m4a, audio/aac, audio/mp4, text/plain, text/vtt, application/pdf, audio/x-m4a, audio/x-aac

Paradino also accepts up to 3 audio files of the same type to generate into one meeting summary. In the file selection dialog, select multiple files.

Here are the guides to download your recording from your meeting or recording platform:

• Zoom
• Microsoft Teams
• Google Meet
• Voice Memo on iPhone

Recording in Paradino

Paradino supports live recording for in person meetings. Click the Mic icon and follow these steps:

• You will be asked to allow Paradino access to your microphone.
• Click accept, and a drawer and waveform will appear.
• If the waveform is moving, Paradino is picking up your microphone.
• You can pause and resume your recording.
• Click Finish & Upload to complete your recording and upload it to Paradino.

Paradino has a maximum recording time of 3 hours per meeting. You can download your recording from the document editor panel once the summary is completed.

Tips for recording

Here are some tips to ensure you have a consistent, reliable experience when recording in Paradino:

• We recommend using Chrome or Safari when recording in Paradino.
• Ensure you have a stable internet connection.
• Do not use a private or incognito browser window when recording. This prevents Paradino from storing your audio as you record.
• We recommend checking your settings and running a test before you hold your first client meeting.

File size

Paradino records in high quality audio to ensure the most accurate summary, which means audio files can be up to 150Mb in size. If you want to upload your recordings to your financial planning software, we recommend converting them to a lower quality mp3 if there are file size limits.

Editing your generated summary

In 1-4 minutes your meeting summary will be completed and available in the document editor panel. From here you can edit your summary just like in Google Docs or Microsoft Word. We have a comprehensive Find and Replace tool to help stream line editing. Once you have finished, you can download your summary to a word document (docx). You can add your branding and styles to the meeting summary by adding a reference docx in the User Preferences page.

Sending a client email

Click the Mail icon to access a client follow up email generated from your summary. You can open it in your default email application or copy it to clipboard. If the first option doesn't work, you may need to set this up on your Mac or PC.

For Outlook in Windows:

1. Verify Default Mail Client Settings:
   • Go to Settings > Apps > Default apps.
   • Under the Email section, ensure Outlook is selected as the default mail client.
2. Check MAILTO Protocol:
   • In the Default apps settings, scroll down to Choose default apps by protocol.
   • Ensure that the MAILTO protocol is set to Outlook.

Generating multiple documents or regenerating

In the document editor there is a Regenerate button which allows you to generate the meeting summary into a different template. This can be used to refine templates as you make changes to see our they affect your summary or to use one recording to produce multiple type of documentation like a file note and letter of engagement. Regeneration is available for 30 days until the recording is purged from our environment.

Troubleshooting

Issue: Your meeting summary has a failed status.

You recording or transcript goes through a number of steps before you summary is completed. Your meeting summary has a status that is updated based on different events.

• Pending - Initial status when file is uploaded successfully and processing has started.
• Completed - Final status when file has been processed and summary completed and ready to view.
• Failed - This status occurs when there is a processing issue. There are two reasons this may occur:
  1. In most cases, the audio or video file is invalid or corrupt. In this scenario, Paradino cannot process your file. Please check it or re-record.
  2. Paradino has hit a temporary rate or quota limit due to increased demand. Re-upload your file to retry your summary. For users that recorded in Paradino, please contact support@paradino.ai.

Issue: Your meeting summary says Summary Not Possible

If your recording is empty or invalid, that is, with no audible sound, Paradino will either update your meeting summary status to failed or generate a Summary Not Possible output. Please check your recording before re-uploading. If you recorded live in Paradino, you can download your recording in the doucment editor panel.

Issue: You recorded in Paradino but your upload failed

If your internet connection disconnects during recording, you may get an "upload failed" error message when you have finished recording. Don't fret. Paradino stores your recording locally while you record so that you have a chance to upload once you have a stable connection. If this occurs, refresh your page and you should see a "recording incomplete" alert with an option to upload.

Issue: Your summary has hallucinations

At Paradino, we pride ourselves are being a highly accurate solution. We stand behind this by heavily investing in improving our accuracy and comprehensiveness and integrating continuous model evaluation testing.

If you see significant hallucinations in your summary this usually is due to:

1. Your recording or transcript being of reduced quality, e.g. low or muffled sound in audio or video recordings, or transcripts that have been generated with translation and speaker identification issues.
2. Your recording is empty or without audible sound but it did not trigger our Summary Not Possible rules.

Please check your source and resolve before retrying your summary. If the problem persists please contact support@paradino.ai

What's next?

Great, now you've got a handle on meeting summaries, it's time to take the next step and generate advice documents:

• Customise a template
• Create an Advice Request or Record of Advice in Strategy Assist