Using Agenda AI

What is Agenda AI?

Agenda AI is an agenda builder that creates a draft agenda for a meeting based on:

• What you type in a prompt (plain-language instructions), and/or
• A document you upload (like a prior agenda or notes)

It generates agenda sections and sub-sections, and it can also add durations (time estimates) when appropriate.

Who Can Use Agenda AI?

Agenda AI is available to these roles:

• Meeting Admins
• Contributors

These roles can open Agenda AI from the Meeting Details page using either:

• Agenda tab at the top left of the screen,
• Edit Agenda button under "Create Agenda" in the Complete Meetings tracker, or
• Edit Agenda button in the Agenda panel.

What Changed from the Import Agenda Feature?

Agenda AI replaces the previous Import Agenda feature.
When Agenda AI is enabled for your organization, Import Agenda is no longer available.

Generating an Agenda from Text Prompts

How Do I Generate an Agenda with Text Prompts?

Use this option when you want to describe the agenda in your own words, even if the agenda is not final.

What Should I Type in the Prompt?

In the prompt field, describe what you want in the agenda. There is no character limit, so it’s okay to include lots of detail.

Helpful details to include:

• Agenda sections (main topics)
• Presenters (who is leading each section)
• Durations (time estimates)
• Sub-sections (items under a main topic)
• Order (what should come first)

How Do I Generate the Agenda from my Prompt?

1. Open the meeting and go to Edit Agenda or the Agenda tab.
2. Type your prompt into the text field.
3. Select Generate Agenda.

What Happens After I Generate the Agenda?

After Agenda AI creates the draft, review it.

1. If the draft looks good, select Accept & Edit Agenda in the yellow banner at the top.
   This opens the agenda for editing so you can:
   • Make changes
   • Add documents to agenda sections
   • Add more descriptive details
2. If the draft is not what you need, select Discard.
   Then update your prompt and generate a new draft.

3. The Create Agenda option in the Complete Meetings tracker will be checked off.

What Can’t Agenda AI Generate Yet?

Agenda AI cannot currently generate these items (they must be added manually):

• Section descriptions
• Guest participants
• Unnumbered agenda sections

Why Did Durations Get Added Automatically?

Agenda AI may add section durations by default unless the prompt tells it not to.

• If durations were added, they can be edited or removed.
• To prevent durations from being added, include an instruction in your prompt (example below).

Example prompt:

• “Do not add durations.”
• “Set all section durations to 0 minutes.”

Generating an Agenda from a Document

Use this option when you have a file (like a prior agenda or planning notes) that should guide the draft.

What Documents Can I Upload?

Document upload rules:

• Only one document can be attached per agenda
• Maximum file size: 25 MB
• Supported file types:
  • .doc, .docx
  • .pdf
  • .ppt, .pptx

How Do I Generate the Agenda from a Document?

1. Open the meeting and go to Edit Agenda or the Agenda tab.
2. Select Attach Document.

3. Upload your file.
4. (Recommended) Add supporting instructions in the prompt field (see next section).
5. Select Generate Agenda.

Should I Use a Prompt with my Document?

Yes—using a prompt with the document usually gives better results.

In your prompt, you can tell Agenda AI to:

• Change the agenda format
• Rename or restructure sections
• Add durations
• Add presenters
• Add sections or sub-sections

What Happens After I Generate the Agenda from a Document?

After the draft is created, review it:

1. Select Accept & Edit Agenda in the yellow banner to edit and finalize the agenda.
2. Select Discard to remove the draft, then adjust your prompt and/or upload a different document and try again.

3. The Create Agenda option in the Complete Meetings tracker will be checked off.

What Can’t Agenda AI Generate from Documents?

Even when using an uploaded document, Agenda AI still cannot generate:

• Section descriptions
• Guest participants
• Unnumbered agenda sections

Legacy Agenda Builder

Use the legacy builder if you want to build the agenda manually instead of generating a draft.

How Do I Open the Legacy Agenda Builder?

1. Go to the agenda editor.
2. Select + Add New Section Manually.

How Do I Switch Back to Agenda AI from the Legacy Builder?

To return to Agenda AI:

1. Delete all agenda sections.
2. Select Save Changes.

FAQs

What parts of an agenda can Agenda AI create?

• Agenda AI can create sections, sub-sections, and often durations and presenters when that information is provided in your prompt or document.

What agenda items can’t Agenda AI generate?

• Agenda AI cannot generate section descriptions, guest participants, or unnumbered agenda sections. Add these manually.

How do I stop Agenda AI from adding durations?

• Add a clear instruction in your prompt, such as: “Do not add durations” or “Set all section durations to 0 minutes.”

Can I upload more than one document?

• No. Agenda AI supports one uploaded document per agenda.

Can I use both a prompt and a document?

• Yes. You can combine text prompts and one uploaded document to generate the draft.

What should I do if the draft agenda is close, but not perfect?

• Select Accept & Edit Agenda and then adjust the agenda manually (rename items, reorder sections, add documents, and add details).

What should I do if the draft agenda is not usable?

• Select Discard, update your prompt and/or upload a different document, then generate a new draft.

Where do I find “Accept & Edit Agenda”?

• After generating a draft, a yellow banner appears at the top. Select Accept & Edit Agenda inside that banner.

Plan Information

Agenda AI is available as part of the AI Suite. To add the AI Suite for your organization contact your Account Manager today.