Quick Start
Get your first AI-facilitated meeting running in 5 minutes. No technical setup, no API calls, no installs.
Log In to Your Dashboard
Open your instance URL
Check your welcome email for a link like https://your-company.voxenova.com. Open it in any browser.
Verify the dashboard loads
You should see your company name, trial status, and an empty meeting history. That means you're ready to go.
Trial included. Your trial includes 1 free meeting (up to 20 minutes) so you can experience VoxeNova before committing to a plan.
Schedule Your First Meeting
Click "Schedule" on your dashboard
Look for the Schedule button in the top-right area of the dashboard.
Paste your meeting link
Copy the Zoom, Google Meet, or Microsoft Teams link for your upcoming meeting and paste it into the Meeting URL field.
Pick a meeting type
Choose the type that best describes your meeting — for example, Product Discovery for brainstorming or Sprint Inception for sprint planning. Not sure? See Meeting Types.
Set the date and time, then click Schedule
Pick when your meeting starts and how long it will run. Click Schedule and you're done.
No install needed. The AI facilitator joins your meeting automatically about 1 minute before the start time. Participants don't need to install anything.
The Email Invite Method
Even simpler — skip the dashboard entirely and just add VoxeNova to your calendar invite.
Create your meeting as usual
Set up a meeting in Google Calendar, Outlook, or any calendar app, with a Zoom, Meet, or Teams link.
Add the AI facilitator as an attendee
Add ai.facilitator@your-company.voxenova.com (replace your-company with your instance slug from the welcome email) as a meeting guest.
Send the invite
VoxeNova receives the invite, detects the meeting link, and automatically schedules the AI facilitator. You'll get a confirmation email within 30 seconds.
Cancellations work too. If you cancel or reschedule the calendar event, VoxeNova updates automatically — no extra steps needed.
Pick the Right Meeting Type
Choose the type that matches your meeting's goal. Each type shapes how the AI facilitates and what it produces.
| Type | Best For | What You Get |
|---|---|---|
| Product Discovery | Brainstorming, user research, feature scoping | Requirements list, entity diagram, decisions log |
| Sprint Inception | Sprint planning, story breakdown | Sprint backlog, dependency diagram, risk register |
| Architecture Review | Design reviews, infrastructure planning | Architecture diagram, trade-off analysis, tech debt log |
| Process Mapping | Workflow documentation, process improvement | Swim lane diagram, process steps, bottleneck analysis |
| Executive Assistant | Board meetings, steering committees | Executive brief, decisions log, follow-up actions |
For full details on each type, see the Meeting Types guide.
What to Expect During the Meeting
- The AI facilitator joins as a participant about 1 minute before the scheduled start
- It listens to the conversation, asks clarifying questions, and keeps discussion on track
- Live diagrams are generated and shared on screen as the meeting progresses
- No one needs to take notes — everything is captured automatically
After the Meeting
- Summary and action items appear in your dashboard within minutes of the meeting ending
- Diagrams are downloadable from the meeting detail page (Mermaid, draw.io, or PlantUML formats)
- If you've connected a chat platform (Slack, Teams, etc.), the summary is also posted to your channel
Next Steps
- Want Slack or Teams integration? Your IT team can set that up in minutes — see the Technical Integration guide
- Have project documents to share? Upload them from the dashboard under your project, or see the Knowledge Base guide for API options
- Questions about pricing? Check the Billing & Plans guide for plan details and usage tracking