🎥 Ottometric Meet Recorder — User Guide

📋 What It Does

The Ottometric Meet Recorder helps sales teams capture, analyze, and log customer conversations:

• Records video + audio of Google Meet sessions
• Captures live transcripts with speaker names and timestamps
• AI Sales Assistant provides real-time coaching during calls
• Automatically logs meeting summaries, action items, and outcomes to Odoo CRM
• Semantic search across past meeting history for context

🚀 First-Time Setup

Step 1: Install the Extension

1. Click the installation link shared by your team lead: Install Ottometric Meet Recorder
   • The link is unlisted (not publicly searchable), so you must use the direct link
2. Click Add to Chrome
3. Click Add extension when Chrome asks to confirm
4. The Ottometric icon should appear in your Chrome toolbar (may need to click the puzzle icon to pin it)

Force Extension Update (Instant Update)

Chrome automatically updates extensions every ~5 hours, but you can force an immediate update:

1. Go to chrome://extensions in your browser
2. Enable Developer mode (toggle at top right)
3. Click the "Update" button at the top of the page
4. Chrome will update all extensions to their latest versions instantly
5. You can turn off Developer mode after updating

📹 How to Use It

Starting a Recording

1. Join a Google Meet call
2. Click the Ottometric extension icon in Chrome toolbar
3. The popup shows:
   • Meeting title (auto-detected)
   • Calendar event (if matched)
   • Attendees and linked companies/deals (for external meetings)
4. Select the deal(s) you're discussing (or search for company if internal meeting)
5. Choose meeting type: Discovery, Demo, Negotiation, Internal Prep, etc.
6. (Optional) Add prep notes for context
7. Click "Start Recording"
8. Chrome asks you to select a tab → choose the Meet tab and check "Share audio"
9. A small recording indicator appears at the bottom of the Meet window

During the Meeting

Recording indicator: A red pulsing dot with "Recording — Ottometric" appears at the bottom center of Meet.

Captions: The extension automatically turns captions ON (if available). You cannot turn them off during recording — they're blocked to ensure transcript capture.

AI Sales Assistant (optional):

1. Click the Ottometric icon again → "Open Sales Assistant"
2. Chrome opens the side panel (right side of browser)
3. Ask questions like:
   • "What should I ask next?"
   • "What are their main pain points?"
   • "Summarize the call so far"
4. The AI analyzes the live transcript + past meeting history and streams answers in real-time

Stopping the Recording

1. Click the Ottometric icon in Chrome toolbar
2. Click "Stop Recording"
3. The extension finalizes the recording and transcript
4. Video and transcript are automatically saved to your Downloads folder:
   • ottometric-meet-recording-<timestamp>.webm
   • ottometric-transcript-<timestamp>.json
5. The post-meeting editor opens automatically

Reviewing and Logging to CRM

After stopping, the post-meeting editor shows:

• Video player with playback controls
• Full transcript with timestamps and speaker names
• Edit controls to fix speaker names or text

To save to Odoo:

1. Review the transcript (edit if needed)
2. Click "Generate Summary & Log to Odoo"
3. The extension sends the transcript to AWS Bedrock Claude, which generates:
   • Meeting summary
   • Topics discussed
   • Action items with owners and due dates
   • Outcome and sentiment (for external meetings)
4. Everything is logged to Odoo as a touchpoint linked to the selected deal(s):
   • Transcript (full text with timestamps)
   • AI-generated summary
   • Action items (assigned to owners)
5. Internal attendees get an email notification

Optional: Click "Save to Drive" to upload the video recording to your personal Google Drive.

🔄 Chrome Crashed or Closed Before Stopping Recording

What happened:

• If Chrome crashed or you closed it before clicking "Stop Recording", the extension auto-saves what was recorded
• Recording chunks are stored in IndexedDB every 10 seconds
• Your recording and transcript are safe

To access your recording:

1. Reopen Chrome
2. Click the Ottometric extension icon
3. Click "Skip Meeting" (or navigate away from any meeting detection)
4. Click "Open Last Recording" in the extension popup
5. The post-meeting editor opens with:
   • Your saved video recording
   • Captured transcript (up to the point before crash)
6. From here you can:
   • Review the recording
   • Log to Odoo (if not already logged)
   • Find the video file in your Downloads folder

Note: The recording saved to your system may be partial (up to the last auto-save before crash).

⚠️ Troubleshooting

"No transcript captured" (video recorded but transcript is empty)

Cause: Captions were not enabled or not working.

Fix:

1. Before your next call, manually turn on captions (CC button in Meet)
2. Verify captions appear on-screen during the call
3. Check these common issues:
   • Language not supported: Meet captions only work in certain languages (English, Spanish, etc.)
   • Host disabled captions: Some enterprise Google Workspace admins disable captions
   • Poor audio quality: Meet won't generate captions if audio is too quiet or garbled
   • Google Meet UI changed: Google sometimes updates Meet's interface, breaking our caption scraper (report to team lead)
4. Restart Chrome completely (close all windows and reopen)

"Silent video" (no audio in recording)

Cause: You didn't check "Share audio" when selecting the tab.

Fix:

1. Stop the current recording
2. Start a new recording
3. When Chrome asks "Choose what to share", check the "Share audio" box before clicking Share

"Recording indicator not showing" or "Captions won't turn on"

Cause: Content script didn't load properly.

Fix:

1. Refresh the Google Meet tab (F5 or Cmd+R)
2. Wait 5 seconds for the page to fully load
3. Click the Ottometric icon and try starting the recording again

Need to report an error?

To see error details:

1. Right-click the Ottometric icon → Inspect
2. Go to the Console tab
3. Look for red error messages
4. Screenshot and send to your team lead

🔒 Privacy & Compliance

• Recording is opt-in: The extension only records when you click "Start Recording"
• Visible indicator: A red dot shows participants the meeting is being recorded
• Always inform participants that the call is being recorded (legal requirement in many regions)
• Captions are scraped from Meet: No external microphone access; we read the same captions you see on-screen
• Data stays within Ottometric: Videos, transcripts, and summaries are stored in your local browser, your Downloads folder, and Ottometric's Google Drive/Odoo/AWS infrastructure
• No third-party data sharing: AI processing happens via Ottometric's AWS Bedrock account (not public AI services)

📂 Where Files Are Saved

🛠️ Technical Requirements

• Chrome 116+ (Windows, Mac, or Linux)
• Google Workspace account (@ottometric.com for Drive/Calendar access)
• Stable internet (at least 5 Mbps upload for recording)
• Disk space: ~200 MB per 1-hour meeting (video) + 1-2 MB (transcript)

🏗️ How It Works (High-Level)

During Recording

1. Pre-meeting setup: Extension fetches your calendar, matches the meeting, resolves attendees → companies → deals from Odoo
2. Video capture: Chrome's MediaRecorder API captures the Meet tab (video + audio), stores chunks in IndexedDB
3. Transcript capture: A content script watches Google Meet's caption DOM (div[role="region"][aria-label="Captions"]) and extracts text + speaker names in real-time
4. Mini-summaries: Every 100 transcript segments, AWS Bedrock Claude generates a rolling summary (used by AI Sales Assistant)

After Recording

1. Finalization: Video chunks are merged into a single .webm file, transcript segments are compiled with timestamps
2. Summary generation: Full transcript → AWS Bedrock Claude → structured JSON (summary, topics, action items, outcome, sentiment)
3. CRM logging: Summary is posted to Odoo via /api/odoo/meetings/log endpoint, creating:
   • Touchpoint record (linked to deal)
   • Action items (assigned to owners with due dates)
   • Email notification to internal attendees
4. Semantic indexing (background): Mini-summary chunks are embedded via AWS Titan Embeddings v2 → stored in Qdrant vector DB for future retrieval

AI Sales Assistant (Side Panel)

1. Context loading: Opens with meeting context (deals, attendees, rolling summary)
2. Semantic prefetch: Qdrant search retrieves top 8 relevant chunks from past meetings
3. Per-query search: Each question triggers a fresh Qdrant search, updating the history cache
4. Prompt assembly: System prompt includes:
   • Meeting identity (type, title, attendees, deals)
   • Live context (rolling summaries from current call)
   • Relevant past context (Qdrant results)
   • Chat history (last 10 turns)
5. Streaming response: AWS Bedrock Claude streams markdown-formatted answers to the side panel

📊 Cost

Total: ~$0.06–0.11 per meeting