Outreach Kaia Overview for Outreach End Users

Objective

Learn about the features and functionality of Outreach Kaia for Meetings and Voice. 

Applies To 

• Outreach Users

Before You Begin

Requirements

• Outreach Kaia must be enabled for Users. 
• To use Kaia for calendar meetings, Outreach must be synced with an Outreach-approved provider calendar (i.e., Google, Outlook, Exchange, or O365).
• Users must be logged into their conference provider (Zoom or Teams) for Outreach Kaia to join those meetings.
• Users must install and be logged into the Outreach Everywhere Chrome Extension to access the meeting information from a synced, third-party calendar. This also ensures the user gets a Join meeting with Kaia button when viewing eligible calendar events in the google calendar.
• Users must enable/allow pop-ups in their Chrome browser for Outreach.

Considerations

• We strongly recommend you first uninstall any other conversation intelligence (CI) tools integrated with your meetings platform—particularly those that require an AI bot participant in meetings. This ensures avoiding any potential technical conflicts with Kaia and having to manage duplicate recordings.
• Outreach Kaia cannot join meetings that have manual passcodes enabled for Zoom unless said passcode is embedded in the URL.
• If there's a prospect on the meeting invite, Kaia can auto-join the meeting (however, there's no hard requirement to have a prospect on the meeting to use Kaia). 
• The Kaia icon cannot be removed using user profile governance settings. The icon will remain visible even if the user can use Kaia or not. This is to allow everyone to have access to the Kaia Recordings page.

Introduction to Outreach Kaia

Kaia in Outreach Voice Calls

Kaia for voice calls is available exclusively for the Outreach Voice platform.

Once Kaia setup for a user is complete, all calls that are recorded in Outreach Voice will have Kaia. Kaia respects your Outreach Voice recording settings. 

• If meetings are configured to auto-record, Kaia will automatically join.
• If meetings are configured to ask for consent, Kaia will automatically join once you consent and begin the recording.

Learn more about Kaia for Outreach Voice here.

Schedule and Join Outreach Kaia Meetings 

Once a User has ensured Kaia is set up properly, all meetings scheduled from either the Outreach Calendar or a synced calendar, are automatically enabled for use with Outreach Kaia, provided the scheduled meetings include the following:

• The meeting is scheduled with a Prospect created in the Outreach Platform.
• The calendar invite includes a meeting link in the location or description.
  • Outreach only supports one platform per Org.
  • If your org is a Zoom-connected Kaia org, this meeting link needs to be a Zoom link.
  • If your org is a Teams-connected Kaia org, this meeting link needs to be a Microsoft Teams link.
• The meeting has synced with the Outreach Platform if the meeting is created in a third-party calendar.

If the auto-join feature is enabled, Kaia will automatically join prospect meetings.

Users can also join scheduled Kaia meetings by accessing the meeting's calendar placeholder (either in Outreach, or the third-party calendar) and clicking Join meeting with Kaia. This will launch your conference provider client and also open the Outreach Kaia Live Experience for your meeting. 

Alternatively, Users can start the Kaia Live Experience after joining a prospect meeting:

• Start your meeting with the same URL link provided in the meeting invitation.
• Outreach Kaia Assistant automatically joins the meeting approximately one minute before the scheduled start time.
• If a waiting room is enabled, Users will have to admit the Kaia Assistant from the waiting room.

Starting the Kaia Live Experience in Meetings

After you have entered a prospect meeting and Outreach Kaia Assistant has joined the meeting, you can start the Kaia Live Experience with one of the following methods:

Outreach Kaia Live Experience Auto Start 

Kaia Live Experience automatically opens for you when the Outreach Kaia Assistant joins as a participant in your Zoom meetings with Prospects. 

Outreach Kaia Start Link in Zoom Private Chat

Outreach provides a live Kaia experience start link in the Zoom private chat for your Kaia-enabled meetings. 

Click the link to start the Outreach Kaia Live Experience.

Outreach Kaia Start Link in Outreach Calendar 

Users can start the Outreach Kaia experience from the Outreach calendar meeting invite. Access the calendar placeholder and click the Join meeting button to start the Live Experience.

Kaia can be set to automatically join meetings via scheduling in the following platforms' calendar function:

• Outreach
• Google
• MS Teams
• Outlook

The option to manually join a meeting with Kaia via the Join meeting with Kaia button is only available directly in the following platforms' calendar function:

• Outreach
• Google

Language support in Outreach Kaia

While meetings with Kaia can be conducted and the video/audio recorded in any language, the ability to live transcribe specifically supports the list of available languages shown in our guide to enabling and using multi-lingual transcription. You are also able to re-transcribe (important: not translate) a meeting recording using available languages in the event it was originally captured incorrectly.

Currently, other features of Kaia (e.g., Content Cards, Smart Meeting Assist, Custom Topics, etc.) are only supported in English.

Using Outreach Kaia During a Meeting

Starting Outreach Kaia produces a panel where Users can see the meeting details such as title and participants, as well as access: 

• Action Items
• Notes
• Content Cards
• Real-Time Transcription

Action Items

Outreach Kaia automatically captures action items as they are spoken aloud during the call, syncing each action item to the meeting transcript in real time. Action items are automatically highlighted in the context of the live conversation, within the associated meeting transcript, and in the email summary, allowing you to quickly identify and review each action item.

Notes and Bookmarks 

Outreach Kaia captures key moments in the meeting by bookmarking or taking quick notes that are synced to the sales transcript for improved context. 

Content Cards 

Outreach Kaia detects key moments in the conversation and automatically surfaces Content Cards to help address questions and concerns, or provide additional information to improve the success of a conversation with a Prospect. 

There are 4 types of Content Cards: 

• Competitor 
• Product
• Integration
• Pricing

For more information on creating content cards, refer to How To Create Kaia Content Cards. 

An important note on meeting chats

Kaia does not capture text chats entered in the meeting platform during a meeting -- only spoken conversation.

Additional Information

Outreach Kaia Meetings FAQ

Kaia Live Meeting Assistant in Outreach Voice FAQ

Outreach Kaia Best Practices

Outreach University - How to Use Kaia (for Outreach Users) 

Outreach & HIPAA Compliance