Troubleshooting

Frequently Asked Questions

Does the Agent Send Emails on My Behalf?

No. Meeting Assistant writes follow-up drafts to Gmail Drafts. Nothing leaves your account until you open Gmail and click Send. The Approve button in the Slack card confirms you reviewed the drafts; it does not send them.

Can I Get a Brief for a Meeting That Has Already Started?

Yes. Ask in Slack at any time and the agent produces one immediately from whatever calendar and HubSpot context is available. The brief flags up top if context is thin.

Why Does My Brief Show No Background on an Attendee?

The brief only includes what is in HubSpot for that person. If an external attendee is not in HubSpot, or the contact record has no recent activity, the brief says so. To add context, update HubSpot before the meeting and request a fresh brief.

Will the Agent Generate a Brief for a Recurring Meeting Each Week?

Yes. Briefings run for every calendar event at the configured lead times. Each occurrence of a recurring meeting gets a fresh brief drawing on any HubSpot updates since the last one.

Why Did My Post-Meeting Report Miss an Action Item I Heard on the Call?

The agent only includes action items the transcript clearly supports. If something was discussed informally, or if the transcript dropped audio during a key moment, that item will not appear. You can add the task in your project tool yourself, or ask the agent to add it and it will.

Can I Ask the Agent to Redraft a Follow-Up Email?

Yes. Click Redraft on the approval card and add a short note about what to change: a softer tone for an LP, a sharper ask for a wholesaler, a specific number to include. The agent rewrites with the same meeting context.

Does the Agent Create Tasks Automatically?

No. Action items appear as proposed checkboxes. The task is created in your project tool only when you tick a box. Nothing is created or deleted without your action.

Does the Agent Read or Send to LPs and Advisors on Its Own?

No outbound communication leaves the firm without you. The agent reads your calendar, HubSpot, transcripts from Fireflies, and your own email threads for context. It writes briefings, reports, and drafts. The send action stays with the person who owns the relationship.

Common Issues

The Post-Meeting Report Has Not Arrived

What to check:

1. Confirm Fireflies was on the call. If the meeting was not recorded, there is no transcript to process.
2. Wait up to four hours after the meeting ended. Transcription can take time to deliver.
3. After four hours, look in the meeting channel for a notice from the agent. It posts a short message when no transcript is available rather than waiting indefinitely.
4. If the notice mentions an integration error, check that Fireflies is connected in the Alpheous app.

The Brief Has No HubSpot Context

What to check:

1. Confirm the external attendees exist in HubSpot under the same email addresses that appear on the calendar invite. The agent matches on email.
2. Check that the HubSpot integration is active. If the connection has lapsed, the brief still generates but without any HubSpot data.
3. If an attendee is in HubSpot under a different email, add the calendar email as a secondary email on the contact record, then ask for a fresh brief.

An Action Item Checkbox Is Greyed Out

What to check:

1. A greyed-out checkbox means task creation for that item hit an error. The agent will have posted a short note in the meeting channel with the reason.
2. Check that your project tool integration is active and that your account has permission to create tasks in the destination project.
3. If the integration looks healthy, tick the box again. If it fails again, contact support@alpheous.com with the meeting name and the action item text.

A Follow-Up Draft Was Flagged and Did Not Surface

What to check:

1. Brand Guard reviewed the draft and found an issue: voice, compliance phrasing, or off-tone language. The agent does not surface a flagged draft on the approval card.
2. The agent posts the reason in the meeting channel with a Redraft button. Click Redraft to produce a new version.
3. If the same issue recurs, the flagged content may conflict with your brand or compliance guidelines. Contact support@alpheous.com if you think the review was incorrect.

The Agent Cannot Find a Meeting I Mentioned

What to check:

1. The agent matches on calendar event titles and times. If you used a nickname (for example, "the LP call" when the invite says something different), try the exact title from your calendar.
2. Confirm your calendar integration is connected. If it lapsed, upcoming events are not visible to the agent.
3. For past meetings, the agent retrieves transcripts from Fireflies. If the meeting predates the integration connection, no transcript is available.

An External Attendee Is Showing as "(?)"

What to check:

1. The agent could not match the email to a HubSpot contact, or found multiple partial matches.
2. Reply in thread on the report card with the correct HubSpot contact, or confirm this is a new contact and ask the agent to create one.
3. Once confirmed, the agent updates the report and writes the note to the correct HubSpot record.