Ledo Meeting Assistant

Automatically capture meeting notes from Google Meet without any manual work. Ledo scans your inbox for Gemini notes and processes them automatically - creating tasks from action items and linking notes to calendar events.

Overview

Ledo Meeting Assistant integrates with Google Meet's Gemini note-taking feature. There are two ways Ledo can capture your meeting notes:

Option 1: Automatic Gmail Scanning (Recommended) Connect your Google account with inbox access and Ledo automatically finds and processes Gemini meeting notes from your Gmail. No need to invite anyone - just have your meetings and notes appear automatically.

Option 2: Ledo Email Invitation Invite your company's Ledo email address to meetings. When Gemini sends notes to attendees, Ledo receives them and processes automatically.

Key Benefits:

• Zero manual effort - notes appear automatically
• Action items converted to tasks
• Notes linked to leads and calendar events
• Full meeting context for AI features
• Works with any Google Meet meeting
• Internal meetings handled automatically (no duplicate tasks)

How It Works

With Gmail Scanning (Recommended)

1. Enable - Go to Profile > Google Calendar and click "Enable Inbox Scan"
2. Approve - Grant LeadMachine permission to read your Gmail (read-only)
3. Meet - Hold your meetings with Gemini note-taking enabled
4. Automatic - Ledo scans your inbox every 15 minutes for new Gemini notes
5. Process - Notes are matched to calendar events and tasks are created

With Ledo Email Invitation

1. Setup - Admin configures a custom Ledo email alias (one-time)
2. Invite - Add Ledo's email when creating Google Calendar meetings
3. Meet - Hold your meeting with Gemini note-taking enabled
4. Capture - Gemini sends notes to all attendees, including Ledo
5. Process - LeadMachine parses the notes and attaches them to the event
6. Action - Action items are automatically converted to tasks

Setting Up Ledo Meeting Assistant

Option A: Enable Gmail Scanning (Recommended)

This is the easiest setup - Ledo automatically scans your inbox for Gemini notes.

1. Go to Profile page
2. Find the Google Calendar section
3. Click Enable Inbox Scan
4. Approve the Gmail permission when prompted by Google
5. Done - Ledo will now automatically find your meeting notes

Note: You only need to do this once. If you connected Google Calendar before February 2026, you'll need to click "Enable Inbox Scan" to grant the additional Gmail permission.

For Internal Meetings: When multiple team members have Gmail scanning enabled and attend the same meeting, Ledo is smart about it:

• The first person's scan creates the notes and tasks
• Other team members get notified but no duplicate tasks are created
• Everyone can view the notes on the calendar event

Option B: Use Ledo Email Invitation

If you prefer not to grant Gmail access, you can invite Ledo to meetings directly.

Step 1: Configure Your Ledo Email (Admin Only)

1. Go to Company page
2. Click the Customize tab
3. Find the Ledo Meeting Assistant section
4. Enter your custom alias (e.g., "acme", "sales-team", "mycompany")
5. Toggle Enable Ledo Meeting Assistant on
6. Click Save Settings

Your Ledo email will be: ledo-{your-alias}@inbound.leadmachine.fyi

Alias Rules:

• 3-50 characters
• Letters, numbers, and hyphens only
• Cannot start or end with a hyphen
• Must be unique across all companies

Step 2: Add Ledo to Your Meetings

When creating a Google Calendar meeting:

1. Create a new event in Google Calendar
2. Add Google Meet video conferencing
3. In the Guests section, add your Ledo email as an attendee
4. Save the event

Ledo will receive the calendar invitation like any other attendee.

Enable Gemini Note-Taking

During your Google Meet:

1. Join the meeting
2. Click the Activities icon (shapes icon)
3. Select Take notes for me
4. Gemini will record and summarize the meeting

After the meeting ends, Gemini automatically sends the notes to all attendees.

What Gets Captured

When Ledo receives meeting notes, the following is automatically extracted and stored:

Summary

• AI-generated overview of the meeting
• Key topics discussed
• Main conclusions

Action Items

• Tasks identified during the meeting
• Assignee names (when mentioned)
• Due dates (when specified)
• Automatically converted to LeadMachine tasks

Key Decisions

• Important decisions made
• Agreements reached
• Next steps determined

Participants

• List of meeting attendees
• Helps match notes to calendar events

Talking Points

• Main discussion topics
• Questions raised
• Topics for follow-up

Viewing Meeting Notes

On Calendar Events

1. Go to the Calendar page
2. Find the meeting in your event list
3. If notes are available, you'll see an AI Notes button
4. Click to expand and view the full notes

Notes Include:

• Meeting summary
• Action items with assignees
• Key decisions
• Full transcript (when available)
• Link to associated lead (if matched)

Automatic Task Creation

Action items extracted from meeting notes are automatically converted to tasks:

How It Works:

1. Gemini identifies action items during the meeting
2. When notes arrive, LeadMachine parses the action items
3. Each item becomes a task in your task list
4. Tasks are assigned based on mentioned names (when possible)
5. Due dates are set based on mentioned timeframes

Task Details Include:

• Action item text as the task title
• Reference to the source meeting
• Link to associated lead
• Assigned team member (if name was matched)

Matching Notes to Events

LeadMachine automatically matches incoming notes to calendar events using:

1. Ledo in Attendees - Most reliable; finds events where Ledo is invited
2. Meeting Title - Matches the title in notes to event titles
3. Participant Emails - Matches other attendees from the email
4. Recent Events - Considers events from the past 14 days

Notes are matched to the most recent qualifying event that doesn't already have notes.

Best Practices

For Best Results

Always Invite Ledo:

• Add Ledo to recurring meetings too
• Include Ledo early when scheduling
• Ledo doesn't need to "accept" - just needs to be invited

Enable Gemini Notes:

• Turn on note-taking at the start of meetings
• Notes are more complete when started early
• Gemini captures better context with full meeting audio

Use Clear Meeting Titles:

• Descriptive titles help with matching
• "Q4 Sales Review with Acme Corp" is better than "Team Call"
• Include client/project names when relevant

For Action Items

Speak Clearly:

• State action items explicitly: "John will send the proposal by Friday"
• Mention assignees by name
• Include deadlines when possible

Review Generated Tasks:

• Check tasks after meetings
• Adjust assignees if needed
• Update due dates for accuracy

Troubleshooting

Notes Not Appearing

Check These First:

1. Is Ledo Meeting Assistant enabled? (Company > Customize)
2. Was Ledo invited to the meeting as an attendee?
3. Was Gemini note-taking turned on during the meeting?
4. Has the meeting ended? Notes are sent after the call.

Timing:

• Notes typically arrive within 5-10 minutes of meeting end
• Processing takes an additional 1-2 minutes
• Check back after 15 minutes if notes haven't appeared

Notes Matched to Wrong Event

If notes are attached to the wrong calendar event:

• This can happen with similar meeting titles
• Future improvement: manual reassignment (coming soon)
• For now, copy relevant notes to the correct event

Missing Action Items

If action items weren't captured:

• Gemini may not have recognized them as tasks
• Try being more explicit: "Action item: John to..."
• Some action items may need manual task creation

Ledo Email Not Working

If your Ledo email isn't receiving notes:

1. Verify the alias is saved correctly
2. Check that Ledo Meeting Assistant is enabled
3. Ensure the email format is correct: ledo-{alias}@leadmachine.fyi
4. Contact support if issues persist

Privacy & Security

What Ledo Receives:

• Meeting notes summary (not raw audio/video)
• Attendee list from the email
• Action items and key points

What Ledo Does NOT Receive:

• Meeting recordings
• Screen shares or presentations
• Private chat messages

Data Handling:

• Notes are stored securely in your LeadMachine account
• Only your team can access your meeting notes
• Notes are associated with your company only

Requirements

To Use Ledo Meeting Assistant:

• Google Workspace or Google account with Calendar
• Google Meet for video calls
• Gemini note-taking feature enabled (available in most Google Workspace plans)
• LeadMachine calendar integration connected

For Gmail Scanning (Recommended):

• Grant LeadMachine read-only Gmail access (Profile > Google Calendar > Enable Inbox Scan)
• Gemini notes are scanned every 15 minutes automatically

For Ledo Email Invitation:

• Admin must configure a Ledo email alias (Company > Customize)
• Invite Ledo to each meeting as an attendee

Supported Meetings:

• Google Meet meetings created from Google Calendar
• Meetings where Gemini note-taking is available

FAQ

Q: What's the difference between Gmail Scanning and Ledo Email? A: Gmail Scanning automatically finds Gemini notes in your inbox - no need to invite anyone. Ledo Email requires adding ledo-{alias}@inbound.leadmachine.fyi as a meeting attendee. Gmail Scanning is recommended as it's simpler and works automatically.

Q: What does "Enable Inbox Scan" actually access? A: LeadMachine only searches for emails from [email protected] (Gemini meeting notes). We don't read, store, or access any other emails. The permission is read-only.

Q: Does Ledo need to "accept" the meeting invitation? A: No. If using the Ledo Email method, Ledo just needs to be in the attendee list. The invitation is processed automatically.

Q: Can I use Ledo for Zoom or Teams meetings? A: Currently, Ledo Meeting Assistant only works with Google Meet + Gemini notes. Other platforms may be supported in the future.

Q: What if multiple team members attend the same meeting? A: With Gmail Scanning, the first person's scan creates the notes and tasks. Other team members get notified but no duplicate tasks are created. Everyone can view the notes.

Q: What if I forget to invite Ledo? A: If you use Gmail Scanning, you don't need to invite anyone - notes are captured automatically from your inbox. If using Ledo Email only, you can forward the Gemini notes email to your Ledo address.

Q: How often does Gmail Scanning check for new notes? A: Every 15 minutes. Notes typically appear within 20 minutes of your meeting ending.

Q: Can I disable task creation from action items? A: Not currently. All action items are converted to tasks. You can delete unwanted tasks manually.

Q: Is there a limit to how many meetings I can use this for? A: No limit on the LeadMachine side. Usage depends on your Google Workspace plan's Gemini features.

Q: Do I need to enable Gmail Scanning if I already use Ledo Email invitations? A: No, but we recommend it. Gmail Scanning is more reliable since it doesn't require remembering to invite Ledo to each meeting.

Getting Help

Need assistance with Ledo Meeting Assistant?

• Check this documentation first
• Contact support via the in-app support ticket system
• Email [email protected] for technical issues