Help Centre

Calendar invites and the Hearsay Quicklinks

Make sure you do these three things:

  1. Invite

  2. Include your #workspace at the top of your invite body

  3. Add in the Hearsay location make sure you remove the teams, google or other automatic meetings products.

Hearsay emails and junk 🙄

Another key bit of information is that sometimes our emails go into junk. Just look there and pop us into your contacts.

Frequently Asked Questions

Get the answers to your questions about how to use Hearsay and it’s features.

Account & Billing

Where will I find my subscription? How much am I paying?
For now, email Marlize at and she will get back to you.
What is in my account icon?
This is where all your account details are held.  Your profile description, your settings and most importantly, your invitations to other workspaces.
Do I pay for every conversation?

Not any more!  You pay per user, per month making it much easier to use Hearsay for all your important workplace meetings.  More information here

Can I pay annually?
Here is our new pricing model and there are discounts for paying annually. Email with your choice.
Do I get a free trial?

Every organisation gets to have a two week free trial. When your Admin opens your account, your two-week free trial starts so make sure they invite you to the Team.

Setting Up Your Account, Workspace Team and Project

How do I open a new project?
Click on the Projects drop down in the left navigation panel and then the New Projects tab. Give your project a name, some description and assign some team members.
What is the difference between my personal workspace and my company workspace
Your personal workspace is for your private meetings. Anything in your life admin that you want a record like a school meeting if you have kids, a meeting with your accountant or a family conference! Also if you forget your company workspace hashtag in your calender invite, you meetings will drop in here and you can move it before the call.
How do I add team members?

Just go to the navigation panel on the left, click on Team and add in emails in the right panel titled Invite Members.

How do I add team members to projects

Once your team members are in your workspace you can add them to any project. Go to Details (next to Agendas in grey), click on the downward arrow in the Assign Members panel and you will see a full team list to choose from. If there is no one there, go back and add your Workspace Team members first.

What are the different account roles?
There are two main account roles. Admin (blue) is the person who set up the account and Member is anyone who is part of the Workspace Team and has a paid account. When you invite people they will drop into the Invitations Panel with a black MEMBER role but until they accept they are not an active Member (green).
Why can’t I see any Hearsay emails in my inbox?
Sometimes our Hearsay emails go into your junk folder. Check that first and then add that email to your contacts so you will always see it.

Setting up Meetings and Calendar Invites

How to make sure my meetings are on the Hearsay platform?
The first thing to do is make sure you have included all your Quicklinks (in your black navigation panel) in your meeting invite.  Remember, you set up meetings in your preferred calendar, and as well as other invitees, invite Hearsay with the email.

Then if you want it in your company Workspace, add in that hashtag in the invite content section.  To make it super easy for Guests, add the generic meeting link too
Where do my meetings go once I have added them in my calendar?
Once you send the invite in your preferred email and you have included all the correct Quicklinks, the meeting will appear on your Hearsay account. It will either appear in your personal workspace or your work one. If it’s in the wrong place, just move it around.
Why can’t I see my meetings in Hearsay?
Here is a Checklist:

– have you included your email

– have you added your company Workspace hashtag

– if not, it will be your Personal Workspace, pop in there and move it

What happens if I want to add someone to the invite or make any other changes? Will it change in Hearsay?
Yes but you do need to add something into the Subject line like V2 or Resent, because most calendars only send new information to new invitees which means Hearsay won’t get alerted of the changes.

Having a Great Conversation

You either use the Hearsay meeting link in your Quicklinks and add that every time you send out a meeting invitation or once it is in Hearsay you will see a room link which you can pop back into the calendar invite.
How do I make sure my meetings invite has the Hearsay details?
All the information you need is in the black navigation panel on the left under Quicklinks.
What are the different meeting roles?

There are four meeting roles. Organiser, the person who has set it up in their diary. The Active Member, who is a member of Hearsay and can use all the features. The Observer, who is a member of Hearsay, can use all the features but can’t be seen in the meeting. And finally, the Guest who can’t use the features but can see Agenda. You can also turn on and off their ability to see notes and actions.

Do my meeting guests have to log into Hearsay
No they don’t but remind them to just follow the prompts and log in as a guest.
Can my meeting guests use the features?
Not unless they are Active Members of Hearsay. If you need them to and have space in your subscription model, just add them and they can see and use everything.
Do I have to record my meetings to get a transcription?
One of the wonderful new features about Hearsay is that you don’t need to record to get a transcription. You can still record if you want the film but no need to see your marked up AI transcription.
How do I activate a transcription?

The transcription starts when you start talking in your meeting. No need to push anything.

If you forgot your Hearsay invitation, don’t stress, just add it back in and resend the invite. As a default, all your meetings will drop into your Personal Workspace. Then you just need to move it to the right Workspace and then the right Project.
I can see the Agenda function, when should I add that content?
To ensure your meeting runs most efficiently, make sure you work up your agenda before the meeting starts. You can start a fresh one, or pick one from one you have used before.

During the conversation

What do I do during the conversation/meeting to ensure I am being most productive?
Make sure you are tagging with the three buttons (Good, Concern, Interesting) and those tags will appear on the AI transcription as key points. Don’t forget you can also make Notes and take down any Actions. Then you will know what to move to Highlights after the call to ensure the meeting is summarised correctly.
What do I do with the three buttons on the bottom of the meeting screen?
During your meeting you can mark up the good points, the interesting points as well as the points of concern. These will then appear on the AI transcription of the conversation that is dropped into your data folder to help you capture the important information in the moment.
Where will the notes appear?
You can also take extra notes in the meeting so instead of writing them in your notebook and loosing that later, you can capture them here. This feature is great for board meetings, team meetings, project updates and finance meetings. These will appear after the meeting closes in their own Notes tab.
How do the actions get to the other meeting participants?
Once the meeting is closed, it is good conversation practice to prepare and review your Highlights (summaries) and allocate your actions to the right meeting attendees. Don’t forget you will have gathered these during the meeting so it should only take a few minutes to tighten up. Once done, just click on the Share Conversation button and tick who you want to receive and send. The email goes out straight away. Sometimes our emails go to junk so check there to find.

After the conversation

What if I don’t start my meeting, what happens to it on the platform?
If you don’t open your Hearsay meeting, it gets moved to Completed after around 40 minutes.
If I had recorded, when would I see the recording of my meeting?
If you had chosen to record your meeting (you don’t have to get a transcript), then it will appear in the meeting complete folder after a few minutes.
When will I see my transcription?
As soon as the meeting finishes and the Organiser closes the meeting, the AI transcription appears in the meeting folder.
What will I see on my transcription?
On this transcription, you will see it divided by who spoke and the tags that you made during the meeting.
What are meeting highlights?
Highlights are the summary points of the meeting. The 5 – 7 big takeaways that everyone needs to know after the meeting finishes. These are a collection of what you pull over from the AI transcription (simply click on something interesting in the transcription and add to highlights) or they are pulled over in the same way from your notes. You can also freestyle new Highlights if there is something else to add.
How do I share my Highlights and Actions?
Instead of waiting until the end of the day and trying to make sense of your handwritten notes to summarize the meeting and make notes, with Hearsay you do this during the meeting. This means that around 10 minutes after the meeting is closed, you can send your reviewed Highlights and Actions using our Share button. Super easy.

Project Management

How do I build my Project Insights?
One of the best things about the new Hearsay is that you can build your Project Insights within the platform. If your meetings are part of a project, you will see all the meeting Highlights collated and from here you can create tags for each Highlight that are then grouped together as insights. This is a great way to create buckets of learnings for all the conversations you are undertaking if they sit within a project.
Is there an AI function to summarise my Insights?
We are planning to build in AI summaries of Project Insights but at the moment you can build your own quick summary of what those tags mean.

Data Privacy and Security

Where is my conversation data stored and is it safe?
Your data is encrypted and stored on the AWS servers in Sydney, Australia. Hearsay also complies with the Privacy Act 1988 (Cth) (the Act), the Australian Privacy Principles, and the General Data Protection Regulations (GDPR) for users in the European Economic Area (EEA).

Helpful Resources

Learn more about how to get the most out of Hearsay for your important meetings.

Register and get two workspaces
Setting up your team
Sync calender and Hearsay
Moving meetings between workspaces
Before your meeting
Setting Up Projects
Entering your meeting
After your meeting Organizing Highlights & Project Insights