Frequently Asked Questions
Everything you need to know about AgendaPilot
🚀Getting Started
What is AgendaPilot?
AgendaPilot is a meeting productivity app that helps you stay on track during meetings. It uses speech recognition to detect when agenda items are discussed and provides real-time coaching to keep your conversations focused and productive.
How do I get started?
- Enter your email to receive a magic link
- Click the link to sign in (no password needed)
- Add your meeting agenda items
- Start tracking and let AgendaPilot guide your meeting
What platforms does AgendaPilot support?
AgendaPilot works across multiple platforms:
- Web App: Works in any modern browser (Chrome recommended for best speech recognition)
- Chrome Extension: Integrates directly with your browser
- iOS App: Native app for iPhone and iPad
- Omi Wearable: Integration with Omi AI device for hands-free operation
💰Pricing & Subscriptions
What are the subscription tiers?
We offer two subscription plans:
- Basic ($2.99/month): Agenda tracking, real-time notifications, meeting summaries, and meeting history
- Pro ($5.00/month): Everything in Basic plus AI-powered coaching, smart transitions, probing questions, drift detection, CRAID logs, mind maps, and agreements extraction
How do I cancel my subscription?
Click "Manage Subscription" in the app to access the billing portal, or email us at koalat@koalat.ai. You'll keep access until the end of your current billing period.
Do you offer refunds?
We don't provide prorated refunds for unused portions of a billing period. EU customers have a 14-day right of withdrawal from the date of purchase, unless you've already started using the service. For any billing issues, contact koalat@koalat.ai.
🎙️Speech Recognition & Tracking
How does speech recognition work?
AgendaPilot uses your browser's or device's built-in speech recognition (like Google's Web Speech API in Chrome). Your audio is processed locally by your browser - AgendaPilot never receives or stores your audio recordings. We only receive the converted text for agenda matching.
Why isn't speech recognition working for me?
Common solutions:
- Use Chrome browser for best compatibility
- Make sure you've granted microphone permissions
- Check that your microphone is working in other apps
- Ensure you have a stable internet connection
- Try refreshing the page
How accurate is the agenda tracking?
Agenda tracking uses keyword matching enhanced by AI understanding. It works best when your agenda items contain specific keywords that are likely to be spoken during discussion. Pro tier includes more advanced semantic matching for better accuracy.
🤖AI Features (Pro)
What AI features are included in Pro?
Pro tier includes:
- Smart Transitions: AI suggestions for smoothly moving between topics
- Probing Questions: Deeper follow-up questions to explore topics thoroughly
- Drift Detection: Alerts when conversation goes off-topic with AI-generated redirects
- Agreements Extraction: Automatic identification of commitments and action items
- CRAID Logs: Structured extraction of Changes, Risks, Actions, Issues, and Decisions
- Mind Maps: Visual diagrams of conversation topics
How is my data used for AI features?
When you use AI features, your meeting text is sent to AI providers via OpenRouter with Zero Data Retention (ZDR) enabled. Before sending, we automatically remove personally identifiable information (PII) like names, emails, and phone numbers. AI providers do not store or train on your data.
🔒Privacy & Security
Is my audio recorded?
No. AgendaPilot never receives, stores, or saves your audio. Speech recognition is handled entirely by your browser or device. We only receive the converted text for real-time processing.
Are my meeting transcripts stored?
Yes, full meeting transcripts are stored as part of your meeting history for 90 days, allowing you to review past meetings. You can delete any meeting at any time from the Meeting History section. Transcripts are automatically deleted after 90 days.
Do I need consent from meeting participants?
Yes. You are legally responsible for obtaining consent from all meeting participants before using speech recognition features. Many jurisdictions (including California, Illinois, and EU countries) require all-party consent. Always inform participants and stop if anyone objects.
Is AgendaPilot HIPAA compliant?
AgendaPilot provides tools to support HIPAA compliance for healthcare users. When using AI features, PII is automatically de-identified before processing. However, covered entities are responsible for their overall HIPAA compliance. The core tracking feature doesn't store or transmit audio.
How do I delete my account and data?
Go to the Account section in the app and click "Delete Account." You can also export your data before deletion. After account deletion, all data is removed within 30 days. Contact koalat@koalat.ai for any data-related requests.
📋Meeting History
How long are meetings stored?
Meeting history (including transcripts, summaries, and agenda tracking data) is stored for 90 days and then automatically deleted. You can manually delete meetings at any time or export them for your records.
Can I star/favorite important meetings?
Yes! Click the star icon on any meeting to mark it as a favorite. Use the "Starred" filter tab to quickly find your important meetings. Starred meetings are still subject to the 90-day retention policy.
Can I export meeting data?
Yes, you can copy meeting transcripts and summaries using the "Copy Transcript" and "Copy Summary" buttons. The summary export includes CRAID tables for Pro users. For full data export, use the "Export Data" feature in Account settings.
❓Troubleshooting
The app isn't detecting my agenda items
- Use specific keywords in your agenda items that are likely to be spoken
- Check that speech recognition is working (you should see the transcript updating)
- Speak clearly and at a normal pace
- Pro tier has better semantic matching for more flexible detection
I'm not receiving magic link emails
- Check your spam/junk folder
- Make sure you entered the correct email address
- Add koalat@koalat.ai to your contacts
- Magic links expire after 24 hours - request a new one if needed
- Contact koalat@koalat.ai if issues persist
How do I contact support?
- General support: koalat@koalat.ai
- Privacy/data requests: koalat@koalat.ai
We typically respond within 24-48 hours.
Still have questions? Contact us at
koalat@koalat.ai and we'll be happy to help.