Frequently Asked Questions

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. Pro users get access to Council Mode, which uses 11 AI models simultaneously for consensus-based meeting analysis.

• 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

AgendaPilot works across multiple platforms:

• Web App: Works in any modern browser (Chrome recommended for best speech recognition)
• PWA (Mobile): Install as a Progressive Web App on iOS and Android from your browser for an app-like experience
• Omi Wearable: Integration with Omi AI device for hands-free transcript capture

Yes! You can try AgendaPilot for free with up to 3 meetings and 60 total minutes. This lets you experience agenda tracking, real-time notifications, and basic meeting summaries before subscribing.

We offer two paid subscription plans:

• Basic ($2.99/month): Unlimited agenda tracking, real-time notifications, meeting summaries, meeting history, transcript import, and data export
• Pro ($5.00/month): Everything in Basic plus AI-powered coaching, Council Mode (11-model consensus analysis), smart transitions, probing questions, drift detection, CRAID logs, mind maps, agreements extraction, and HIPAA PII de-identification

Click "Manage Subscription" in the app to access the Stripe billing portal, or email us at koalat@koalat.ai. You'll keep access until the end of your current billing period.

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.

AgendaPilot uses your browser's built-in speech recognition (like Google's Web Speech API in Chrome). Your audio is processed entirely by your browser - AgendaPilot never receives or stores your audio recordings. We only receive the converted text for agenda matching.

Yes! You can import transcripts in several ways:

• Paste text: Copy a transcript from Omi, Otter, or any other tool and paste it directly into AgendaPilot
• Upload files: Upload transcript files in .txt, .pdf, .docx, .md, .rtf, or .csv format (up to 10 MB)
• Import as new meeting: Use the Import button in your meetings list to create a new meeting from a pasted or uploaded transcript
• Edit existing: You can edit or append to existing meeting transcripts at any time

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

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.

Pro tier includes:

• Council Mode: 11 AI models analyze your meeting simultaneously and produce a consensus summary
• 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 generated with Mermaid.js
• HIPAA PII De-identification: Automatic removal of sensitive information before AI processing

Council Mode is a unique feature that sends your de-identified meeting transcript to 11 different frontier AI models simultaneously (including GPT-5.4 Pro, Claude, Gemini, Grok, Llama, Gemma, and Sonar). Each model provides its own analysis, and the results are synthesized into a consensus summary. This multi-model approach reduces blind spots and provides more balanced insights than any single model alone.

When you use AI features, your meeting text is sent to AI providers via OpenRouter. We provide HIPAA-compliant PII de-identification tools that can remove sensitive information like names, emails, phone numbers, and SSNs before text is sent to AI providers.

AgendaPilot integrates with the Omi AI wearable device for hands-free meeting tracking. Once connected, your Omi device sends real-time transcript data to AgendaPilot via webhook, allowing you to track agenda items without needing a browser open. You can connect your Omi device in the Settings section of the app.

• Go to Settings in the AgendaPilot app
• Find the Omi AI Wearable section
• Enter your Omi User ID
• Your device will begin sending transcript data to AgendaPilot automatically

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.

Yes, meeting transcripts (whether captured via speech recognition, pasted, or uploaded from files) are stored as part of your meeting history for 90 days. After 90 days, meetings are automatically deleted. You can also delete any meeting manually at any time from the Meeting History section.

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.

AgendaPilot provides PII de-identification tools to support HIPAA compliance for healthcare users. These tools can identify and redact 18 HIPAA Safe Harbor identifier categories from text before it is sent to AI providers. However, covered entities are responsible for their overall HIPAA compliance. The core tracking feature doesn't store or transmit audio.

Go to the Account section in the app and click "Delete Account." We recommend exporting your data first, as account deletion is immediate and irreversible. Contact koalat@koalat.ai for any data-related requests.

Meeting history (including transcripts, summaries, action items, 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.

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.

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.

• 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

• Check your spam/junk folder
• Make sure you entered the correct email address
• Magic links expire after 15 minutes - request a new one if needed
• Contact koalat@koalat.ai if issues persist

• General support: koalat@koalat.ai
• Privacy/data requests: koalat@koalat.ai

We typically respond within 24-48 hours.