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Welcome to Xembly!

I’m Xena, your chief of staff. I can directly support you in many ways, such as scheduling external meetings, setting and managing your to-do’s, and blocking time. Email me in your natural language if I can be helpful.

You can also ask me to generate notes and track action items for your meetings. To activate Summary, click the meeting or series in your calendar for which you want notes and swipe the toggle ON within the extension.

If you have questions, feel free to reach the team at success@xembly.com

Scheduling

Scheduling a Meeting Internally

Scheduling a Meeting Internally

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Send Xena a Slack DM with your request just the way you would with a colleague.

Scheduling a Meeting Internally

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Include as many colleagues as you’d like by adding @slack_alias

Scheduling a Meeting Externally

Scheduling a Meeting Externally

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CC Xena in any email and ask to schedule a meeting using your natural language

Scheduling a Meeting Externally

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Include as many attendees as you’d like by adding their names and copying them on the email

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"Xembly is really f***ing good. It's shocking how well it works with the same kind of plain text people use to schedule. I have yet to correct it."

Adam Jacob, CEO @ System Initiative

More about scheduling

If I don't specify duration, what will Xena do?

Default meeting duration is 30 minutes, but any length of time can be specified in the request to Xena.

How does Xena find openings?

Default meeting day and time are the nearest available opening for all attendees but specific dates and times can be specified in the request.

What if there's no time available?

If there is no time available for all users, Xena will offer the best options to accommodate the majority of attendees.

How do I use my Xembly Scheduling Link?

Find your Xembly Scheduling Link inside the settings section of your Xembly Extension. You can customize your link URL from the menu and share it freely with your desired meeting attendees.

Tasks

Creating Block Time and Reminders

Creating Block Time and Reminders

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Send Xena a Slack DM in your natural language

Creating Block Time and Reminders

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Xena will schedule 15 minutes for Reminders and 60 minutes for Block Time (unless you say otherwise) to complete the task

Creating Block Time and Reminders

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Delete the event after you complete the task. If you don't delete the event, Xena will carry it forward to an open time on your schedule

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"We’ve offered Xembly as a perk for all employees, because offering support for everyday tasks frees everyone to operate more productively and intentionally – and the team couldn’t be happier."

Amy Hutchins, CPO @ Unearth

More about tasks

How much time is scheduled for Reminders and Block Time?

Xena will schedule 15 minutes for Reminders and 60 minutes for Block Time (unless you say otherwise) to complete the task

When are Reminders and Block Time scheduled?

Reminders and Block Time are scheduled the next available day and time, unless stated otherwise in the request.

At the end of the day, Xena will reschedule and prioritize any Reminders or Block Time that have not been completed.

How do I complete Tasks?

You can mark a Task complete by deleting the Task event from your calendar or marking it complete on the Task section of your Xembly Chrome Extension. If you don’t complete the Task, Xena will carry it forward to an open time on your schedule.

How do I manage Tasks in the Xembly Extension?

From the Task section (i.e. clipboard icon) of the Extension, you can create, edit, and mark complete Tasks. Search for any Task or view Tasks by Open, Completed, and All. You will see Task changes reflected in your calendar alongside the Extension.

Summary

Capture meeting notes and action items

Capture meeting notes and action items

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To activate Summary for a meeting you organize, click the meeting in your calendar and swipe the toggle ON

Capture meeting notes and action items

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After the meeting, you’ll receive notes in the extension that you can edit (if needed) and share with your attendees

Capture meeting notes and action items

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You will also receive a note from Xena in Slack summarizing the action items from the meeting and checking if you’d like any support completing action items owned by you

Capture meeting notes and action items

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Share the meeting notes with attendees by clicking the share button ⇭ on the Summary in the Xembly Extension and editing the recipients (if needed)

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"A game changer. Its natural language capabilities make Xembly feel like a powerful member of our team. Its meeting notes are 100x more useful than a transcript and tracking action items is keeping us more organized and accountable."

Juliet Horton, Chief of Staff, Product & Engineering @ Convoy

More about Summary

When are Summaries available?

Completed Summaries are available in the Xembly Extension and typically take 1 to 2 hours to process depending on the meeting duration.

What platforms can I use Summaries on?

Xembly supports Summary for Zoom Pro and Google Meet meetings that have been recorded.

Action Items, Owners, Due Dates, and Recaps from Summaries are all editable via the Xembly Extension once they complete processing.

How do I share Summaries?

Toggle the “Auto-Share Summary” to “On” to share the Summary via email to all attendees once it is ready. Alternatively, you can edit the Summary upon completion and send the Summary to a curated list of recipients through the Extension. The Summary will also be viewable in the Extension to all Xembly users.

How can I see where a moment happened?

Clicking the play button on an Action Item or Recap will take you to the video playback for that moment.

Why isn’t my Summary processing?

Summaries may not process if the meeting wasn’t recorded, the host was not logged into Zoom or Google Meet via their Xembly account, or the meeting was less than 5 minutes or over 2.5 hours.

FAQs

Hiding and revealing the Xembly Chrome Extension panel

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  1. Open the Xembly extension panel on your Google Calendar and click the settings button ⚙️ at the top.
  2. Click on “Preferences” to expand.
  3. Under “Panel Settings” set the “Keep Panel Hidden on/off” slider to On.
  4. Close the panel by clicking on the three dots to the left of the Xembly logo at the top of the panel.
    • The panel will now remain hidden until you reopen it.
  5. To open the panel click on the red arrow on the right of the screen when on your Google Calendar.
    • You can also open the panel by clicking on the Xembly logo in your Chrome extensions.

Connecting your Zoom account

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  1. Open the Xembly extension panel on your Google Calendar and click the settings button ⚙️ at the top.
    • If you’ve hidden the sidebar you will need to click on the red arrow to expand it.
  2. Click on “Account Configuration” to expand.
  3. Click on “Connect” next to Zoom and follow the login procedures for you Zoom account.
    • If it says “Disconnect” your account is already connected.
  4. Click “Allow” on the Xembly App connection screen
    • IMPORTANT! Remember to check the box that says “Allow this app to use my shared access permissions.” before clicking “Allow.”

Connecting Google Meet

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  1. Open the Xembly extension panel on your Google Calendar and click the settings button ⚙️ at the top.
    • If you’ve hidden the sidebar you will need to click on the red arrow to expand it.
  2. Click on “Account Configuration” to expand.
  3. Click on “Connect” next to either Zoom or Gmeet and follow the login procedures.
    • If it says “Disconnect” your account is already connected.
  4. Click “Allow” on the Xembly App connection screen.

Turning on Summary for Zoom

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Adding Summary to an existing meeting

  1. Make sure that you are the meeting organizer and that your Zoom account is connected to Xembly.
  2. Open the meeting or series on your Google Calendar
    • Add Zoom to the meeting or series under “Add video conferencing” if you haven’t already.
  3. On the Xembly panel set the “Create Post Meeting Summary” slider to On.
    • If you have previously hidden the Xembly panel you will need to reopen it by clicking the red arrow at the right of the screen.
  4. If you wish to cancel a Summary, turn off the recording using Zoom’s controls when the meeting starts. Meetings under 5 minutes will not be processed.
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Adding Summary to a new meeting

  1. Make sure that your Zoom account is connected to Xembly.
  2. Create a new meeting or series from your Google Calendar.
  3. Add Zoom to the meeting or series under “Add video conferencing.”
  4. Click “Xembly Options” and set the “Create Post Meeting Summary” slider to On.
  5. Save the meeting or series.
  6. If you wish to cancel a Summary, turn off the recording using Zoom’s controls when the meeting starts. Meetings under 5 minutes will not be processed.

Please note that meetings over 2.5 hours such as an offsite will not be summarized due to constraints in the pipeline. While we work to resolve these constraints, we recommend breaking up the meetings over 2.5 hours into shorter meetings with unique Zoom IDs.

Turning on Summary for Google Meet

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Adding Summary to an existing meeting

    1. Make sure that you are the meeting organizer and that your Gmeet account is connected to Xembly.
    2. Open the meeting or series on your Google Calendar
      • Add Google Meet to the meeting or series under “Add video conferencing” if you haven’t already.
    3. On the Xembly panel set the “Create Post Meeting Summary” slider to On.
      • If you have previously hidden the Xembly panel you will need to reopen it by clicking the red arrow at the right of the screen.
    4. A ‘Xembly Notetaking’ bot will automatically ask to join the meeting when you have Summary enabled.
    5. You must admit the bot for the Summary to be generated. The bot will appear as an attendee ‘[Your Name]’s Notetaker ( by Xembly )’ throughout your meeting.
summary_new_gmeet

Adding Summary to a new meeting

  1. Make sure that your Gmeet account is connected to Xembly.
  2. Create a new meeting or series from your Google Calendar.
  3. Add Google Meet to the meeting or series under “Add video conferencing.”
  4. Click “Xembly Options” and set the “Create Post Meeting Summary” slider to On.
  5. Save the meeting or series.
  6. A ‘Xembly Notetaking’ bot will automatically ask to join the meeting when you have Summary enabled.
  7. You must admit the bot for the Summary to be generated. The bot will appear as an attendee ‘[Your Name]’s Notetaker ( by Xembly )’ throughout your meeting.

Please note that meetings over 2.5 hours such as an offsite will not be summarized due to constraints in the pipeline. While we work to resolve these constraints, we recommend breaking up the meetings over 2.5 hours into shorter meetings with unique Zoom IDs.

Editing and sharing a completed Summary

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  1. Locate the Summary by clicking on the instance of the meeting on your Google Calendar and then clicking on Summary on the Xembly panel
    • If you’ve hidden the Xembly panel you will need to click on the red arrow to expand it.
    • If you don’t see the Summary and the meeting had Summary turned on and was properly recorded it may still be in processing.
  2. Click the ⤢ button on the top right of the screen to expand the Summary to full screen for review.
  3. Click the ✎ button on the top right of the screen to edit the Summary and make changes to action items and recaps then click the “Save” button on the bottom right to save your changes.
  4. Click the  button on the top right of the screen to edit the list of recipients and add a custom message then click the “Send” button.

Using the Agenda Wizard

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  1. Click into an event you own on your calendar.
  2. In the Xembly Extension, click “Add Agenda” in the “Goal” section.
  3. Provide a one sentence summary of the goal (e.g. “The goal of this meeting is to align on December priorities.”).
  4. Click “Generate Agenda Items.”
  5. Modify the Agenda Items manually or click “Try Again” if you would like Xembly AI to generate another set of Agenda Items.
  6. Click “Save” when you are satisfied with the Agenda.

Requesting Attendee Feedback

Attendee Feedback
  1. Click into an event you own on your calendar.
  2. Toggle “Request Attendee Feedback” to “On” in your Xembly Extension.
  3. Meeting attendees who are Xembly users will be prompted to provide anonymous feedback after the meeting ends.
  4. You will receive a Meeting Feedback report after the feedback is aggregated.
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