User manual

Welcome to Hendrix.ai

Meetings suck; especially when you have to write meeting notes instead of listening and participating

in the discussion.

That’s where Hendrix comes in!

Hendrix.ai is your personal AI meeting assistant that:

• transcribes your meeting and flags action items and key highlights,

• creates a concise summary of your transcript, listing all action items and key highlights, that

you can easily share with attendees,

• archives your transcripts and summaries into an easily searchable library,

• analyzes your meeting history to surface interesting weekly insights, such as last-minute

meetings, number of meetings attended, etc., and

• tracks and surfaces trending keywords, including People, Places, and Topics, so you know

what’s being talked about most and when.

And with our selection of connection options, including calendar sync, browser meetings, etc., Hendrix

will always be in your meetings when you need him.

This User Manual will introduce you to Hendrix and show you how to get started with Hendrix in your

next meeting.

Let’s get started!

Table of Contents

Connecting to Hendrix

Syncing Hendrix to your calendar .............................................................................................................. 4

How to invite Hendrix to an online conference ......................................................................................... 6

How to start a meeting through your browser.......................................................................................... 7

How to invite Hendrix to a phone call ....................................................................................................... 8

Meeting Management

I finished my meeting. Now what? ............................................................................................................ 9

Editing your meeting summary .................................................................................................................. 9

Sharing your meeting summary ............................................................................................................... 10

Improving summary output ..................................................................................................................... 11

How does Hendrix record action items? ................................................................................................. 11

Navigating the Dashboard

Meeting summaries ................................................................................................................................. 12

Top keywords ........................................................................................................................................... 13

Meeting insights ....................................................................................................................................... 13

Changing your password .......................................................................................................................... 13

Adding and removing devices .................................................................................................................. 15

Adding a mobile device: ................................................................................................................... 15

Adding a landline device: ................................................................................................................. 16

Editing your devices: ........................................................................................................................ 16

Security and confidentiality ............................................................................................................... 16

Support ............................................................................................................................................................. 17

Syncing Hendrix to your calendar

Calendar sync is a convenient feature that allows you to sync Hendrix to either your Microsoft Office

365 or Google G Suite accounts, so he’ll join all future meetings automatically.

To sync your calendar, start by:

Reviewing your calendar

To prepare for syncing your calendar, start by

reviewing your calendar events to ensure your

conference number and conference access code

are included and labelled in the body of the

calendar invite. Your conference number and PIN

can be found in your conferencing platform.

Also, ensure ‘Private’ is either checked if

you don’t want Hendrix to join that specific

meeting, or unchecked if you do want him to join.

Activating Calendar Sync

To enable this feature, start by logging into your

Hendrix account, navigate to the Account page,

and click the Integrations tab.

Start by clicking the Disabled toggle next to the calendar application of your choice. You’ll be directed

to authorize your account by the platform, and then you can click the Sync Calendar Items toggle.

Depending on how many meetings you already have scheduled in your calendar, the process may take

up to 5 minutes to finalize. Be sure you do not refresh the page during this process. Once Hendrix has

completed the syncing process, calendar sync will be Enabled and you’ll receive a confirmation email

identifying all upcoming meetings that Hendrix will join. Hendrix will also send an email prior to the

start of each meeting to remind you that he’ll be attending.

Now, you’re all set up!

Disabling calendar sync

You can disable the calendar sync feature at any time by clicking the toggle beside Sync Calendar

Items. This will prevent Hendrix from joining all future meetings but will maintain your ability to use

the single sign-on button on the login screen to access your account.

If you wish to disable both Single Sign-On and Calendar Sync, simply click the switch beside Enabled.

Please note, if at any point you log into the Hendrix dashboard using Single Sign-On, the integration

will automatically re-enable. To re-enable calendar sync, simply re-toggle the Sync Calendar Items

switch.

How to invite Hendrix to an online conference

Hendrix connects seamlessly to your online conference. Simply add invite@hendrix.ai to your

meeting invite, along with the dial-in details! Hendrix works with all major conferencing providers,

like UberConference, Zoom, join.me, GoToMeeting, WebEx, Adobe Connect, and Google Meet.

To add Hendrix to your meeting simply:

Step 1: Create your meeting in the conferencing platform of your choice.

Step 2: Create a calendar meeting (like you normally would)

Step 3: Add Hendrix as a participant using the email invite@hendrix.ai

Step 4: Ensure your conference number and conference access code are included and labelled in the

notes section of the calendar invite (Hendrix cannot join via hyperlinks at this time). Your

conference number and PIN are provided by your conferencing platform. Example:

Step 5: Hendrix will accept your invitation and join automatically. Hendrix must be invited through a

calendar invite; he cannot be invited directly from the conference bridge at this time. If you have a

last-minute meeting, we recommend adding Hendrix through a calendar invite at least 5 minutes

prior to your meeting or by calling him on your phone.

How to start a meeting through your browser

For small groups, starting a meeting via your browser is a great option. To get started, simply click the

Start Browser Meeting button in the header of your dashboard:

Upon clicking Start Browser Meeting, you’ll be redirected to the live transcript view. You’ll know your

meeting is in progress when you see the “LIVE” text, timer, and End Meeting button.

When your meeting is complete – you must click the End Meeting button, otherwise your meeting will

continue running and will be labeled as “in progress” in your “My Meetings” section.

How to invite Hendrix to a phone call

Step 1:

To add Hendrix to your meeting, start by selecting a dial-in

number, dial, and when prompted, enter your unique PIN

that was provided in your welcome email. Hendrix will say

“starting meeting,” and will automatically start a taking

meeting notes. For best results, find a quiet meeting

room, place your smartphone in the center of your

meeting group, and connect your phone to an external

microphone. Pro tip: Add Hendrix to your contacts list

and he’ll be there whenever you need him.

Step 2:

Conduct your meeting as you normally do, and Hendrix

will listen and take meeting notes. No need to prompt

Hendrix to record action items, he'll flag them

automatically!

Step 3:

Once your meeting is finished, end the call and

your transcript and summary will appear

immediately within your dashboard, as well as

sent to your inbox - it’s that simple!

I finished my meeting. Now what?

Once you’ve concluded your meeting, your transcript and summary will automatically appear in the

“My Meetings” section of your dashboard. Upon logging in, you’ll see the transcript marked as

“Finished”. At this point, you can choose to edit your transcript and/or summary and download your

finalized summary to share with colleagues.

Your meeting transcripts and summaries remain archived in your dashboard so you’ll be able to

make further revisions at any time by simply opening the summary!

Editing your meeting summary

To edit your transcript and/or meeting summary, simply locate the meeting from the dashboard or

“My Meetings” section and click to open it. By default, this view will show your meeting details across

the top, the full transcript on the left, and your summary on the right. You can choose to view one

pane at a time by clicking the Page Layout toggles in the bottom left corner.

Within the Transcript or Summary panes, simply click anywhere to add, change, or delete text. The

Summary pane offers an additional text editing toolbar for more polished content. Any edits you make

will automatically be saved.

While on this page you also have the ability to manually add or edit attendees…

…as well as listen to the full recorded meeting, or skip to any part of your meeting, by clicking the start

of the meeting waveform, if you so choose.

Sharing your meeting summary

To share your meeting summary, simply click the “…” menu button in the top right of the “Review

Transcript” view, or to the right of a specific meeting in the “My Meetings” section, and select

“Download Meeting”

Improving summary output

The confidence score refers to how accurate Hendrix is when he transcribes your meetings. This is

affected by how clear the audio quality is, how difficult it is for Hendrix to transcribe certain words (i.e.

homophonous words that sound similar—”one” vs. “won”), and how long sentences are.

If the confidence rating is below 45%, it’s inaudible and cannot be transcribed even by human

hands. If it’s above 75%, there are minimal issues with the audio quality, and you should expect a

transcript with close to 80% speech-to-text accuracy.

To achieve the highest confidence score possible for your meetings, we recommend:

• Speak directly into a good quality microphone or headset

• Resist the urge to talk over one another during a meeting

• Meet in a room with minimal background noise

How does Hendrix record action items?

While Hendrix is in your meeting he listens for specific cues and actionable words, like verbs or dates,

flagging them as they occur. Upon flagging your action items and highlights, Hendrix lists them under

the appropriate section in your meeting summary for easy identification. If you’re in the Live Meeting

view, you can manually flag and unflag phrases as they occur, by clicking on the “Highlight” or “Action

Item” bubble.

Hendrix Dashboard

Your Hendrix dashboard is where you can view your archived meeting summaries, insights, and

trending keywords, as well as manage your account preferences.

Meeting summaries

The “My Meetings” section of your dashboard shows your most recent meetings.

To view a complete list of your meetings, simply click the “My Meetings” tab in the top menu bar, to

open a full listing of meeting data. Too many meetings to sift through? Try searching for a specific

keyword, subject, or date to display a narrower list:

Want to share a meeting summary? Click here to learn how.

Top keywords

Hendrix scans all of your transcripts and finalized summaries, identifies the most commonly discussed

topics, and organizes them into a clickable word cloud. Simply click on any word within your cloud and

a list of all of the transcripts and/or summaries containing that word will appear.

Meeting insights

Hendrix reviews your meeting data to surface insights around your weekly meeting attendance

behaviours, such as meetings attended, meetings cancelled, and meetings scheduled at the last

minute:

Changing your password

If you know your password:

In your Account Profile, you have the option to change your account’s password at any time. Simply

navigate to the avatar in the top right corner of your dashboard, select Account from the drop-down,

and click the Change Password button in the bottom right of the Profile tab.

If you forgot password:

Click “Forgot Password” in the Hendrix log in page, type in the email you used to create your Hendrix

account, and you will be emailed a link to reset your password. When you click on the emailed link,

you will be re-directed to a page where you will be required to type in your new password. Once that

is complete, your password will officially be changed, and you will automatically log into your Hendrix

dashboard.

Adding and removing devices

In order to use Hendrix, you must have a verified phone number registered in your Hendrix

dashboard. You can freely add and remove devices in your dashboard profile.

You will not be charged based on the number of devices you have verified within your dashboard. To

add additional concurrent calls, please contact us (support@hendrix.ai).

Adding a mobile device:

Add your phone number, name, and select “Mobile” under “Type”. Your status will change to

“Unverified,” but you will receive a verification code from Hendrix via text message.

Click the “Verify” button beside your Unverified device.

If you did not receive a confirmation code or need it re-sent, click “Send it again” in the verification

window and Hendrix will send you another text message.

Adding a landline device:

The process to add a landline device is the same process as adding a mobile device, but instead of a

text message, Hendrix will immediately call you. If you miss Hendrix’s call, he will leave you a voice

mail. If you need Hendrix to re-send you the verification code, click “Send it again” in the verification

window and Hendrix will call you again.

Editing your devices:

There is no way of editing your device on your Hendrix dashboard. You will have to remove your

device and add it again.

To remove your device, simply click the icon beside your device. Once you remove your device,

you will have to add it again in the future.

Security and confidentiality

We are continuously working to improve our efforts to ensure the security and privacy of your data as

we grow. Confidentiality at Testfire Labs is best described in our Terms of Service and Privacy Policy

but we also maintain your trust by using the following secure protocols and best practices for call

recording and retention of data. Read more on how Hendrix handles confidentiality here (PDF).

Testfire Labs requires that all requests for access to personal information be in writing, be signed by

the requestor and include sufficient detail to enable Testfire Labs, with a reasonable effort, to identify

any record in the custody or under the control of Testfire Labs containing the personal information in

respect of which the request is made.

Support

If you are experiencing issues, please visit our Support Portal or contact our Customer Support team:

• Email: support@hendrix.ai

• Phone: 1-844-347-8131

Testfire Labs #100, 10158 103 St NW Edmonton, AB T5J 0X6

Toll-Free: 1-844-347-8131

Phone: 780-809-0888

Email: support@hendrix.ai