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Meetings for background agents

Beta

Meetings is a beta feature. Ask Willow to turn it on for your organization.

A background agent with Meetings joins a Zoom, Google Meet or Microsoft Teams call as a participant named after the agent. It listens, answers in the meeting chat when someone mentions it, and when the call ends it sends a summary back to where it was asked. It doesn't speak.

Add Meetings to an agent​

  1. Open the agent and go to Triggers.
  2. Select Add trigger > Meetings.

The option shows only when the agent can join meetings: the beta is on, the agent runs on a platform that calls Willow's tools (Willow Agents, Claude Managed Agents, AWS AgentCore, Cursor, Custom Managed or Custom), and it doesn't use a customer-hosted run gateway. To stop, remove the Meetings block.

Bring the agent into a meeting​

  • Ask it. In Slack, by email or through the API: "join https://meet.google.com/abc-defg-hij". The agent replies that it's joining, and posts the summary in the same thread or session.
  • Invite it. Add the agent's email address (shown in its Email block) as a guest on a calendar event. The agent joins at the start time and emails the summary to whoever sent the invite and the people the invite copied. Reschedules and cancellations from the organizer move or remove it. The agent needs Email on for this.

Only members of your organization who can use the agent can bring it into a meeting. For a personal agent, that's its owner.

For a recurring event, the agent joins only the first occurrence.

In the meeting​

  • Mention the agent in the meeting chat ("@Support Agent what did we decide?") and it answers there. Answers may miss the last few minutes of speech.
  • Anyone in the meeting can ask. The agent uses the tools and access of the person who brought it in.
  • The agent can't approve tool calls in the meeting, and its memory is off there.

Limits​

  • The agent leaves after 2 hours of recording.
  • On Zoom, the host must allow recording. The agent can't join Zoom meetings that are end-to-end encrypted or need company sign-in.
  • Everyone in the meeting sees the agent join. If nobody admits it from the waiting room, it tells you it couldn't join.
  • Willow deletes the recording from its meeting provider once the summary is sent, and keeps the transcript so the agent can answer follow-up questions in the same thread.

For custom harnesses​

Meeting chat turns arrive with a session_key of meeting:<platform>:<bot id>, separate from the conversation that asked the agent to join. The summary turn after the call arrives on the original conversation's session_key. See How session_key is chosen.

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