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The Problem: Incorrect Meeting Summaries

Are you finding that the AI-generated summaries or follow-up emails from Fabius for your calls (e.g., Strategy Sessions, Coaching Calls) contain information from the wrong meeting or mention the wrong client? This usually happens when our system cannot reliably match the meeting activity logged in your CRM (like Salesforce, Pipedrive, HubSpot) with the correct recording from your meeting platform (like Zoom, Google Meet, Microsoft Teams). The most common reason for incorrect summaries is using the same meeting link (like your Personal Meeting Room, a static recurring meeting link, or just copying/pasting the same link) for multiple different client meetings that are scheduled as separate activities in your CRM. Think of it like mailing letters: If you write 10 different letters but put the exact same house address on all 10 envelopes, the mail carrier (Fabius) gets confused. They might deliver the contents of Letter #5 when they were supposed to deliver Letter #2. Similarly, when the same meeting link is used repeatedly for different CRM activities:
  1. Your CRM tells Fabius about a meeting (e.g., “Strategy Session with Client A at 2 PM”).
  2. Fabius looks at the meeting link provided by the CRM for that activity.
  3. If that same link was also used for “Coaching Call with Client B at 3 PM” and “Discovery Call with Client C at 4 PM”, Fabius sees multiple recordings potentially associated with that one link.
  4. It might guess or pick the most recent recording, leading to the summary for Client B’s call being sent after Client A’s meeting.
Using the same meeting link (like a Personal Meeting Room) for different CRM meeting activities is the primary cause of mismatched call summaries.
The solution is to ensure that every distinct meeting activity scheduled in your CRM has its own, unique meeting link generated specifically for that session. Here’s the correct workflow:
  1. Schedule the Meeting in Your CRM:
    • Go to the relevant record in your CRM (e.g., the Deal, Contact, or Account).
    • Create a new “Activity” (or “Event”, “Task” - terminology varies by CRM) for the specific client session (e.g., “Strategy Session - Client A - April 15”).
  2. Generate a Unique Video Call Link via Integration:
    • Within that newly created CRM activity, find the option to add a video call link using your CRM’s built-in integration with your meeting platform (Zoom, Google Meet, Teams, etc.).
    • Look for buttons like “Add Video Call”, “Make it a Zoom meeting”, “Generate Meet Link”, or similar. Click this button.
    • This action tells your CRM to ask the meeting platform to create a brand new, single-use link just for this specific activity.
  3. Use That Specific Link for the Meeting:
    • The unique link will now appear within the CRM activity details.
    • Ensure the meeting host (e.g., the sales rep or coach) uses this specific link (found in the CRM activity or the resulting calendar invite) to start and host the actual client meeting.
  4. Avoid Reusing Old Links:
    • Do NOT use your Personal Meeting Room link.
    • Do NOT use a static link for a recurring meeting series (unless the CRM activity itself is recurring and correctly linked).
    • Do NOT copy and paste the same meeting link into multiple different CRM activities.
Always generate the meeting link from within the CRM activity using the integration feature. This is the most reliable way to ensure a unique link is created and associated correctly.

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What If the Problem Persists?

If you are consistently following the steps above (generating unique links via your CRM for every meeting) and still receiving incorrect summaries:
  1. Verify the Link Used: Double-check with the meeting host that they actually clicked on and used the unique link generated in the CRM activity, not an old or personal link by mistake.
  2. Check CRM Association: Ensure the meeting activity in the CRM is correctly linked to the right Contact, Deal, or Account.
  3. Check Meeting Titles (If Applicable): If your Fabius setup relies on specific keywords in the meeting title (like “Strategy Session”), ensure the titles are correct in the CRM activity.
  4. Contact Support: If the issue continues, please reach out to Fabius support. Provide details about the specific meeting where the summary was incorrect (e.g., Client Name, Date/Time of the meeting, ideally a link to the CRM activity). This will help us investigate further.
By ensuring each CRM meeting activity has its own unique meeting link generated through the integration, you provide Fabius with the clear connection it needs to match the right recording to the right meeting, resulting in accurate summaries.