How to Send an AI Worker to a Meeting (The Setup That Actually Works)

People ask this question expecting a complicated technical answer. The actual answer is straightforward. Here is the full setup walkthrough.

Step 1: Write the brief

Before you deploy an AI worker to any meeting, you write a brief. This is the most important step — everything else is mechanical.

The brief is a plain-language document that tells the worker what the meeting is about and what it should do. Think of it as the onboarding note you would write for a new team member before their first call.

A good brief covers:

• What this meeting type is. First-round interview, client check-in, sales demo, intake call.
• What role the worker plays. Observer and note-taker? Active interviewer? Signal-tracker?
• What questions to ask, if the worker is conducting a structured interview or intake.
• What signals to track, if the worker is monitoring a sales or client call.
• What the output should look like. A structured log? A summary? A scored response sheet?

You only write this brief once per meeting type. After that, the worker uses it every time you deploy it to that kind of call.

A brief for a first-round recruiting screen might look like this in plain language: "You are the first-round interviewer for a customer support role. Ask the five questions listed below. Capture the candidate's response to each one verbatim. Note any follow-up they offered on their own. Deliver the output as a formatted summary with one section per question."

That is it. No programming required.

Step 2: Create the worker

In DelegateWorker, you create a worker by uploading or pasting your brief and giving the worker a name. The name is what will appear in the meeting participant list.

Some teams name their workers by role: "DW Recruiting," "DW Sales," "DW Client." Others give them more specific names for specific clients or use cases.

The name choice matters for transparency. Meeting participants will see the worker's name in the participant list. A name that reflects what the worker is there to do sets the right context.

Step 3: Add the worker to the meeting invite

You invite the worker to the meeting the same way you would invite any other attendee. Copy the worker's meeting link from DelegateWorker and add it to the calendar invite as an invitee or a join link.

When the meeting starts, the worker joins automatically. You do not have to trigger anything manually.

This is the step that surprises most people. There is no separate app open on your screen, no Chrome extension, no manual "start recording" button. The worker joins the meeting as a participant. If you are attending, you will see it in the participant list. If you are not attending, it joins on its own.

Step 4: Run the meeting normally

During the call, the worker operates according to its brief.

If it is an active interviewer (like a recruiting worker), it will speak during the meeting and ask the questions in its brief. Participants hear it and respond to it.

If it is a signal-tracker (like a sales worker), it listens and monitors without speaking unless its brief specifies otherwise.

You do not need to manage it during the call. Write the brief well upfront, and it handles the session.

Step 5: Review the output

When the meeting ends, the worker delivers structured output based on its brief. You receive this in your DelegateWorker dashboard.

This is not a raw transcript. It is the formatted output the brief specified. A recruiting summary with one section per interview question. A sales call log with flagged objection signals. A client check-in report with decisions and action items.

The output arrives shortly after the meeting ends. You review it, act on what matters, and move on.

What participants see

This is the question most people have before they deploy for the first time.

Participants see the worker's name in the participant list. They know something called "DW Recruiting" or "DW Sales" is in the meeting. They can hear it speak if its brief involves speaking.

There is no hidden layer. The worker is visible. That is by design — DelegateWorker is built around transparent deployment, not covert monitoring.

Most people brief their participants in advance, especially for the first time: "We use an AI worker for first-round screens. It will ask the structured questions and capture responses. Here is what you should know about it." That context removes most of the friction.

What the whole workflow looks like

Write the brief once. Create the worker. Add it to the invite. Run the meeting. Review the output.

For a recurring meeting type, the setup time is under 10 minutes for the initial brief. After that, each deployment is just adding an attendee to a calendar invite.

For teams running 10–50 structured calls per month, the cumulative time savings are significant. The setup investment is minimal.

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