Before an external call, most people scroll back through notes, threads and the CRM for twenty minutes and still miss half. With a Brain, preparation is one question. This tutorial shows how to do it in Fivo and from your AI assistant, and how to turn the result into an agenda.
What you need
- Your calendar connected, so the meeting is a known event. See Connect email and calendar.
- At least one previous interaction with the people on the call: a meeting with a report in Fivo, an email thread or a CRM record.
- Optional: Claude or ChatGPT connected over MCP. See Connect Claude to your Brain with MCP.
1. Find the event
On the Home screen, upcoming events come from your calendar. Pick the meeting you want to prepare. If it is not there, your calendar needs reconnecting, or the meeting was not on it. See Meeting reports for adding a meeting by hand.
From an assistant, ask "what is on my calendar today?" and it lists your events with their attendees.
2. Ask for the preparation
In the AI Brain view, ask "prepare me for the 3 pm call with Acme". From Claude or ChatGPT, use the meeting prep prompt or simply ask "prepare me for my next meeting".
Fivo gathers, for that event:
- Attendees, resolved to the people the graph knows, with their company and role.
- Open commitments between you and them, in both directions: what you promised, what they promised.
- Previous reports with the same people, with their summaries.
- Topics likely to come up, from recent activity on the account.
Each item has its source. "Promised the Q4 media plan on 12 Sep" links to that report.
3. Read what you owe first
Open commitments are the first thing the other side will ask about. Check each one: delivered, in progress or forgotten. If it was delivered but the graph shows it open, the task that fulfilled it may not be marked done; close it in Fivo or in the task tool it was shared to, and the commitment resolves.
See Tasks and commitments for how commitments and tasks relate.
4. Get the 360º view of the account
If the call is with a client or a prospect, ask for a brief on the company: "brief on Acme". The brief gathers the people involved, recent decisions, open commitments, the account's timeline and the latest signals. For a deal, it is where the objection raised two calls ago and the pricing question nobody answered live.
For a one-on-one, ask for a brief on the person instead, or use the one-on-one prompt over MCP.
5. Check what changed since last time
Ask "what happened with Acme in the last two weeks?" The activity timeline lists everything across sources in order: emails, tickets, messages, CRM changes, meetings. This is where you notice the new stakeholder in a thread or the ticket that went quiet.
6. Draft the agenda
With the facts in front of you (or in front of your assistant), ask for an agenda: "draft a 30-minute agenda for this call: start with what we owe them, then their open requests, then next steps". Your assistant writes it from the facts, with sources, and you edit instead of starting from scratch.
If you want the other side to see it, Fivo can email participants a brief summary of the last meeting before the next one (see Meeting reports).
7. Make sure the meeting will have a report
Check that this call will have its report in Fivo (see Meeting reports). After the call, the report closes the loop: new commitments are recorded, and the next preparation includes them.
8. After the call
Open the report, check the detected tasks and share the ones that belong in your task tool. Ask "what did we commit to on today's call?" to see the new promises with their owners. The next time you prepare a meeting with these people, all of it is there.
What's next
- Track commitments after a call to follow up on what was promised.
- Build a 360º brief of an account for account reviews and handovers.
- Meeting reports for everything Fivo produces after a call.
- meetings
- preparation
- briefs