The avatar in the meeting

It only answers when addressed directly with title and name — “Mr Holtermann”, “Professor Holtermann”, “Doctor Holtermann” —, even if speech recognition slightly mishears the name. The first name alone is never enough, because there may be other people with this first name in the appointment.

A short call without a title only wakes the technology in advance so that the answer comes faster. If someone mentions it in the third person (“… said yesterday …”), it stays silent.

• Consent applies per person: only what someone who has consented says is transcribed and evaluated.
• A no does not stop the whole appointment — it removes everything this person says from transcript and evaluation.
• What cannot be reliably attributed to a consenting person is not stored either.
• The evaluation only contains what came up in the conversation: what it was about, recommendations and exactly three next steps — otherwise the lists remain empty.
• It is always a draft first and only goes out after review and approval by a person.

• Only an approved evaluation is sent and only at the push of the operator's button — never a draft, never automatically.
• Recipients are people who consented in the appointment and provided an address, and the organiser. Whoever said no or withdrew is not on the list and cannot be selected either.
• Before sending, the preview shows exactly the email that goes out — as a designed version and as plain text.
• Every address receives the summary exactly once, even if clicked twice. If delivery to an address fails, it can be retried; whoever already has it does not get it again.
• The email states what it was about, the recommendations and the three next steps, plus the notice that it was created by an AI system and reviewed and approved by the operator, a data protection notice and the contact address.
• Once all selected addresses have been served, the evaluation is set to “sent”. Every sending run is in the log — with figures, never with addresses.

• Every email additionally carries the summary as a file: the same content as the email, in the look of the installation, with the notice that it was created by an AI system, the date of the appointment, the approval note and the creation date.
• In German, English, French, Italian, Spanish, Polish, Swedish, Dutch, Ukrainian and Russian this is a PDF.
• In Chinese, Japanese, Arabic, Hebrew and Hindi it is an HTML file that can be opened and printed in the browser — in the correct writing direction. For these scripts the PDF route cannot set the characters cleanly; the recipient's browser can.
• If a summary contains characters that the PDF cannot set — such as Chinese names in a German appointment —, the HTML file automatically goes out instead of a PDF with empty boxes.
• The file name states the occasion and the date of the appointment. The preview shows the attachment with name and size; it can be downloaded there.
• If the file were too large, the email goes out without an attachment — it contains the complete text anyway.

• Once sending is complete, the summary can be sent afterwards to individual further people — only to people who consented in the appointment, or to the organiser.
• Exactly one person per action: enter the address (if there is none yet), “Send afterwards”, view the preview for this person, confirm.
• Every address receives the summary at most once — whoever already received it in the first sending cannot be selected again. A failed later sending can be retried.
• The evaluation's sending date remains that of the first sending; every later sending is in the log individually — without the address.

Sending afterwards needs a database change that still has to be approved. Until then the surface shows “not yet enabled”.

The default is the figure's still image with sound. The live video with lip movement costs per minute and only starts when the responsible person has explicitly confirmed the displayed price per minute and has specified a cost centre. Without confirmation it stays with the still image.

Billing is per started minute from the start of the video; usage can be evaluated per appointment and cost centre.

Joining the individual conferencing tools is not yet switched on; the feature is switchable per tenant and off by default.

• Create appointments, confirm costs, approve drafts and send the summary: only the operator.
• Only the operator of the own tenant reads transcript and consents; writing happens only on the server.