How to invite an AI agent to a Google Meet, Microsoft Teams or Zoom call
Step by step: build an agent, give it an email address, add it to a calendar invite, admit it from the lobby, and talk to it. No plugin or install on the meeting platform.
An AI agent joins a meeting on Mainroom the same way a person does: from the calendar invite. There is no plugin, no bot marketplace and nothing to install on Google Meet, Microsoft Teams or Zoom. Here is the whole process.
Before you start
You need a Mainroom account (free during beta) and a meeting on Google Meet, Microsoft Teams or Zoom. The agent works best when the platform's captions are on, because captions are how it knows who is speaking by name.
Step 1: build the agent
In the Studio at app.mainroom.ai, start from a template or describe the agent in plain language and let the builder draft it. Each agent has:
- A persona: a name, a one-line role, and how it should behave.
- A voice, from a set of natural voices.
- Tools: slides, whiteboard, live browser demos, images, meeting chat, vision of shared screens, and connections to your tools through MCP servers.
- Meeting manners, written in plain language, plus a default floor state: open, hand-raise, or muted.
- Switches for memory, the post-call recap, live coaching, an AI-disclosure notice, and discreet mode.
Step 2: give it an address and an invite policy
Every agent has its own email address at mainroom.ai. Decide who can invite it: only you, or anyone in your company's email domain. Colleagues do not need a Mainroom account to invite an agent you built.
Step 3: add it to the calendar invite
Add the agent's address as a guest on the calendar event, or forward the invite to it. That is the entire integration.
Step 4: admit it from the lobby
At the start time the agent joins and appears in the lobby. The host admits it like a guest. It shows up in the participant list with its name and a camera tile, and the platform displays its standard recording notice, so everyone in the room can see it is there.
Step 5: talk to it
Address the agent by name. Some things people ask in the first five minutes:
- "Steve, put up a slide with the three options."
- "Can you teach me how OAuth works?" (it draws on the whiteboard)
- "Show us the pricing page." (it opens a live browser demo)
- "Look up the last five tickets from this customer."
- "Let's get everyone's take on this anonymously."
- "Go on mute for a bit." and later "Steve, come off mute."
- "You can drop off now."
In a one-on-one call it assumes you are talking to it. In a room it answers when addressed and otherwise listens.
Step 6: use the companion page
Whoever invited the agent gets a private link to my.mainroom.ai. During the call it shows live indicators (talk share, questions asked, longest stretch, filler words), short private nudges, and a private chat with the agent. Nothing on it appears in the meeting.
Step 7: after the call
The agent emails a recap matched to its role: a coaching debrief, an account summary, or a team recap with the ledger of decisions, commitments, open questions and risks. Anything it wants to write to a CRM, a ticket or a follow-up email arrives as a proposed action you approve or discard.
Troubleshooting
- The agent joined but does not know who is speaking. Turn on captions on the platform.
- It cannot share its screen. Allow participants to share their screen in the meeting settings.
- It answered something meant for the room. Tell it to go on mute, or tighten its manners in the Studio. Customer-call templates default to silent unless named.
- You want it gone. Say so, or have the host remove it.