Avoma Platform Help

Step 1 — Gather context

If references/learnings.md exists, read it first for accumulated Avoma knowledge.

1. What are you trying to do?

   • A) Configure Avoma account/team/plan or understand pricing tiers
   • B) Build a backend integration (API, webhooks, transcript pipeline)
   • C) Set up or tune AI scorecards (MEDDIC, BANT, SPICED)
   • D) Configure Lead Router (form qualification, round-robin, handoff)
   • E) Troubleshoot bot joining / recording / transcription issues
   • F) Push meeting data into CRM, warehouse, or Slack
   • G) Evaluate Avoma vs alternatives — route to /sales-note-taker

2. Which Avoma plan?

   • A) Startup ($19/seat) — AI Meeting Assistant only
   • B) Organization ($29/seat) — adds custom topics, API, group scheduling
   • C) Enterprise ($39/seat) — SSO, HIPAA, custom retention, concierge onboarding
   • D) Not sure yet

3. Which add-ons (if any)?

   • A) Conversation Intelligence ($29/seat) — AI coaching, scoring, playlists
   • B) Revenue Intelligence ($29/seat) — deal risk, forecasting, win-loss
   • C) Lead Router ($19/seat) — form routing, SDR→AE handoff
   • D) Multiple / all
   • E) None yet

Skip-ahead rule: if the user's prompt already has the context, skip to Step 2.

Step 2 — Route or answer directly

User situation	Route to
"Avoma vs Fireflies vs Gong — which should we pick"	/sales-note-taker {question}
"Review this Avoma recording and score it"	/sales-call-review {question}
"Build a coaching program using Avoma recordings"	/sales-coaching {question}
"Generic Zapier/Make/n8n workflow"	/sales-integration {question}
"Schedule meetings without Avoma"	/sales-meeting-scheduler {question}
Anything Avoma-platform-specific (API, webhooks, pricing, scorecards, bot, Lead Router)	Stay here

When routing, use the exact command: /sales-{skill} {user's original question}.

Step 3 — Avoma platform reference

Read references/platform-guide.md for the full platform reference — modules, pricing, integrations, data model, workflows.

Answer the user's question using only the relevant section. Don't dump the full reference.

If the question involves API endpoints or webhook payloads, also read references/avoma-api-reference.md.

Step 4 — Actionable guidance

You no longer need the platform reference — focus on the user's specific situation.

• Scorecard setup: Start with a default methodology template (MEDDIC, BANT, SPICED), run it on 10-20 historical calls, then customize topic weights based on what actually predicts wins in your pipeline. Don't over-customize before you have baseline data.
• CRM sync debugging: Check Settings → CRM → Field Mapping. Avoma pushes to specific CRM fields — mismatched field types (text vs picklist) silently fail. Test with one meeting before enabling org-wide.
• Bot reliability: If the bot fails on Teams consistently (79% failure rate reported), switch to dialer integration or manual recording as fallback. Google Meet's March 2026 "potential risk" queue for third-party bots affects all vendors — host must manually approve.
• API integration: Use webhooks over polling. Queue outbound API calls — 60 req/min is tight at scale.

If you discover a gotcha, workaround, or tip not covered in references/learnings.md, append it there.

Gotchas

Best-effort from research — review these, especially items about plan-gated features and integration gotchas that may be outdated.

• API access is Organization plan and above. Startup plan has no API — you must upgrade to build integrations.
• Advertised $19/seat is just the base. Conversation Intelligence ($29) and Revenue Intelligence ($29) are separate add-ons. A fully-loaded seat costs $77-97/seat depending on billing cycle. Budget the plan you'd actually run.
• Bot reliability issues are well-documented. 73% of G2 reviewers report recorder failures — late joins (48%), mid-call drops (31%), complete no-shows (27%). Microsoft Teams has the worst failure rate (79%). Build fallback workflows.
• CRM sync can delay 60+ minutes. Some users report meeting notes taking an hour to appear in HubSpot/Salesforce. Don't rely on real-time CRM data from Avoma for time-sensitive workflows.
• AI scoring requires configuration investment. Default scorecards are generic — you need to customize topic trackers and weights to get value. Budget 2-4 weeks of tuning.
• Annual contracts are inflexible. Users report being unable to downgrade seat counts mid-contract. Right-size seats before committing annually.
• Max 5 API keys per org. Plan one key per integration, not per user. Regenerating a key immediately revokes all integrations using it.
• Google Meet March 2026 bot-queue change affects all vendors. Third-party bots now land in a "potential risk" queue. Hosts must manually approve. This is not Avoma-specific but hits Avoma users hard.

Related skills

• /sales-note-taker — AI meeting note-taker selection & API integration strategy (Fathom vs Fireflies vs Avoma vs Gong vs others)
• /sales-fathom — Fathom platform help (REST API, webhooks, OAuth, SDKs, MCP)
• /sales-fireflies — Fireflies.ai platform help (GraphQL API, Webhooks, AskFred AI, MCP)
• /sales-call-review — Review a specific call for coaching
• /sales-coaching — Build coaching programs that consume call data
• /sales-meeting-scheduler — Meeting scheduling tools (Calendly, Chili Piper, etc.)
• /sales-integration — General CRM/tool integration patterns (Zapier, webhooks, iPaaS)
• /sales-do — Not sure which skill to use? The router matches any sales objective to the right skill. Install: npx skills add sales-skills/sales --skill sales-do

Examples

Example 1: Setting up MEDDIC scorecards

User says: "I want Avoma to automatically score every discovery call against our MEDDIC framework. How do I set this up?" Skill does: Explains the Conversation Intelligence add-on requirement, walks through creating a custom scorecard with MEDDIC categories (Metrics, Economic Buyer, Decision Criteria, Decision Process, Identify Pain, Champion), configuring smart topic trackers for each, and recommends running on 10-20 historical calls before tuning weights.

Example 2: Building a transcript pipeline to Snowflake

User says: "I need every Avoma transcript piped into our Snowflake warehouse for analytics dashboards." Skill does: Confirms Organization plan is required for API access, recommends webhook-first architecture (subscribe to note/meeting events), sketches the flow (Avoma webhook → Lambda/Cloud Run → validate → fetch full transcript via API → write to S3 raw + Snowflake normalized), warns about 60 req/min limit for backfills, and suggests nightly reconcile polling.

Example 3: Bot not joining Teams calls

User says: "Avoma's bot keeps failing to join our Microsoft Teams meetings. Half my calls have no recording." Skill does: Acknowledges the known Teams reliability issue (79% failure rate in reviews), suggests checking calendar permissions and Teams meeting settings, recommends dialer integration as fallback for critical calls, and notes the March 2026 Google Meet bot-queue change as context for cross-platform bot issues.

Troubleshooting

Bot not joining or dropping mid-call

Symptom: Avoma recorder shows "joining" but never appears, or drops partway through the call Cause: Known reliability issue — affects 73% of users per reviews. Teams (79% failure rate) is worst, followed by Meet (71%), then Zoom (68%). Solution: Verify calendar integration permissions, ensure the meeting invite has a video conferencing link (not phone-only). For Teams, check that external apps aren't blocked by IT policy. As a fallback, use Avoma's dialer integration (Aircall, RingCentral, etc.) which bypasses the bot entirely. Enable email notifications for recording failures so you can manually upload afterward.

Transcription inaccurate with accents or technical vocabulary

Symptom: Speakers misidentified, technical terms garbled (e.g., "MEDDIC" → "med dick"), non-native speakers poorly transcribed Cause: ASR model limitations with accents, background noise, and domain-specific vocabulary Solution: Set up voice signatures for all regular participants (Settings → Profile → Voice Signature). Create custom smart topics with the correct spelling of technical terms — this helps the AI map garbled audio to the right concepts. For critical calls, review and correct the transcript within 24 hours while context is fresh.

CRM fields not updating after meetings

Symptom: Meeting notes, action items, or scorecard data not appearing in Salesforce/HubSpot after a call Cause: Field mapping mismatch (text field in Avoma → picklist in CRM), sync delay (up to 60 min), or CRM connection expired Solution: Check Settings → CRM → Field Mapping for type mismatches. Verify the CRM connection is active (re-authenticate if expired). Test with a single meeting before enabling org-wide sync. If delays persist beyond 60 minutes, contact Avoma support — batch sync may be queued behind larger orgs.