Wudpecker Platform Help
Step 1 — Gather context
If references/learnings.md exists, read it first for accumulated platform knowledge.
Ask the user:
-
What do you need help with?
- A) Setting up Wudpecker (bot config, calendar sync, custom instructions)
- B) Choosing a plan (Free vs Plus vs Pro)
- C) Integrations (HubSpot, Notion, Slack, Google Docs)
- D) Troubleshooting (bot not joining, transcript quality, speaker ID)
- E) Comparing Wudpecker to another note-taker -
Which meeting platforms do you use?
- A) Zoom
- B) Google Meet
- C) Microsoft Teams
- D) Multiple / in-person meetings
Skip-ahead rule: if the user's prompt already contains enough context, skip to Step 2.
Step 2 — Route or answer directly
| Problem domain | Route to |
|---|---|
| General note-taker comparison across many platforms | /sales-note-taker {user's question} |
| Reviewing a specific call for coaching or scoring | /sales-call-review {user's question} |
| Building a coaching program from call data | /sales-coaching {user's question} |
| General CRM-to-tool integration patterns | /sales-integration {user's question} |
| HubSpot-specific config beyond Wudpecker sync | /sales-hubspot {user's question} |
Otherwise, answer directly below.
Step 3 — Wudpecker platform reference
Read references/platform-guide.md for the full platform reference — capabilities, pricing, integrations, custom instructions setup, and workarounds.
Answer the user's question using only the relevant section. Don't dump the full reference.
Step 4 — Actionable guidance
You no longer need the platform guide — focus on the user's specific situation.
- Plan selection: Free tier (10 bot meetings/mo) is enough for individual reps with light meeting volume. Plus ($19/mo) is needed for HubSpot/Notion/Slack integrations and 30 meetings. Pro ($32/mo) only if you exceed 30 bot meetings/month.
- Custom instructions: Available on all plans including Free. The key differentiator — invest time crafting instructions for your meeting type (discovery call, demo, QBR). Specify structure, detail level, vocabulary.
- In-person: Desktop and phone app recording works on Free tier with unlimited in-person meetings.
- No API: There's no public API or webhooks. For automation, use Notion/Slack/HubSpot native integrations (Plus+) or manually export.
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.
- Bot visibility. The Wudpecker notetaker bot joins as a visible participant. You can rename it on Plus+ but it's still a visible attendee — external-facing customers may notice.
- 2h15m meeting cap. Recordings and transcription cut off at 2 hours 15 minutes. For longer workshops or all-day meetings, this is a hard limit.
- HubSpot/Notion/Slack locked to Plus+. Free tier has no integrations beyond the meeting platforms themselves.
- No API or webhooks. Cannot build custom automations or pipe transcripts to a data warehouse. If you need programmatic access, consider Fireflies or Fathom instead.
- Speaker ID accuracy. Users report speaker identification mix-ups, especially in larger meetings. Custom vocabulary helps with proper nouns but doesn't fix speaker diarization.
- Single calendar per account. You can only connect one calendar — if you have separate work calendars this is limiting.
Related skills
/sales-note-taker— Cross-platform note-taker selection and API integration strategy/sales-call-review— Review a specific call for coaching/sales-coaching— Build coaching programs from call data/sales-integration— General CRM/tool integration patterns/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 custom note instructions for discovery calls
User says: "I want Wudpecker to generate structured discovery call notes with MEDDIC fields"
Skill does:
1. Reads platform guide for custom instructions setup
2. Walks through creating a custom template: structure (MEDDIC headings), detail level (capture verbatim quotes for pain/decision criteria), vocabulary (company-specific terms)
3. Recommends testing with 2-3 calls and iterating on the instructions
4. Notes that Ask Wudpecker can extract specific MEDDIC fields post-meeting if the template doesn't capture them perfectly
Result: Working custom instruction template for MEDDIC discovery calls.
Example 2: Comparing Wudpecker to Fathom for a small sales team
User says: "Should my 4-person sales team use Wudpecker or Fathom? We use HubSpot."
Skill does:
1. Compares: Wudpecker Plus ($19/mo, 30 meetings, HubSpot sync) vs Fathom Business ($25/user/mo, unlimited meetings, deeper HubSpot field mapping)
2. Notes Wudpecker's advantage: custom instruction templates for personalized note structure, Ask Wudpecker for post-meeting Q&A
3. Notes Fathom's advantage: unlimited meetings, public API + webhooks for automation, AI Scorecards on Team+, deeper CRM field mapping
4. Recommends Fathom if they want API access or unlimited volume; Wudpecker if custom note formatting is their priority
Result: Clear comparison with decision criteria.
Example 3: Exporting meeting notes to Notion automatically
User says: "How do I get Wudpecker notes into Notion automatically?"
Skill does:
1. Confirms user needs Plus plan ($19/mo) for Notion integration
2. Explains native Notion integration: notes auto-export after each meeting
3. Notes limitation: not available on Free tier — manual copy-paste is the fallback
4. If user needs more control (specific databases, custom properties), notes this isn't supported natively — suggest Zapier if available or manual workflow
Result: Clear integration path with plan requirement.
Troubleshooting
Bot not joining scheduled meetings
Symptom: Wudpecker bot doesn't appear in Zoom/Meet/Teams meetings
Cause: Calendar not synced, bot joining preferences set to "none", or meeting link not in the calendar event
Solution: Check calendar connection in settings. Verify bot joining preferences (Plus+ lets you choose external/internal/all/none). Ensure the meeting has a valid Zoom/Meet/Teams link in the calendar event. For unscheduled meetings, manually invite the bot (Plus+ feature).
Speaker names showing as "Speaker 1, Speaker 2"
Symptom: Transcript doesn't identify speakers by name
Cause: Wudpecker hasn't learned participant voices yet, or meeting had many participants
Solution: Edit speaker names in the transcript after the meeting — Wudpecker learns from corrections over time. Add team members' names to custom vocabulary. For recurring meetings with the same participants, accuracy improves after a few sessions.
Notes missing key details or containing errors
Symptom: AI-generated notes have typos, miss important points, or include irrelevant content
Cause: Default instructions don't match your meeting type, or audio quality was poor
Solution: Create custom instructions that specify exactly what to capture and how to structure it. Be explicit: "Capture all pricing discussions verbatim" or "Ignore small talk, focus on requirements." Use Ask Wudpecker post-meeting to extract specific details the notes missed.
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