Your first session step by step

If this is your first time using CauceOS in a real session with a client, this guide walks you through every step. Take a few minutes before your first session to read through it — the process is simple, but knowing it in advance makes everything flow.

Table of contents

• Before the session: preparation in 3 steps
• Creating the session
• During the session: what to watch and how to use it
• When the session ends
• Common issues in the first session

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Before the session: preparation in 3 steps

Step 1: Complete onboarding

If you have not done so yet, the system will ask you to complete onboarding when you first log in. There are four questions:

1. Vertical — what type of work will you use CauceOS for? (Psychology, Couples therapy, HR, Coaching)
2. Modality — what framework or approach do you primarily use? (Gottman, CBT, EFT, STAR, GROW, etc.)
3. Market — what region does your practice primarily serve?
4. Primary language — what language will most of your sessions be in?

These preferences personalize the alerts, suggestions, and report templates you see. You can change them at any time from Settings.

Step 2: Inform your client

Before the session, make sure your client knows that a digital assistant will be present. A simple phrase is enough:

"I work with an AI assistant that transcribes the session and helps me prepare the post-session summary. At the beginning you will see a confirmation message. Do you have any questions about that?"

This is a best practice, even though the bot announces its presence automatically when it joins. See Client consent: best practices for more details.

Step 3: Have your meeting ready

Create the Meet, Teams, or Zoom meeting before your client arrives. You will need the meeting URL to create the session in CauceOS.

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Creating the session

From your CauceOS panel, click "New session". You will see a form with the following fields:

Session name (optional) A reference name that only you see. Useful for identifying the session later. Example: "Session 4 — Maria García".

Meeting URL (required) Paste the link to your Google Meet, Microsoft Teams, or Zoom meeting here. The system automatically validates the format.

Session type (pre-filled based on your profile) The vertical and modality you configured during onboarding. You can change it per session if a specific client requires a different approach.

Client name (optional) For your internal reference only. Does not appear in the session or on the bot.

Once you click "Start session", the bot receives the instruction to join the meeting. You will see the status change to "Joining…" and in seconds to "In session".

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During the session: what to watch and how to use it

Your CauceOS panel during an active session has three main sections:

Transcription panel (left)

Shows in real time what is being said in the meeting. Speaker turns are separated by speaker when the system can identify two distinct voices (Professional / Client). The transcription updates every 1–3 seconds.

If you activated bilingual mode, you will see two columns: original language and your chosen translation language.

Tip: Do not try to read every word. Glance quickly when you need a thread. The full transcription will be available in the report.

Alerts panel (right, top)

Alerts appear here when a configured rule is triggered. There are three types:

• Info (blue): Useful observation. No immediate action required. Example: "Client has been speaking for 3 minutes without pause."
• Warning (amber): Pattern worth addressing soon. Example: "You haven't asked an open question in the last 8 minutes."
• Crisis (red): Signal that requires immediate attention. Includes local emergency resources.

You can dismiss an alert with the X once you have processed it.

Suggestions panel (right, bottom)

The system generates contextual question suggestions based on the conversation and your modality. They appear as text chips. They are optional — use them if helpful, ignore them if not.

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When the session ends

When the session is over, click "End session" at the top of your panel. This:

1. Removes the bot from the meeting — the bot leaves the room automatically.
2. Stops the transcription — audio processing closes.
3. Starts report generation — within the next 60 seconds, the system generates a structured post-session report based on your template (SOAP, DAP, STAR, GROW, etc.).

You will find the report in the Reports section of your panel. You can:

• Edit it inline with markdown.
• Finalize it when it looks right (it becomes locked).
• Export it to PDF.

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Common issues in the first session

The bot does not appear in the meeting Verify that the URL you pasted is the URL of the active meeting (not a generic invitation URL). If you use a waiting room in Meet or Teams, you need to admit the bot manually. See Troubleshooting: bot won't join my session.

The transcription is blank Make sure the meeting audio is active (not muted). The bot needs to hear in order to transcribe.

I see no alerts Check that your rules are active under Settings → Rules & copilot. In the first session, default rules may not trigger if the session is very short or the pattern does not occur.

The report does not appear after the session The report can take up to 60 seconds to generate. If it still does not appear after 2 minutes, refresh the Reports section. If it still does not show up, write to us.

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Related articles

• How the CauceOS virtual bot works
• How to configure custom rules
• Client consent: best practices

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Still have questions? Write to us at support@cauceos.com.