Onboarding checklist

Welcome to Bigmind! 🎉

Great to have you as a customer. In this guide you'll learn how to set up Bigmind from start to finish so your team can hit the ground running.

Bigmind also has an in-app onboarding guide that walks you through setup interactively. You can follow along there and use this page as a reference checklist.

Step 1 — Verify your domain

Before configuring integrations, your organization's domain needs to be verified in Bigmind. Domain verification confirms that your company owns the email domain (e.g. yourcompany.com) and unlocks features like automatic user joining, company-wide integrations, and the Chrome Extension deployment.

Your account manager will typically complete this step for you when they set you up with an account. If your domain isn't verified yet, reach out to your account manager or our support team and they'll take care of it. Once verified, users signing up with an email on your domain can automatically join your organization.

Step 2 — Invite your team

With your domain verified, it's time to bring your team on board. Organization owners and administrators can invite members and assign roles from Settings → Company → Team Members.

  1. Click Invite Members.
  2. Enter the email addresses of the people you want to invite (you can add multiple at once).
  3. Assign each person a role: Owner, Administrator, Manager, or Member.
  4. Send the invitations — invitees receive an email with a secure link to join.

Tip: If your domain is verified, new users who sign up with a matching email address can also join your organization automatically — no invitation required.

For more details on roles, permissions, and team management, see Invite Team Members and Managing Members and Roles.

Step 3 — Choose your workspace mode

The next decision is how Bigmind connects to your team's communication data (calendar, email). There are two modes:

Company-wide User-by-user
How it works An admin connects Google Workspace (or Microsoft 365) once, and Bigmind syncs calendar & email for every licensed user automatically. Each team member connects their own calendar and email individually.
Best for Teams that want zero-touch rollout and centralized control. Smaller teams, pilots, or organizations that prefer individual consent.
Pros
  • One-time setup by admin
  • No action required from individual users
  • Consistent coverage across the team
  • Easier to manage at scale
  • Users have full control over their own data
  • Easy to start with a small pilot group
  • No admin-level Google/Microsoft permissions needed
Cons
  • Requires Google Workspace or Microsoft 365 admin access
  • Domain-wide OAuth scopes must be approved
  • Each user must complete their own setup
  • Coverage gaps if some users forget to connect
  • More overhead as the team grows

Organization owners can switch modes at any time from Settings → Communication data ("Change setup mode").

For a full walkthrough of the Google Workspace integration — including OAuth scopes, Organization Unit configuration, and troubleshooting — see the Google Workspace integration guide.

Step 4 — Install the Chrome Extension

Bigmind's conversational intelligence is powered by the Bigmind Chrome Extension. It joins your web meetings (Google Meet, Microsoft Teams) to capture the conversation, generate real-time transcripts, and deliver AI-powered insights.

There are two ways to install the extension:

  1. Company-wide via Google Workspace Admin — Your IT admin can force-install and pin the extension for everyone in a specific Organizational Unit (e.g. the Sales team). This is the recommended approach for teams.
  2. Individually from the Chrome Web Store — Each user installs the extension themselves from the Chrome Web Store.

For detailed instructions (including the Arcade walkthrough for the admin method), see Installing the Extension.

Tip: If you chose Company-wide mode in Step 3 and you're using Google Workspace, your admin can deploy both the calendar/email integration and the Chrome Extension from the same Google Admin console — one trip, two integrations.

Step 5 — Connect your CRM

Connecting your CRM lets Bigmind automatically associate meetings, emails, and insights with the right contacts, accounts, and deals. Bigmind supports HubSpot and Salesforce.

Connecting HubSpot

  1. Navigate to Settings > CRM > HubSpot.
  2. Click Connect to HubSpot.
  3. Authenticate with your HubSpot account and authorize Bigmind.
  4. Configure synchronization settings (contacts, companies, deals).
  5. You're connected — Bigmind will start syncing data.

Connecting Salesforce

  1. Navigate to Settings > CRM > Salesforce.
  2. Click Connect to Salesforce.
  3. You'll be redirected to Salesforce — log in and grant Bigmind permission to access your data.
  4. Return to Bigmind and configure object & field mappings (Leads, Accounts, Contacts, Opportunities).
  5. Test the connection and verify data is flowing.

Prerequisites: You need Organization owner or administrator role in Bigmind, and the appropriate admin permissions in your CRM. For Salesforce, make sure API access is enabled in your org.

For a complete guide on field mapping, activity attribution, troubleshooting, and best practices, see the CRM Integrations guide.

You're all set! 🚀

Congratulations — your organization is now fully configured. Here's what will happen next:

  • Calendar & email data flows into Bigmind automatically (company-wide) or as each user connects (user-by-user).
  • CRM records are synced so meetings and insights land on the right contacts, accounts, and deals.
  • The Chrome Extension is ready to join your next meeting and capture the conversation.

Time for your first meeting! The extension will automatically join your next Google Meet or Teams call. After the meeting, head to Bigmind to see your transcript, AI summary, and action items.

What's next — supercharge your team

Once you've had your first meeting and seen Bigmind in action, here are the features that will take your team to the next level:

Set up Playbooks

Playbooks codify your GTM motions (new logo, expansion, renewal, etc.) into stage-based checklists so every rep follows a consistent process. Define the stages, touchpoints, and supporting assets for each motion.

→ Playbooks guide

Create Talking Points (call scripts)

Talking Points are in-meeting question tracks based on proven frameworks like MEDDIC, SPICED, or BANT. They appear in the Chrome Extension during meetings, and AI automatically captures answers from the conversation in real-time.

→ Talking Points guide

Build Scorecards

Scorecards evaluate meeting quality after the call — did the rep cover the right topics, ask the right questions, and secure next steps? Bigmind can score meetings automatically based on the transcript, giving managers a scalable way to coach.

→ Scorecards guide

Not sure how Playbooks, Talking Points, Scorecards, and Frameworks relate to each other? See the Coaching concepts overview for a clear mental model.

Connect your website for AI agent context

Your website contains some of your most valuable sales content — product pages, case studies, competitive positioning, and documentation. By connecting your website via its sitemap, Bigmind automatically indexes all your public pages so AI agents can reference them when drafting outreach, answering questions, or preparing for meetings.

→ Connect your website to Bigmind Library