Help·Organisation 4 min

Meeting agent: recording in, minutes and to-dos out

Send the bot into Teams, Meet or Zoom, upload a recording or record in the studio — transcript with speakers, minutes with to-dos, slides, follow-up questions and a manager that thinks across meetings.

Who’s taking notes? The meeting agent. You upload a recording or record directly in the studio, and a few minutes later you have a transcript with speakers, plus minutes with summary, decisions, to-dos (who, by when), open questions and inconsistencies. Then you can query the meeting: «What was that thing with Ralf?» — the answer comes with a timestamp.

1. 1

   Upload recording

   Sidebar «Meetings» → «New meeting» → «Upload recording». Works with MP3, M4A, WAV, MP4, WebM and MOV up to 500 MB. Teams: download recording from OneDrive (folder «Recordings»). Zoom: the local recording. iPhone: share voice memo or call recording from Notes. For uploaded recordings, you’re responsible for ensuring all participants consented.

2. 2

   Record in studio

   «Record in studio» uses your device’s microphone — for in-person meetings (place device in the middle) and phone calls on speaker. Before starting, you’ll see the recording notice: automatic (read aloud and recorded), verbal (you say it yourself and confirm) or no notice. You set the mode via the cog top right, and a custom text there too — unless your operator has fixed the notice.

3. 3

   What you get

   The studio normalises the audio, transcribes with speaker separation (Speaker A, B, C…), writes the minutes and makes the meeting queryable. You’ll get an email when it’s ready. In the «Transcript» tab, you assign names to speakers and jump into the recording by timestamp. To-dos can be ticked off, export as Word or PDF, optionally with transcript.

4. 4

   Follow-up questions

   «Follow-up questions» tab in the meeting or «Query all meetings» in the overview: questions in natural language, the answer gives timestamp and speaker and clearly says if something isn’t in the transcript. Across all meetings: «What did we agree with Ralf in recent appointments?»

5. 5

   Send bot into meeting

   In the ’Invite bot’ overview: paste a Teams, Google Meet or Zoom link, either immediately or at a start time. The bot joins as a guest (name is customisable, e.g. ’Marc’s Assistant’, default ’moewe AI studio’), the host admits it from the waiting room, it announces the recording notice in ’automatic’ mode, records and leaves the meeting when it ends or everyone has left. ’Stop’ in the studio works at any time. More convenient: simply invite the bot mailbox (address is shown on the card) to your appointments — the bot will join automatically at the start time; it picks up cancellations and reschedulings from the invitation. Assignment works via your email address as sender or organiser; invitations from other people don’t count, even if you’re a participant. If you’re not the organiser, simply forward the invitation to the bot mailbox — the studio reads the start time from the calendar file or from the ’When:’ line of the email. In settings you can switch off the email route.

6. 6

   Video and slides

   With the «Also record video» tick, the bot records the screen too. The video generates stills at every screen change — slides and shared windows — with timestamps; a click jumps to that point in the video. The video is deleted after the video retention period, the slide images stay with the minutes.

7. 7

   Meeting manager

   «Meeting manager» in the overview collects open to-dos and questions from all minutes (overdue ones marked), creates an analysis across recent meetings at the touch of a button — recurring themes, contradictions between meetings, overdue commitments, recommendations — and writes you a briefing before a follow-up appointment: name the title and participants, the studio finds the relevant earlier meetings.

8. 8

   Audio and privacy

   Audio is automatically deleted after the retention period (default 30 days), transcript and minutes remain; you can permanently save individual meetings with «Keep». Depending on operator settings, everything runs exclusively with EU models: transcription in France, minutes and search in the EU.

Cost: Model costs from your credit (roughly 30 to 60 cents per meeting hour) plus per-minute price per meeting minute; bot and video cost slightly more per minute (prices are on the «Bot invite» card). Depending on your plan, also the Meeting Agent module as a monthly price.

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