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Create an AI Recap or AI Minutes from an in-person meeting

The Decisions mobile app turns in-person and hybrid meetings into an AI Recap or AI Minutes. Put your phone on the table, record the meeting, and share the recap before you leave the room.

This article shows how to record a meeting, create and share an AI Recap from your phone, and continue on your computer to create AI Minutes.

Before you start

  • Decisions AI is turned on for your organization.
  • Enable transcription in the Decisions mobile app is turned on in the Decisions Admin Portal.
  • You have the latest Decisions mobile app for iOS or Android.

The app transcribes the meeting while you record, and Decisions doesn't store the audio recording. Decisions does not use customer content to train or improve AI models. More details on our security, privacy and AI practices are in our Trust Centre: https://trust.meetingdecisions.com.

Step 1: Start the AI Notetaker

  1. Open the Decisions mobile app and tap AI Notetaker.

  2. Tap Select a calendar event and choose your meeting. The list shows today's meetings. Use Search to find others.



    Recording a meeting that isn't in your calendar? Skip this step. You can link a meeting after you stop.

  3. Let everyone in the room know that the meeting will be transcribed.



  4. Put your phone in the middle of the table and tap Start AI Notetaker. The first time, allow access to the microphone.

Step 2: Record the meeting

  • The timer and word count show that the app is listening. Tap Pause to take a break and Resume to continue.



  • Tap Add a note ... to write notes or add up to 3 photos, like a whiteboard. The recap uses your notes and photos together with the transcript.

  • Keep the app open during the meeting. If a phone call interrupts, the recording pauses and continues after the call.

Tip: For long meetings, keep your phone plugged in. The screen stays on while the app records.

 

Step 3: Stop and choose what to create

  1. Tap Stop, then Proceed. The app finishes the transcript.

  2. When you see Transcript ready, choose what to create:
    • Recap: a short summary with key takeaways, decisions and action items. You create and share it from your phone.
    • Minutes: full minutes organized by agenda item. You create them on your computer, see step 6.
  3. Check Language and Sources. Language sets the language of the recap. Sources shows what the recap is based on: the transcript, plus any notes and photos.

Step 4: Create and review the AI Recap

  1. With Recap selected, tap Create now.
  2. Review the recap. It has a summary, key takeaways, decisions and action items.

  3. To change something, tap Edit. Edit the text directly, or describe the change in the prompt box, for example "Translate to German". Tap Done when you're finished.

  4. Not happy with the result? Tap Regenerate recap to create a new version.

Not ready yet? Tap Create later instead. You'll find the meeting in your Home list. Create and share the recap within the number of days the app shows, or the transcript is deleted. Your admin sets this period.

 

Step 5: Save and share the recap

  1. Tap Next.
  2. Under Save location, choose where to keep the recap:
    • OneDrive: only you have access.
    • Teams / Channel: the channel's members have access.
    If the meeting already has an agenda in Decisions, the recap is saved where the meeting is stored.
  3. Under Sharing, choose who receives it. You can pick more than one:
    • Teams / Channel: posts the recap in a channel. It appears when you save to a channel.
    • Meeting Chat: posts the recap in the meeting's Teams chat.
    • Email: sends the recap from your own mailbox. Search for colleagues by name, or type any email address.
    • + Add share target: shares to a Teams group chat or with another app on your phone.

  4. Tap Share.

The recap arrives as a formatted message in Teams and in email. It's also added to the meeting in Decisions, where you can open it in Teams or on the web.

Good to know: Once you've shared or saved the recap, its meeting, title and save location can't be changed.

 

Step 6: Create AI Minutes on your computer

AI Minutes are created on your computer, where you can combine the transcript with the agenda and other sources.

  1. On the Transcript ready screen, select Minutes and tap Continue on computer. Already shared a recap? Open it, tap ⋮, then Continue on computer.

  2. Tap Proceed. The app uploads the transcript and shows what to do next.

  3. On your computer, open the meeting in Decisions for Teams or on the web, and select Minutes.

  4. Under Sources, the transcript is already selected and marked Generated from mobile recording. Set Meeting type to In-Person, then select Generate Meeting Minutes.

For the rest of the steps, see Generate AI Minutes.

Note: The meeting organizer and meeting admins can use Continue on computer. Recorded someone else's meeting? See the next section.

 

Recorded someone else's meeting?

The person who records isn't always the organizer. You can still create and share an AI Recap from your phone. For AI Minutes, send your transcript to the organizer:

  1. On the Transcript ready screen, select Minutes and tap Send transcript to organizer.
  2. The organizer finds your transcript as a source when they create AI Minutes on their computer.

When you save a recap for someone else's meeting, it goes to your OneDrive. Choose Keep it private or Share it with organizer. Both options need OneDrive on your work account.

Record a meeting that isn't in your calendar

Tap Start AI Notetaker without selecting a calendar event. The app names the recording AI meeting summary #1. After you stop, you can link it to a calendar event under Calendar event (optional).

If you continue on your computer without linking a meeting, the app asks you to name it and adds the meeting to your calendar.

FAQ

  • Is the audio recording stored? No. The app transcribes the meeting while you record. Decisions doesn't store the audio.
  • How long is the transcript kept? Your admin sets this in the Decisions Admin Portal. The app shows how many days you have to create and share the recap.
  • Can I record the same meeting twice? No. You can use the AI Notetaker once per meeting. You can edit or regenerate the recap at any time.
  • What if the app closes during a recording? Open the app and tap the meeting in your Home list. You can resume the recording, or create a recap from what was recorded so far.
  • Where do I find my recordings later? In your Home list. Open the filter and select Recorded meetings.
  • Can I create the recap in another language? Yes. Change Language on the Transcript ready screen before you tap Create now. You can also ask for a translation when you edit the recap.
  • Does it work on Android? Yes. The steps are the same on iOS and Android.

Troubleshooting

  • I don't see AI Notetaker. Ask your admin to check that Decisions AI and Enable transcription in the Decisions mobile app are turned on. Then update the app.
  • "Recap already exists" when I select a meeting. The meeting already has a recap from the AI Notetaker. Open the recap to edit or regenerate it.
  • "Only the meeting organizer can start an AI recap." Your organization lets only organizers create recaps. Ask the organizer to record the meeting.
  • Attendees aren't suggested as email recipients. Search for them by name, or type their email addresses.
  • I can only save "On this device". The app couldn't reach your OneDrive or calendar. Check that you're signed in with your work account, or ask your admin.
  • "Usage Cap Reached". Your organization has used its AI allowance for now. The message says when full access returns.
  • The recording stopped with "Something went wrong". Check your internet connection and record again. The app needs a connection to transcribe while you record.