Record and transcribe with the AI note-taker

Overview#

At the activity's start time, a recording bot (called the AI note-taker on screen, and shown as "Bookmi ノートテイカー" in the meeting) joins the Zoom, Google Meet or Teams meeting to record and transcribe. When the meeting ends, the transcript is added to the activity, a draft of the minutes is created automatically with the company default template, and the owner is notified. You just open the activity and start by checking the draft.

It is off by default and is turned on per meeting. Recording requires telling participants in advance, so adding a meeting link never brings a bot along on its own.

What it does and does not do#

• It does: join planned meetings that have a meeting link to record and transcribe; create a draft of the minutes afterwards and notify you; rebook when the meeting link or time changes.
• It does not: join in-person meetings, or announce the recording itself during the meeting. Whether recording is allowed is up to each meeting's host.

Steps#

1. Give the activity a meeting link ("Add a meeting link or issue a Google Meet link"), a future date and time, and the Planned status. Tell the customer about recording in the invitation email first.
2. In the AI note-taker card on the left side of the activity, turn on the switch to have the AI note-taker join, record and transcribe the meeting.
3. If the meeting starts within 2 hours, it is booked right away and Status shows Scheduled. Otherwise it is booked automatically 2 hours before the start.
4. When the meeting starts, the bot joins. The host needs to let it in (see "Letting the bot in" below).
5. Status changes during the meeting and shows a flashing red Recording while it records.
6. A few minutes after the meeting, Status becomes Transcribed and the Minutes card becomes a Draft. The owner gets a notification that the draft minutes are ready; clicking it opens the activity.
7. Check the draft and click Confirm and apply ("Draft minutes with AI, then review and apply").

On the screen#

Letting the bot in#

• Zoom: admit it from the waiting room and allow recording.
• Google Meet: approve its request to join (if nobody approves within 10 minutes, the bot leaves).
• Teams: allow external participants in the lobby settings.

Status (11 states)#

• Scheduled: the bot is booked and will join on time.
• Joining: it is entering the meeting.
• Waiting to be admitted: it is in the waiting room or lobby, waiting for the host.
• In call, not recording yet: it has joined but is not recording yet (waiting for permission).
• Recording: recording (flashing red).
• Meeting ended: the meeting is over.
• Processing: the transcript is being prepared.
• Transcribed: the transcript is on the activity, and the draft minutes are ready or being prepared.
• Recording denied: the host refused recording; the reason is shown below.
• Failed: booking, joining or transcription failed; the reason is shown below.
• Cancelled: the switch was turned off, or the activity was cancelled, deleted or changed status.

Other details#

• The switch appears when there is a meeting link and the activity is planned or in progress. The status stays visible after the activity is completed.
• If you change the meeting link or time before recording starts, the bot is rebooked automatically. Changing the activity away from Planned, cancelling it or deleting it cancels the bot.
• If booking fails, Failed and the reason are shown. The switch stays on and it retries automatically after 30 minutes.
• If automatic extraction fails (the AI service is unavailable or there are not enough AI points), the transcript is already on the activity. The notification then says the transcript is ready, so click Extract with AI yourself.
• In the activity list, meetings being recorded show a red Recording mark and booked ones show Recording scheduled.

FAQ#

• Is it OK to record? It is good manners to tell participants in advance (a Japanese business custom, and also a matter of explaining the purpose when handling personal information). Zoom shows everyone when recording starts, but Google Meet and Teams do not, which is why the invitation email includes a notice. If the customer prefers not to be recorded, leave it off and paste the transcript after the meeting.
• The card does not appear at all: the recording bot is not set up in this environment, so only pasting a transcript is available. The switch is also hidden when there is no meeting link or the activity is completed.
• The bot did not get in: in Zoom, check that it was admitted from the waiting room and allowed to record (it stops at Waiting or turns into Recording denied); in Google Meet, check that its join request was approved (it leaves after 10 minutes); in Teams, check that the lobby admits external participants.
• I turned it on but there is no Status: the meeting is more than 2 hours away. It is booked 2 hours before.
• The meeting moved earlier or later: update the activity's date, time and meeting link and it is rebooked automatically.
• The meeting ended but the minutes are empty: check the notification. If it says the transcript is ready, automatic extraction did not run, so click Extract with AI. If Status is Failed because the transcript was empty, no speech could be picked up.
• What does it cost? Recording and transcription are currently not charged (Bookmi covers them). The AI extraction afterwards uses AI points.