> For the complete documentation index, see [llms.txt](https://docs.archix.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.archix.ai/en/aicommunication-features/ai-meeting.md). # AI Meeting ### 1. Setting Up a Meeting To log a new session, click the + Create Meeting button in the top-right corner of your dashboard to open the configuration window.

#### Form Details & Parameters Fill out the following fields to set up your session:

* **Title & Purpose:** Give your meeting a clear name and input its overarching goals. Based on the purpose provided, ArchiX automatically extracts key themes to generate a tailored, editable agenda *(Costs 20 credits)*. * **Date, Time & Time Zone:** Set your scheduled window. Double-check your active time zone from the dropdown menu (e.g., `(GMT +09:00) Tokyo`). * **Virtual Meeting Link:** If hosting a remote session, manually paste your Google Meet, Zoom, or Microsoft Teams link directly into the field. * 💡 Skip the copy-pasting: Connect your Google or Outlook calendar (see *Section 4* below) to automatically sync your scheduled meetings. The system will pull your meeting links automatically, eliminating the need to paste them every time! > 💡 Need to edit? To update an existing meeting's details, click the three-dot context menu (...) in the top-right corner of the meeting block and select Edit. ### 2. Recording & Transcription Workflows ArchiX handles audio capturing in two ways depending on whether your meeting is fully remote or local. #### Track A: Automated by Calendar Integration

If you pasted a valid virtual meeting link during setup (or if it synced automatically from your calendar), manual recording is bypassed entirely. The ArchiX cloud bot automatically requests to join the call when it starts, captures the audio, and handles transcription in the background. No local microphone permissions are required.

#### Track B: Local Processing & File Uploads (PC)

For in-person meetings or manual audio tracking, use the local processing tools: 1. **Authorize Microphone Access:** Click Record. Your browser will prompt a microphone permission request. Select your hardware source and click Allow.

2. **Capture or Upload:** Click the live record button to capture room audio, or select Upload Recording to drop in a pre-recorded audio file. Click Save when finished. 3. ```

``` 4. **Optimize Speaker Accuracy:** When you manually stop a local recording, an *Input Participant* pop-up will appear. To help the engine map voices correctly: * Manually enter the total headcount in the Number of Participants field, OR * Click Let AI Guess to let the system differentiate speakers automatically using biometric audio patterns.

> ⏳ Mobile Application Support: Recording capabilities on the mobile app are *Coming Soon*. ### 3. Reviewing Summaries & Workspace Assets Once processing wraps up, your compiled meeting materials are neatly sorted across three specialized workspace tabs: #### Agenda Review the baseline structural outline of the meeting topics generated during setup.

#### Recording (Transcripts & Media)

Open this tab to view the complete, time-coded conversation script, cleanly segmented by chronological stamps and individual speaker profiles.

* **Media Playback:** Use the embedded slider to jump to specific moments in the conversation. * **Local Archiving:** Click the Download icon (📥) on the right side of the media player to export the raw audio file directly to your hard drive. #### Summary Dashboard Navigate here for high-level takeaways, action items, and decisions. This tab features a built-in, inline rich-text editor allowing you to refine the text manually using the formatting toolbar:

* **Text Formatting:** Bold, Italic, Underline, and Strikethrough options. * **Information Hierarchy:** Organize sections easily using structural heading tags (`H1`, `H2`, `H3`). * **Checklists & Lists:** Break down next steps using bulleted lists, numbered sequences, or interactive checkboxes (`☑`). ### 4. Calendar Integration & Automation To streamline your workflow and completely eliminate manual link-pasting, you can connect your professional calendar directly to ArchiX. This allows the system to automatically sync upcoming events and deploy the transcription bot based on your preferences.

You can access these options by clicking the Meeting Settings button on your dashboard, which opens the interface shown here.

#### Connecting Your Calendar In the Calendar section at the top of the settings page, you can link your schedule provider with a single click: * **Google Calendar:** Click Connect to authorize access and sync your Google Workspace events. * **Outlook Calendar:** Click Connect to link your Microsoft 365 or Outlook schedule.

#### Bot Transcription Language Choose the primary language the ArchiX bot should expect during audio capture to ensure the highest possible text conversion accuracy. Please note that only Japanese is supported at this time. #### Configuring Auto-Join Rules Once your calendar is linked, you can decide exactly how hands-on you want to be. Under Auto-join meetings, select one of the following rules to dictate when the ArchiX bot should automatically enter and record your sessions: * **All meetings I organize:** The bot will only join calendar events where you are the host. * **All meetings:** The bot will automatically join every detected virtual sync on your schedule. * **All internal meetings only:** Limits the bot to calls shared exclusively with team members inside your organization domain. * **All external meetings only:** The bot will only deploy when guests outside your organization are present (ideal for client-facing consultations). * **Only when invited:** The bot remains idle unless explicitly invited to the meeting invitation. * **Only meetings I manually select:** Disables automation entirely, letting you choose which sessions to record on a case-by-case basis. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.archix.ai/en/aicommunication-features/ai-meeting.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.