# AI Meeting Minutes & Summary ・ AI Note Taker

### **Usage Procedure**

### **1.** Creating a Meeting

Click the "**+ Create Meeting**" button located in the top-right corner of the *Scheduled* dashboard to open the setup interface.

<figure><img src="/files/XX2T1OcpgqP7vCJvQTCt" alt=""><figcaption></figcaption></figure>

Input the title, date/time, and meeting purpose. The system will automatically **spend 20 credits** to generate a tailored, editable agenda based on your input.

> 💡 Online Meetings: If you are hosting a remote session, simply paste your Google Meet, Zoom, or Microsoft Teams link into the designated field to deploy the transcription bot.

<figure><img src="/files/1652Sx92bSye0R2V1JFd" alt=""><figcaption></figcaption></figure>

To update an existing meeting overview, click the "**...**" context menu in the top right of the dashboard and select "**Edit**".

<figure><img src="/files/yX3f5ltaXzdW5cnswl93" alt=""><figcaption></figcaption></figure>

**Form Details & Parameters:**

When configuring a new meeting, complete the following fields in the pop-up interface:

* **Title:** Provide a clear, identifiable name for the meeting.
* **Date and Time:** Set the designated meeting date, start time, and end time. Ensure you select the correct time zone from the dropdown menu (e.g., `(GMT +09:00) Tokyo`).
* **Paste Meeting Link:** Paste your external virtual meeting link here.
  * *System Note: The **ArchiX bot** will automatically request to join this link once the meeting starts to facilitate automated recording.*
* **Meeting Purpose:** Enter the overarching goals or core topics of discussion. Based on this information, **ArchiX AI** automatically extracts key themes and populates your initial meeting agenda.

### **2.** Recording

Click **"Start Recording"** to begin.

<figure><img src="/files/P3PfNctWmDm4EPWJd6d5" alt=""><figcaption></figcaption></figure>

**Requesting System Permissions**

When initializing a live session, the web browser will prompt a microphone access request (`app.archix.ai wants to Use available microphones`).

* Select your preferred hardware source from the dropdown menu (e.g., `External Microphone (Built-in)`).
* Click **"Allow while visiting the site"** or **"Allow this time"** to authorize access. Selecting *“Never allow”* will block local recording capabilities.

<figure><img src="/files/mihh04fA5wDv3ztfCQiK" alt="" width="319"><figcaption></figcaption></figure>

#### For PC

Enter the number of participants, or let the AI automatically detect them, then upload the recording. The transcription results will appear in the **"Transcription"** tab.

#### For Mobile App:

〜Coming Soon〜

#### 2. Recording & Transcription

**Requesting System Permissions**

When initializing a live session, the web browser will prompt a microphone access request (`app.archix.ai wants to Use available microphones`).

* Select your preferred hardware source from the dropdown menu (e.g., `External Microphone (Built-in)`).
* Click "Allow while visiting the site" or "Allow this time" to authorize access. Selecting *“Never allow”* will block local recording capabilities.

&#x20;**Local Processing (For PC):**

1. Click the "Record" button to capture live audio, or select "Upload Recording" to process a pre-recorded audio file. Click "Save" once completed.

<figure><img src="/files/MeERs4TrQxUqQUIqP0xy" alt=""><figcaption></figcaption></figure>

1. Input Participant Pop-up: When you manually end a session, an *Input Participant* modal will appear. To maximize transcription precision, help the system map voices accurately:

   * Manually enter the total headcount using the Number of Participants field.
   * Alternatively, click "Let AI Guess" to let the system differentiate speakers automatically using biometric audio patterns.
   * Click "Submit" to finalize and queue the file for text conversion.

   <figure><img src="/files/Ib8TBgy4Xk7qTp1HA0Fg" alt=""><figcaption></figcaption></figure>
2. The finalized text transcript will be compiled under the "Recording" tab.

**Mobile Application Support:**

* > ⏳ *〜Coming Soon〜*

### **3.** Reviewing Automated Summaries & Assets

Once the meeting ends, the summary results will be displayed in the **"Summary"** tab.

```
[ Agenda ]  ———>>  [ Recording ]  ———>>  [ Summary ]
```

Once processing completes, your compiled assets are organized across three primary workspace tabs: ***Agenda, Recording,*** and ***Summary***.

\ <br>

<figure><img src="/files/9evy7MyjHTNG8mXhlciq" alt=""><figcaption></figcaption></figure>

**Summary Dashboard**

Navigate to the "Summary" tab to view your high-level takeaways. The system features an inline rich-text editor, enabling you to refine the AI-generated summary manually. You can format layout elements using the toolbar options:

* Text Styling: **Bold** (`B`), *Italic* (`I`), Underline (`U`), ~~Strikethrough~~ (`S`)
* Hierarchy: Heading tags (`H1`, `H2`, `H3`)
* Lists: Bulleted lists, numbered lists, and interactive checklists (`☑`)

**Meeting Transcriptions**

Click on the "Recording" tab to open the full time-coded conversation script. The engine automatically segments blocks by speaker profile and chronological stamps:\ <br>

<figure><img src="/files/Qdc1CXLhKUrZRQ2ambM4" alt=""><figcaption></figcaption></figure>

**Media & Audio Downloads**

You can review or archive raw session audio directly within the platform. Use the embedded playback slider to review specific timestamps, or click the **Download icon** (📥) on the right side of the audio player interface to export the physical audio recording file onto your local hard drive.\ <br>

<figure><img src="/files/VvdJPqf3uz9aHqCKU9Hn" alt=""><figcaption></figcaption></figure>

#### **Automated Cloud Integration for Online Meetings:**

For fully remote pipelines, entering a valid communication link (*Google Meet, Zoom, or Microsoft Teams*) into the "**Paste Meeting Link**" field bypasses manual recording entirely. The background system automatically joins, records, transcribes, and summarizes the sync without requiring manual intervention or local microphone permissions.


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