Recording a meeting from your microphone: a customer picker, a choice between transcribing on your device or in the cloud, and the Whisper and Parakeet models — Meeting notes: recording a meeting from your microphone

The AI Notetaker turns a meeting into a transcript, a summary and a list of action items, filed on the meeting in AutomateNexus CRM. Nothing joins your call as a participant. You record from your own microphone (in the room, on any video call, or from the phone app), upload a recording you already have, or connect Zoom or Google Meet and let the notes arrive on their own. While you record, live tips help you listen more and cover what matters. Setting it up takes about five minutes.

There is no minute cap on any plan. Transcription runs on your own device, at no cost and with the audio never leaving your machine, or in the cloud through your own Deepgram, Groq, OpenRouter or OpenAI key. AutomateNexus CRM does not meter or bill transcription. The summary, action items and AI suggestions are written by your organization's AI provider, or on AI credits.

Open it from Scheduling → AI Notetaker in the sidebar. The Meeting notes page lists every meeting with a recording or transcript, with a search box and filters for platform and transcript. The recorder itself is the Notetaker tab of the dock on the right edge of every page, so a recording goes on while you work anywhere in the CRM.

Ways to Capture a Meeting#

Record meeting: records through your microphone, in the browser, the Mac desktop app or the phone app. It works for in-person meetings, phone calls and any video platform. In the desktop app it can hear the call as well, even on headphones.
Upload: turn an audio or video recording you already have into notes.
Zoom auto-notes: for meetings you host on Zoom with cloud recording turned on. Zoom records to its own cloud; when the meeting ends, AutomateNexus CRM collects the transcript and writes the summary. Nothing joins the call.
Google Meet notes: for Meet calls on a Google Workspace plan with Transcripts. Google Meet writes the transcript; after the call, AutomateNexus CRM reads it and writes the summary. Nothing joins the call and nothing has to be registered.

Microsoft Teams and other platforms are not captured automatically. Use Record meeting for those.

Before You Start#

A browser that can record audio: Chrome, Edge or Safari. The Mac desktop app and the phone app record the same way.
Microphone permission for AutomateNexus CRM when the browser asks for it.
For cloud transcription, one of these keys: a Deepgram key under Administration → Integrations, or a Groq, OpenRouter or OpenAI key under Administration → Integrations → AI. See AI Provider Configuration. On-device transcription needs no key.
For the summary, action items and AI suggestions, an AI provider under Administration → Integrations → AI, or AI credits.
For Zoom auto-notes, a connected Zoom account (see Video Conferencing Setup) with cloud recording and its audio transcript turned on.
For Google Meet notes, Google Meet connected under Administration → Integrations → Scheduling, and a Google Workspace plan that includes Meet transcripts, such as Business Standard. Free Gmail accounts do not have them.

Choosing Where Transcription Runs#

Under Start recording, the recorder says where the audio will be transcribed and by which model. Click Options to change either one and to choose the Microphone. Your choices are remembered.

On your device#

Free and private. The audio never leaves your machine; only the finished text is sent to AutomateNexus CRM. The model is downloaded once and kept by the browser.

Whisper: quick to start. About 240 MB the first time.
Parakeet: more accurate, with punctuation, in 25 languages. About 650 MB the first time, and takes about half as long as the recording.

Two more options work on your device:

Show the words as they're said: the transcript builds up while you record, so the notes are ready moments after you stop. Works for meetings of any length. AI suggestions need it.
Tell the voices apart: each line of the transcript says who spoke, worked out on your device. The notes then put names to the voices where the conversation makes them clear.

On-device transcription uses your computer's graphics processor where the browser allows it and is slower where it does not. A single recording on your device tops out near 75 minutes; a longer one is kept so you can send it to the cloud.

In the cloud#

Faster, and better on long meetings. The audio goes to the provider you choose, on your own key, with no markup from AutomateNexus CRM.

Deepgram Nova-3: tells the speakers apart and takes recordings of any length.
Groq Whisper: Whisper Large v3 Turbo, faster and cheaper, on your Groq key.
OpenRouter Whisper: Whisper Large v3, on the OpenRouter key you already use for AI.
OpenAI Whisper: on your OpenAI key.

A model whose key is not set says which key it needs. If no cloud key is set at all, Start recording stays off until you choose On your device, so nothing is lost after the fact.

Recording a Meeting#

Open the recorder: click Record meeting on the Meeting notes page, or the microphone on the dock at the right edge of any page. On your phone, tap the capture button and choose Record a meeting.
Check what the recording is for. When a calendar meeting falls within twelve hours of now, the one on now is chosen under Which meeting is this? and the notes go on it and on its customer's timeline. Choose Not on the calendar (a new entry) to start a new entry; then pick the customer under Who is it with? so the summary lands on their timeline too.
Under What kind of meeting?, choose Automatic (the notes decide) or a kind: Sales call, Discovery call, Demo, 1:1, Team meeting, Interview, Customer support or Onboarding. Each kind writes the notes around what matters for it, for example needs, budget, who decides and the next step for a sales call. A new kind of meeting… saves your team's own kind with its own instructions.
If you like, open Options to choose the microphone, where the audio is transcribed, the model and the live tips.
Tell everyone that the meeting is being recorded. In many places the law requires their consent.
Click Start recording. The clock and sound level show on the dock on every page, so you can close the panel and keep working: the recording goes on. On your phone, keep using the app while it records. If no sound comes in, the recorder warns you.
While it records, Pause and Resume as you need, and type in Your notes: what you write goes into the summary, and Mark this moment adds the time. Discard throws the recording away.
Click Stop when the meeting ends. The recorder shows each step as it writes up the meeting. Keep working: it finishes by itself, and you are told Your notes are ready. Open the notes takes you to them.

If a recording cannot be written up, it is kept: choose Try again on this device or Send it to the cloud, with another model if you like. A recording started as a new entry gets a proper title from its summary.

What the microphone hears#

In a room it hears everyone. In the Mac desktop app, turn on Hear the call too in Options and it records your computer's sound as well as your microphone, so the other people are heard, even on headphones. In a browser it hears only you on a video call unless you use your speakers instead of headphones. If the desktop app is too old for this, the Options say to update it.

Live Tips While You Record#

While the Notetaker records, the panel shows Who is talking over the last five minutes, You against Them, and a tip when you have done most of the talking lately ("Ask a question and let them talk") or talked a long while without a break ("Pause and check in with them"). These Talk-time tips are free and on unless you turn them off in Options.

In the desktop app with Hear the call too on, it tells you and the call apart by itself.
Elsewhere, it asks Which voice is you? once the voices show: tap yours. Tap again to undo.

Turn on AI suggestions during the meeting in Options and, every couple of minutes, you get A question to ask, an objection Still to answer, something Not covered yet, or a step to agree Before you finish. They come from your workspace's own AI, from the words as they are said, the kind of meeting you chose, who is in it and the deal it is about. When an objection or a competitor from your team's playbooks or battle cards comes up, the suggestion uses your own answer (see Playbooks & Guided Selling). Suggestions are for the moment and are not stored. The same tips appear beside phone calls made or taken in the CRM (see Phone & Texts).

The Notetaker Offers Itself#

When a meeting on your calendar begins, the app asks Take notes on "…"?, and Take notes records it under that meeting in one press. In the desktop app it also offers when a call starts on your computer: Zoom, and in newer versions Teams, Meet and other calls in a browser, Webex, Slack and FaceTime. Press Not now to skip it, or turn off Offer to take notes in Options.

Uploading a Recording#

On the Meeting notes page, click Upload.
Click Choose a file: audio, or MP4 and WebM video, up to 500 MB.
Choose Who was it with? and What kind of meeting?, and where it is transcribed.
Click Write it up. The notes are written like any other meeting's.

The Whisper services in the cloud take files up to 25 MB and cannot read QuickTime (.mov) files; choose Deepgram, or transcribe on your device, for those.

Automatic Notes for Zoom Meetings#

Click Zoom auto-notes on the Meeting notes page and then Connect Zoom, or connect Zoom under Administration → Integrations → Scheduling. A Zoom account connected before notes needed permission to read recordings must be connected again, and the dialog says so.
In Zoom, turn on cloud recording, with the audio transcript, for the account that hosts the meetings. Local recordings are not picked up.
Host the meeting on Zoom and record to the cloud as usual.
When Zoom finishes processing, AutomateNexus CRM pulls the transcript, finds or creates the meeting entry, and writes the summary and action items. No transcription key is needed.

Every meeting the connected account hosts and records to Zoom's cloud gets notes. To choose the meeting record they go on, click Zoom auto-notes, paste the Meeting URL, choose a meeting under Link to a meeting (optional) and click Register meeting.

Automatic Notes for Google Meet Calls#

Connect Google Meet under Administration → Integrations → Scheduling. A connection made before Meet notes were available makes Meet links only, and its card asks you to sign in again.
Put the meeting in the CRM with its Google Meet link, as when you book or schedule it.
During the call, the host turns on Transcripts in Meet (Activities, then Transcripts).
Google tells AutomateNexus CRM when the call ends and the transcript is written, so the notes usually arrive a few minutes after the call, with the speakers by name.

A meeting whose notes came this way shows Transcript from Google Meet. When none can come, the meeting says why where the summary would be: Meet made no transcript, no call was held on the link around its time, Google did not share the transcript with the connected account (only the organizer or someone who joined can read it), or Google Meet must be connected again.

Reading the Notes#

Click a meeting to open it. The header shows the duration, the platform and, when the transcript came from the video service, Transcript from Zoom or Transcript from Google Meet. The tabs hold the detail:

Overview: the summary with its Key points, Decisions and Follow-ups, Your notes from the meeting, the Recap email, the insights, the Speakers and the Participants. The notes know who was in the meeting and what was said the last time you met them.
Transcript: every line with its time and who spoke. Use Search transcript to find a phrase.
Action items: the tasks found, with an owner and due date where one was said, and the decisions made.
Recording: play the recording, download it, or Delete recording. The transcript and notes stay.
Ask: type a question such as "What did we agree about the price?" and the answer comes from this meeting's transcript.

Name the speakers#

Tap your own voice while recording and it carries your name. To name anyone else, click them under Speakers, answer Who is this? and click Save name: everything that speaker said in the meeting shows the name. Then use Write again so the summary and action items use the new names.

Write the notes again#

Click Write again and choose under Write them as another kind of meeting, such as a sales call, a demo or a 1:1. The summary and action items are written again from the same transcript.

Ask all your meetings#

At the top of the Meeting notes page, ask a question across every meeting, for example "What did we promise Ridge Roofing?". The answer lists the meetings it came From, so you can open them.

Share: opens Share these notes. Choose whether to Include the transcript, then Make a link and copy it. Anyone with the link sees the summary, key points, decisions, next steps and follow-ups (and the transcript if you included it), without signing in. The dialog shows how often the link was opened, and Stop sharing turns it off.
Export menu: Copy summary, Notes as PDF, Notes and transcript (.md), Email the notes (opens a new message in your own mail program) and Download the recording.

The Recap Email#

When a meeting with somebody to write to ends, Karrie drafts the recap email for whoever held it: what was discussed, what was decided and what comes next, from the summary when the meeting was recorded, or a short note for you to fill in when it was not. The draft waits for a yes in the Recap card on the meeting's Overview tab, on the deal or person, and on Karrie's brief; it is the same draft in each, and nothing is sent unseen. A recap that was turned down can be written again with Write the recap, and the next morning's brief says when a recap was not sent.

Owners and admins switch these drafts on or off under Settings → Notifications, in the Daily brief and lead scoring card, with Draft a recap after each meeting.

Keeping Recordings#

Owners and admins choose how long recordings are kept: click Recording settings on the Meeting notes page and set Keep recordings for to Until someone deletes them, 7 days, 30 days, 90 days or A year. Older recordings are deleted; transcripts and notes stay. Anyone can delete a single recording from its Recording tab.

Where the Notes Go#

The meeting record: the transcript, summary and action items live on the meeting, whether it came from the calendar, was created when you pressed record or uploaded, or came from a Zoom recording.
The customer's timeline: when the meeting is linked to a customer, a Meeting notes activity with the summary is added to their timeline.
The Meeting notes page: every recorded meeting in one list.

On-device transcription keeps the audio on your computer. Only the text is uploaded.
Cloud transcription sends the audio to the provider you chose, under your own account and key. Recordings are kept privately in your workspace for as long as your recording setting allows.
AI suggestions are not stored.
Zoom recordings stay in Zoom's cloud; Google Meet transcripts are written by Google under the host's account. AutomateNexus CRM reads the transcript.
A shared link shows the notes to anyone who has it. Stop sharing when it is no longer needed.
Recording laws differ from place to place. Tell every participant that the meeting is being recorded before you start.

Tips#

Troubleshooting#

"This browser cannot record audio. Try Chrome, Edge or Safari." Use one of those, or the desktop app.
"Microphone access was blocked." Allow the microphone for AutomateNexus CRM in the browser's site settings and try again.
"No sound is coming in." The microphone is muted or is not the one you are speaking into. Choose the right one under Options.
The other side of a video call is missing. In the desktop app turn on Hear the call too; in a browser use your speakers, host on Zoom with cloud recording, or turn on Transcripts in Google Meet.
"AI suggestions need your workspace's AI." Set up an AI provider under Administration → Integrations → AI.
No AI suggestions while recording. They come from the words as they are said: turn on Show the words as they're said, on your device.
A long recording will not transcribe on your device. On-device transcription tops out near 75 minutes. Send it to the cloud.
An upload is refused. Files over 500 MB are refused; over 25 MB or a .mov file, choose Deepgram or your device instead of a Whisper service.
"The recording is safe, but it is not written up yet." Choose Try again on this device, or Send it to the cloud.
Speaker names are wrong in the summary. After renaming speakers, use Write again.
A Zoom meeting did not appear. Check that the Zoom account that hosted the call is the connected one, and that cloud recording with the audio transcript was on.
A Google Meet call has no notes. Open the meeting: where the summary would be, it says why.

Frequently Asked Questions#

Does a bot join my meetings?#

No. Recording happens from your own microphone (and, in the desktop app, your computer's sound), through Zoom's own cloud recording, or from the transcript Google Meet writes. There is never an extra participant in the call.

How many minutes are included?#

There is no minute cap on any plan. On-device transcription is free, and cloud transcription is billed by your own provider at their rates.

Can I record from my phone?#

Yes. Tap the capture button in the phone app, choose Record a meeting, and keep using the app while it records.

Can I ask questions about my meetings afterwards?#

Yes. Use the Ask tab on one meeting, or the box at the top of the Meeting notes page to ask across all of them.

Video Conferencing Setup: connect Zoom or Google Meet for automatic notes.
AI Provider Configuration: add the keys for cloud transcription and AI suggestions.
Playbooks & Guided Selling: the answers live suggestions draw on.
Phone & Texts: live tips on phone calls.
Schedule & Booking: the calendar meetings recordings attach to.
Unified Contact Timeline: where meeting notes appear with a customer's other activity.