How do I process a meeting transcript?

Upload your transcript, review PII detection, approve redactions, and receive a professional summary and follow-up email in under 30 seconds. Navigate to Process Transcript from the sidebar or press Ctrl+2.

Step 1: Upload Your Transcript

Drag and drop a file into the upload area, or click to browse.

Supported formats:

• Plain text (.txt)
• Microsoft Word (.docx)
• PDF (.pdf)

Requirements:

• Maximum file size: 5MB
• Minimum content: 100 words

Once uploaded, you'll see a green checkmark and the word count.

Step 2: Select a Client

Choose an existing client from the dropdown, or click Add New Client to create one inline.

When creating a new client:

• Name is required
• Email is optional
• The client is saved to your local database for future use

Step 3: Choose Template and Style (Optional)

Template controls the structure of your output:

• Meeting Summary (general business meetings)
• Client Review (financial advisor meetings)
• Project Meeting (tech teams)
• Sales Call (sales professionals)
• Or any custom template you've created

Writing Style controls the tone and language:

• Professional & Formal
• Friendly & Approachable
• Technical & Detailed
• Brief & Direct
• Or a custom style profile from the Style Analyzer

Step 4: PII Detection & Review

When you start processing, Meeting Notes Pro first scans your transcript for personal information using a pattern-matching engine that runs entirely on your computer. No data is sent anywhere during this step.

What gets detected:

• Client names
• Email addresses
• Phone numbers
• Social Insurance Numbers (SIN)
• Health card numbers
• Account and policy numbers
• Addresses and postal codes
• Credit card numbers

The review screen shows:

• A side-by-side comparison of original text (left) and tokenized text (right)
• A colour-coded legend showing detected PII types
• Filter pills to focus on specific PII categories
• A summary of how many items were detected, grouped by type

Your options:

• Approve: Proceed with AI processing. Only the tokenized text (with placeholders) will be sent
• Cancel: Stop the process entirely

Important: Always review the tokenized text before approving. If you spot personal information that wasn't detected, do not proceed.

Step 5: AI Processing

After you approve, the tokenized transcript is sent for AI processing. A progress overlay shows four stages:

1. Preparing transcript
2. Analyzing content
3. Generating outputs
4. Quality validation

Typical processing time is 15–30 seconds. You can Cancel at any time.

Step 6: Results

Once processing completes, your results automatically open in the Canvas Editor with:

• A professional meeting summary
• A client-ready follow-up email

Both are generated in your chosen template and style.