Recording a meeting and having it summarised

This feature lets you record a meeting, visit or conversation; the app automatically creates a transcript and a structured summary from it. Depending on the type of environment, this feature is called Minutes, Visit notes, or Notes.

Starting a recording

1. Click New recording.
2. Optionally fill in a title and, if there's more than one, choose a template.
3. Optionally fill in "Agenda or notes beforehand" — this helps steer the summary.
4. The first time, confirm that you have permission to record.
5. Click Start recording.

If you're using the app, you can keep working in other screens while recording. If you're using the website in a browser, the recording screen stays active while you're recording — navigating away stops the recording.

You can't upload an existing audio file; recording is only possible live via the microphone.

What happens next

After stopping, the recording is processed automatically: first a transcript (speech-to-text), then a summary. You get a notification once this is done. This can take a few minutes, depending on the length of the recording.

The summary consists of sections such as Summary, Decisions, Action items, Agenda and more — which sections exactly appear depends on the chosen template.

Viewing and editing a recording

Open a recording to switch between the Note tab (the summary) and Transcript. Timestamp markers in the summary are clickable and jump to that moment in the transcript.

• Edit — manually adjust text, action items or checklist items.
• Regenerate — have the summary created again, optionally with a different template. The transcript stays unchanged.
• Export — as PDF or Markdown.
• Share — via your device's share sheet, or as copyable text.

Templates and settings (administrators)

Under Settings you set up templates: which sections the summary contains, the tone (automatic/formal/informal), how many days audio is kept (after which only the audio file is deleted — the transcript and summary remain), and optionally a custom instruction for the AI. There is always exactly one default template.

The budget and usage limits for this feature are set by 4planning itself — as an administrator you see your usage, but you can't adjust the limits yourself. If you need more, use "Request an extension".

Frequently asked questions

• Can I upload an existing audio file? No, only live recording via the microphone.
• What happens to the audio over time? The audio file is automatically deleted after the configured retention period; the transcript and summary remain.
• Can I adjust the monthly recording limit myself? No, that's managed by 4planning; use the button to request an extension.
• Does "Regenerate" also count towards usage? Yes, a new summary of an existing transcript also counts towards usage.
• Can colleagues see each other's recordings? Administrators, system administrators and staff members can also view and export other people's recordings.