Automatic Recording & Transcription

Meeting Assistant joins your online meetings on Zoom, Google Meet, and Microsoft Teams, then automatically records and transcribes them. Within minutes of your meeting ending, you'll have a complete transcript ready to review with speaker identification.

Simply enable Meeting Assistant in your settings, and it handles the rest!

AI-Generated Meeting Summary

Every transcript includes an AI-generated summary that gives you a quick overview of what happened. The summary is displayed by default when you open a transcript, making it easy to quickly review key points without reading the entire conversation.

Action Items

Meeting Assistant automatically identifies action items discussed in your meetings and presents them in a dedicated Action items tab. With one click, you can create tasks directly in your Akiflow without typing anything.

Each action item has a Create task button that:

• Creates the task in your Inbox instantly

• Prevents duplicates

• Changes to Go to Task after creation so you can navigate back to it anytime

All tasks are created without dates, so you can schedule them in your workflow as needed.

Follow-Up Emails

Send follow-up emails to all meeting attendees with just a few clicks. Meeting Assistant generates an AI-drafted email that includes the meeting summary and action items.

When you click Send follow-up email:

1. You can add optional custom instructions (e.g., Make it more formal or Focus on action items only)

2. Preview the generated email draft

3. Choose to open it in your email client or copy to clipboard

4. Edit before sending from your email client

The email automatically includes all meeting attendees (except you) in the To field and follows a professional format.

Email Notifications

Get notified when your meeting transcripts are ready! Meeting Assistant sends you an email when a transcript with action items is processed, so you never miss important follow-ups.

The notification email includes:

• Meeting title and date

• Number of action items suggested

You can enable or disable email notifications per calendar account in Settings.

Audio Playback

Listen to your meeting recordings directly in Akiflow with the audio player. The player stays visible while you browse the transcript, making it easy to reference specific moments.

Getting Started

Enable Meeting Assistant by going to Settings → AI Center → Meeting Assistant and selecting which calendar account should be recorded.

Once enabled, Meeting Assistant will automatically join meetings from your selected calendar. After the meeting ends, your transcript will be ready within minutes, and you'll receive an email notification when its ready.

Viewing Your Transcripts

Access your transcripts from the Meeting Assistant section in Akiflow.

On desktop and web, open a meeting, select the Transcript tab, and click Copy Transcript beside Send follow-up email. You can also choose Copy Transcript from the meeting’s three-dot menu.

This copies the full transcript with speaker names, regardless of your scroll position, so you can paste it into another app. The summary and action items are not included.

Each transcript has three tabs:

• Summary: AI-generated overview (default view)

• Action items: Checklist of suggested tasks you can create with one click

• Transcript: Full word-for-word transcript with speaker identification

Creating Tasks from Action Items

When you open the Action items tab:

1. Hover over (Desktop) or tap (Mobile) any action item

2. Click the + icon button

3. The task is instantly added to your Inbox

The task is created without a date, giving you flexibility to schedule it in your workflow.

Dismissing a suggested action item from your Inbox only hides that suggestion. The action item remains in the meeting’s Action items tab, where you can create a task later.

If you dismiss a suggestion by mistake, use Undo in the confirmation message.

Sending Follow-Up Emails

After reviewing your transcript:

1. Click Send follow-up email

2. Optionally add custom instructions to customize the tone or focus

3. Click Generate email to create the draft

4. Review the preview showing all attendees, subject, and body

5. Choose to Open in email client or Copy to clipboard

6. If needed, click Regenerate to create a new version

Your default email client will open with a pre-filled draft including the meeting summary and action items. You can edit it before sending.

Settings & Preferences

Go to Settings → AI Center → Meeting Assistant to customize your experience.

Email Notifications

Toggle email notifications on or off for each calendar account. When enabled, you'll receive an email when your transcript is ready.

Default: Enabled (ON) Email sent to: Your calendar provider email

Calendar Selection

Choose which calendar account should have meetings automatically recorded. You can enable Meeting Assistant for specific accounts while keeping others private.

Fair Usage Limits

Your account includes 1,800 minutes (30 hours) of meeting recording per month.

Per-meeting limit: 3 hours maximum per individual meeting

When you reach your limit, you'll receive notifications at:

• 80% used: Email notification

• 95% used: Email notification

• 100% used: Email notification

Once you reach your limit, new meetings will not be recorded until your limit resets.

Data Retention

All meeting recordings are automatically deleted after 30 days.

If you cancel your Meeting Assistant subscription, you'll have 30 days of read-only access to review and save your transcripts before they're permanently deleted.

Mobile vs Desktop

Meeting Assistant is available on both desktop and mobile, with each platform optimized for its use case:

Desktop: Full-featured experience with usage tracking, all settings, and complete controls.

Mobile: Streamlined interface for quick review. View transcripts, create tasks from action items, send follow-up emails, and toggle notifications.

FAQ