Meetings
Record, transcribe, and analyze your meetings with AI
Airia Meetings automatically records and transcribes your meetings, then uses AI to generate summaries, action items, and insights. Connect your calendar to get started.
Meetings is currently in beta and may not be available to all users. Contact your account representative to request access.
Meetings must be enabled by your administrator. If you don't see the Meetings option in the sidebar, contact your Platform Admin to request access.
Connect Your Calendar
Microsoft Outlook
Go to Meetings in the Airia sidebar
Select Microsoft Outlook as your calendar provider
Sign in with your Microsoft account and grant Airia permission to access your calendar
Your organization's Microsoft Entra administrator must first grant consent for Airia to access calendars. If you see an error during connection, contact your IT administrator.
Google Calendar
Google Calendar integration is coming soon. Currently, only Microsoft Outlook is supported.
Calendar Sync Status
Your calendar sync status indicates whether Airia is successfully reading your calendar events:
| Status | Description |
|---|---|
| Idle | Not currently syncing |
| Syncing | Calendar events are being updated |
| Succeeded | Sync completed successfully |
| Failed | Sync encountered an error - try reconnecting your calendar |
Viewing Your Meetings
The Meetings page displays all your scheduled and past meetings. You can:
- Filter by date range to find specific meetings
- Search by name to locate meetings quickly
- Filter by status to see meetings in different states
Meeting Statuses
| Status | Description |
|---|---|
| Created | Meeting has been detected from your calendar |
| Scheduled | AI notetaker is scheduled to join the meeting |
| Processing | Meeting is being transcribed and analyzed |
| Paused | Meeting processing is temporarily paused. This is unrelated to pausing the Notetaker's recording. |
| ExecutingAgents | AI agents are analyzing the transcript |
| Done | Meeting transcript and analysis are complete |
| Failed | An error occurred during processing |
| Deleted | Meeting has been removed |
Meeting Details
Click on any meeting to view its details:
- Transcript: Full text record of everything said during the meeting
- Recording: Video or audio recording (if available)
- Agent Results: AI-generated summaries, action items, and insights from your configured agents
Pause and Resume Recording
Pausing the Notetaker is released behind a feature flag. If you don't see Pause recording while the Notetaker is in your meeting, contact your Airia representative.
Pause the Notetaker during a live meeting so a sensitive topic isn't captured, then resume it when you're ready. The meeting stays a single record, with the paused gap marked in the transcript.
Any attendee with the Meetings Manage permission whose meeting uses the Notetaker can pause or resume it. Attendees share one Notetaker in a call, so a pause applies to everyone in the meeting, not just to you.
While the meeting is in progress, open it from your Meetings list. The controls appear in the meeting header only while the Notetaker is in the call.
Click Pause recording. The status changes to Recording Paused, and a Recording paused since badge shows when the pause started.
Click Resume recording to start capturing again. The status returns to Recording.
While the Notetaker is in the call, the meeting's status shows its live state:
| Status | Description |
|---|---|
| Joining | The Notetaker is joining the call. |
| Recording | The Notetaker is in the call and recording. |
| Recording Paused | Someone paused the recording. |
| In Call · Not Recording | The Notetaker is in the call but not recording, for example because recording permission wasn't granted in the meeting. |
Each time recording is paused or resumed, the Notetaker posts a message in the meeting chat (for example, "Acme Notetaker has paused recording.") so participants know. After the meeting, the transcript shows a divider where each pause happened, such as Recording paused · resumed at 12:34 (a time into the recording), or Recording paused · not resumed before the meeting ended. Summaries and agents see the same gap.
If recording stays paused for about an hour, the Notetaker may leave the meeting. If that happens, the meeting page explains that the Notetaker left because recording stayed paused or stopped for too long.
Add a Transcript, Notes, or Recording Link
Adding content after a meeting is released behind a feature flag. If you don't see Add transcript or notes, contact your Airia representative.
If the Notetaker wasn't admitted, was removed from the call, or never joined, you can still get a summary by adding what you have after the fact: a transcript someone shared, your own notes, or a link to a recording.
You can add content to your own meeting once it has started, if you have the Meetings Manage permission.
Open the meeting and select Add transcript or notes. It's available from the meeting's actions menu, from the empty transcript area (or the summary area, if the meeting already has a transcript), and from the banner shown when the Notetaker wasn't admitted.
Choose Paste text to paste the transcript, or Upload file to upload a .vtt, .txt, or .docx file up to 5 MB. A pasted transcript can be up to 1 MB.
Add your own Notes (up to 50,000 characters) and a Recording link that starts with http:// or https://. You need at least one of a transcript, notes, or a recording link.
Click Add to meeting. The meeting's agents summarize what you added the same way they summarize a recorded meeting. Notes on their own are summarized too. A recording link on its own is saved to the meeting but isn't summarized.
Things to know:
- Only you can see what you add, and the summary is emailed only to you.
- What you added appears as its own session, Added manually · date, with an Added after the meeting by name badge on its summary, notes, and transcript.
- While the summary is being generated, the meeting shows that it's summarizing what you added. This can take a few minutes. If it fails, click Retry.
- Adding content again replaces what you added before. The dialog warns you before it does. You can't replace it while the previous upload is still being summarized.
- A transcript and notes together can be up to 500,000 characters to be summarized.
Configure Your Meeting Settings
Customize how Airia handles your meetings by accessing your personal settings.
Navigate to the Meetings page and click the Configure button
Configure the settings according to your needs
Available User Settings
| Setting | Description |
|---|---|
| Auto-join meetings | Allow the AI bot to automatically join your scheduled meetings |
| Upload transcript to personal files | Automatically add meeting transcripts to your personal knowledge base |
| Use custom agents (Advanced) | Add or override the default transcript processing agents |
| Active Agents | Select which agents process your meeting transcripts (when custom agents enabled) |
The "Use custom agents" option is only available for users with Admin roles.
Create a Meeting Manually
For meetings that aren't on your calendar, you can create a meeting entry manually:
Go to the Meetings page
Select the option to create a new meeting
Provide the meeting name, date, time, and any relevant information
Schedule a Bot
Add the Airia Notetaker to an existing meeting that's already on your calendar:
Locate the meeting in your Meetings list
Click Schedule Bot to add the AI notetaker to the meeting
The bot will automatically join when the meeting starts