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Minutes Generation

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The Meeting Minutes feature allows you to create, manage, and view your meeting minutes from audio files. You can upload your recordings, configure the settings for each session, and then generate the minutes automatically or manually. The built-in AI handles the transcription, with the option to review and edit the text before generation, ensuring an accurate and easily shareable final document.

1. Access the application

  1. From your dashboard, open Office.
  2. In the left-hand sidebar, select Meeting Minutes. You’ll be taken to the home page listing all your meeting minutes.

2. Create a new meeting minute

  1. In the top-right corner, click Create.
  2. Enter the name of the session.
  3. Click Create again. ➡️ You’ll then see a window where you can add your audio file.

3. Upload the audio file

Drag and drop your audio file into the designated area or click to select it.

Once the file is uploaded, you’ll be redirected to a page containing the session settings.

4. Configure the session settings

On the settings page, you can:

  • Session date: Automatically detected if the audio contains a valid date.
  • Session time
  • Location
  • Number of speakers
    • The AI can automatically detect speakers.
    • You can enter the number manually to improve accuracy.
  • Primary language
  • Transcript validation before generating the meeting minutes
    • Checked: You will be notified when the transcript is ready, and you must validate it before the meeting minutes are generated.
    • Unchecked: The meeting minutes are generated automatically as soon as the transcript is complete, and you will receive an email when the document is ready.

Adding Attachments (optional)

You can add additional files (agenda, meeting documents, etc.) to supplement the minutes.

5. Generating Meeting Minutes

As mentioned above, you have two options for generating meeting minutes:

  • Option 1: Review the transcript first, then generate the meeting minutes manually
  • Option 2: Generate meeting minutes automatically

5.1. Option 1: Verifying the transcript before generating the minutes

5.1.1 Back to the PVs Home Page

After uploading the audio, you’ll find your session in the list along with:

  • the name
  • the date
  • the location
  • the update date
  • a status: Verification

Three buttons appear on the right:

  1. “Pencil” icon – Read/check the transcript
  2. “Arrow” icon – Generate the report (once validated)
  3. “Three dots” icon – Open the collection, edit settings, or delete

5.1.2 Read and check the transcript

Clicking the pencil icon takes you to the transcription page.

Available features:

  • Original language displayed in the upper-left corner
  • “Timestamp” button: Show/hide minutes in the text
  • “Speaker” button:
    • View speakers detected by the AI
    • Manually edit their names if necessary
    • Apply changes to the transcript
  • “Generate Report” button available directly from this pagenible directement depuis cette page

Once the transcript has been verified, you can begin generating the minutes.

5.2 Option 2: Automatic generation of the report without validating the transcript

If you did not check the “Validate the transcript before generating the meeting minutes” box, the meeting minutes are created automatically as soon as the transcript is complete.

In this case, the row for your session on the home page displays four buttons:

  1. Download the minutes (PDF)
  2. Send by email
    • Option to enter multiple addresses, separated by commas
  3. View the transcript
  4. “Three dots” button
    • Open the complete collection (transcript + minutes)
    • Edit settings
    • Delete

Please note that even if you choose this option, you can still edit the transcript later and regenerate a new version of the minutes.

6. View the transcript and navigate between the transcript and the recording

When you open the transcript:

  • You’ll see the interface shown earlier.
  • In the top-right corner, a “Switch to Minutes” button (file icon) lets you toggle between the minutes and the transcript at any time.

When you open the minutes section:

  • You’ll be taken to a page for formatting the minutes.
  • From this page, you can:
    • Download the meeting minutes as a PDF
    • Download the raw format (Markdown) (useful for technical users or for regenerating the file)
    • Email the meeting minutes to yourself or send them to multiple people

7. Transcription Timeframe

Transcription is done in near real time:

➡️ 1 hour of audio ≈ 1 hour of transcription

Visual Summary of the Routes

Path A – With Approval

  1. Create minutes → upload audio
  2. Configure the session
  3. Receive a notification when the transcript is ready
  4. Review the transcript
  5. Generate minutes manually

Path B – Automatic

  1. Create minutes → upload audio
  2. Configure the session
  3. Wait for the email → minutes are automatically generated
  4. Download / send / view