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Recording and summarizing meetings with the AllMates extension

Send the note taker to a meeting or record from your browser, then get the summary, action items and transcript.

Last updated 4 days ago

The AllMates extension records your meetings and gives you a summary, action items and a transcript. Send a note taker into a Google Meet, Microsoft Teams or Zoom meeting, or record audio or your screen from your browser. Sign in to allmates.ai in the extension side panel first.

Open a new recording

  1. In the side panel, click the record button (Recordings).
  2. Click New Recording. A small window opens.
  3. Select a mode: Join a meeting (the note taker), Audio only or Video + Audio.

If you are not signed in, the window shows Sign in to allmates.ai to start recording. Click Open AllMates and sign in.

Send the note taker to a meeting

  1. Select Join a meeting.
  2. Paste the link under Paste the meeting link. A chip shows the platform. If the meeting is open in your browser, the extension fills in the link for you.
  3. Check the Note Taker display name. Participants see this name, taken from your allmates.ai profile.
  4. Click Send Note Taker.

On a meeting page, a card also asks Start the allmates note taker? Click Start note taker or Not now. On a meeting tab, the extension icon in the browser toolbar opens Start the note taker. To hide the card, clear Suggest the note taker on meeting pages (Meet, Teams, Zoom) in the extension Settings.

The extension checks the link first:

  • A link that is not a meeting room shows an error. You cannot send the note taker.
  • A Zoom link, or a Teams /meet/ link, without its passcode shows a warning. Without the passcode, the note taker stops at the passcode prompt and the host never sees it. If the same meeting is open in a tab, the extension completes the link.

After you send it

The note taker records the meeting without you, so you can close the window. It joins as a guest, and the host admits it. When it joins, it posts a short message in the meeting chat. If a colleague in your organization already sent a note taker to this meeting, you see Already being recorded and you get the same notes.

On the meeting page, the card shows Note taker on its way, then Your note taker hasn't joined yet and what to check.

Waiting-room alerts

When the note taker waits in the lobby, a desktop notification shows Your note taker is waiting to join. If the host does not admit it, the alert becomes Still not admitted — N min waiting and plays a sound for a few minutes. Click Stop alerting to silence it. You also get one email. The note taker does not wait indefinitely.

Record from your browser

  • Audio only records your microphone. Turn on System audio to also record the other participants through your computer sound.
  • Video + Audio records your screen. Select a window, tab or screen in the picker. Keep Microphone on so the recording has audio to transcribe.
  1. Select the mode.
  2. Select I confirm that all participants have been informed and have given their consent to be recorded.
  3. Click Start Recording.
  4. Keep the recording window open. Use its pause and stop buttons.

If the upload does not finish, open New Recording again. Unsaved recordings found lists the recording with Upload & Process, Download and Discard.

Find your results

The Recordings list in the side panel shows each recording and its status, for example Waiting to be admitted or Transcribed. Note taker recordings show a BOT badge. A completed recording shows its summary and these buttons:

  • Send to Chat attaches the transcript as a file to the message box of the conversation open in the side panel. Recordings never post into your conversations automatically.
  • Détail opens the recording page.
  • Download (download icon) saves the video, or the audio for an audio-only recording.
  • Copy transcript copies the transcript.
  • Share emails the summary and the transcript to other people.

When a recording is ready, you also get an email with the summary, the action items and the transcript as a file. Click Watch the meeting in that email to open the recording page in your browser, without signing in. The link works for 7 days: the email shows the date. After that, find the recording in the allmates extension. Anyone you forward the email to can open the link until it expires; the owner can revoke it in Share > Link > Active links, where it is labelled Recording email.

The recording page

The recording page opens in a new tab. Below the player, Download video saves the recording to your computer (Download audio for an audio-only recording); the file is named after the recording title and date. The page shows Overview (the summary), Key topics, Action items and Speaking time (the share of each participant).

The Transcript is on the right:

  • Search transcript… filters the passages. Select a speaker to see only their passages.
  • When the transcript has timestamps, click a passage to jump to that moment. The current passage is highlighted during playback.
  • Copy and Download .txt export the transcript.
  • Share opens Share recording. In Email mode, add addresses in To (and + Add Cc), then click Send. Recipients get the summary, the participants and the transcript as a .txt file. If you own the recording, Include a viewing link is checked: the email also has a Watch the meeting button that opens the recording page for the duration you pick. Anyone who gets the email can use it until then. The owner also has a Link mode (see below).
  • Edit lets you correct the transcript, with Find…, Replace with… and Replace all. The owner of the recording can click Save so that everyone sees the corrections.

Only the owner of a recording can create links.

  1. On the recording page, click Share, then select Link.
  2. Read the warning: anyone with the link can watch and download the meeting until it expires.
  3. Under Expires after, select 24 hours, 7 days, 30 days or 90 days.
  4. Click Create link, then Copy, and send the link.

The person who opens the link does not need an allmates account. They see the recording in read-only mode: the player, the summary, key topics, action items, speaking time and the transcript. They can download the video or audio and the transcript. They cannot see your other recordings or change anything.

Active links shows each link, when it expires and whether it was opened (Never opened, Last opened …). Links sent by email, including the one in the recording-ready email, show up there too. Click Copy to copy a link again. Click Revoke, then Confirm revoke, to cut access at once. A file someone has already downloaded stays with them.

A recording can have up to 10 active links. Deleting the recording ends all its links.

Good to know

  • A share link works for anyone who has it until it expires or you revoke it. Send it only to the people who should see the meeting.
  • A meeting that requires signed-in participants can refuse the note taker. The list then shows Meeting required sign-in.
  • If your browser cannot record system audio, the recording window says so and records only your microphone.

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