Documentation

Getting Started

Step 1: Create Your Account

Sign up at app.notemesh.ai/register using one of two methods:

• Google Sign-In — fastest option, also sets up your calendar integration automatically
• Email & Password — create an account with any email address

After registering, you’ll be guided through a short onboarding wizard.

Step 2: Connect Google Calendar

Connecting your Google Calendar allows Notemesh to automatically detect upcoming Zoom meetings and send the recording bot on your behalf.

1. During onboarding, click Connect Google Calendar
2. Sign in to your Google account and grant calendar read access
3. Toggle Auto-join Zoom Meetings on or off
4. Set your preferred Join Timing (how many minutes before the meeting the bot should join)

You can skip this step and connect later from Settings → Integrations.

Step 3: Connect Zoom (Optional)

Connecting your Zoom account improves speaker identification by matching Zoom participant names to transcript speakers automatically.

1. Go to Settings → Integrations
2. Find the Zoom Meetings card and click Connect
3. Authorize Notemesh on the Zoom consent screen
4. You’ll be redirected back with a confirmation

This step is optional — the bot joins meetings via URL regardless of whether Zoom is connected. Connecting Zoom simply adds automatic speaker name resolution.

Step 4: Enable the Daily Briefing (Optional)

For the best experience, enable the Daily Meeting Briefing in Settings → Account Preferences → Daily Briefing. You’ll receive a morning email before each day’s meetings with context from previous sessions, open action items, and AI-suggested topics. Tag your recurring meetings first — briefings only include tagged meetings.

Step 5: Record Your First Meeting

There are two ways to record a meeting:

Automatic (via Calendar)

If your Google Calendar is connected and auto-join is enabled, Notemesh will automatically send the bot to any upcoming Zoom meeting it detects on your calendar. No action required.

Manual

1. Click the New Meeting button in the sidebar
2. Paste the Zoom meeting URL
3. Optionally add a title and assign a tag
4. Click Send Bot

The bot will join the meeting immediately and appear in the Zoom participants list.

How the Bot Works

Joining the Meeting

The Notemesh bot is a browser-based participant powered by Playwright and headless Chrome. When dispatched, it:

1. Opens the Zoom meeting URL in a browser instance
2. Joins as a participant with your configured display name (default: "Notemesh Notetaker")
3. Records the meeting’s video and audio for the full duration
4. Automatically leaves when the meeting ends or the host ends it

The Processing Pipeline

After the meeting ends, Notemesh processes the recording through a multi-step pipeline:

1. Upload — Recording files are uploaded to secure cloud storage (AWS S3)
2. Audio extraction — Audio is extracted and optimized for transcription
3. Transcription — Audio is sent to Deepgram for speech-to-text conversion with speaker diarization
4. Speaker identification — Speaker labels are matched to real names using Zoom participant data, calendar attendees, or manual assignments
5. AI analysis — The transcript is sent to the AI, which generates six outputs in parallel: summary, action items, to-do list, key decisions, follow-up email, and sentiment analysis
6. Storage — All outputs are saved and the meeting status changes to Done

The full pipeline typically takes 2-5 minutes after the meeting ends.

Meeting Statuses

• Scheduled — Detected from your calendar, waiting for start time
• Joining — Bot is connecting to the Zoom meeting
• Recording — Bot is inside the meeting and recording
• Processing — Meeting ended, AI pipeline is running
• Done — All outputs are ready
• Error — Something went wrong (click Reprocess AI to retry)

Features Overview

AI-Powered Transcripts

Every meeting gets a full, speaker-diarized transcript powered by Deepgram. Each line shows who spoke, what they said, and the timestamp. Click any speaker name in the transcript to rename them — a dropdown shows suggested names from Zoom participants and calendar attendees.

Meeting Summaries

The AI generates a structured summary with three sections:

• Quick Recap — 2-4 sentences covering the main points
• Next Steps — Key action items for follow-up
• Full Summary — Topic-by-topic breakdown with bullet points

You can edit the summary directly using the built-in rich text editor.

Action Items & To-Do Lists

The AI extracts two types of tasks from every meeting:

• Action Items — Team commitments with assigned owners (e.g., "Sarah to update the timeline by Friday")
• To-Do List — Personal tasks for you specifically

Check items off as you complete them, edit any item with the pencil icon, delete with the trash icon, or add new items manually with the + Add button.

Tasks Page

The standalone Tasks page (in the sidebar) brings every action item, personal todo, and manual task into one filterable list. Action items and todos extracted from your meetings show up alongside anything you've added by hand from the "+ New Task" button. Read more in the Tasks feature page.

• Filter by completion, source (action item / personal todo / manual), owner, tag, priority, and date range. Search by title.
• Group as a flat list, by meeting, or by date.
• Sort with a smart multi-key default (open + urgent + due-soonest first) or override with single-key sorts.
• Set due dates and priority in the editor drawer (click any row). Priority is a 5-level scale: None / Low / Medium / High / Urgent. Due dates render as colour-coded pills (red overdue, amber today, slate future).
• Reprocess-safe completion — checking off a task survives meeting reprocessing as long as the task title is unchanged. The AI regenerating identical wording inherits your existing checkmark.

Transcript Comments

Highlight any text in a transcript to pin a timestamp-anchored note to that moment. Comments live in a right column on the meeting’s Transcript tab; clicking a comment seeks the video and scrolls the transcript to the anchored line. Read more in the Transcript Comments feature page.

• Single-utterance or cross-utterance — highlight within one speaker turn or across multiple. Cross-utterance anchors render as a continuous band across the affected rows.
• Private (default) or public — toggle per-comment with the lock/globe icon. Private comments are personal notes; public comments are eligible to appear on share links.
• Reprocess-safe — when a transcript regenerates, comments are content-matched to the new text. Re-anchored cleanly when wording survives, badged with “Transcript changed” when it shifted. Never auto-deleted.
• Read-only on shares — when a share link has “Include Comments” enabled, recipients see public comments below the transcript. They can click to seek but cannot add or modify. Private comments never reach the share endpoint.

Key Decisions

The AI identifies decisions made during the meeting — approvals, commitments, resolved debates — and presents each with the decision itself and the reasoning behind it. You can edit, delete, or add decisions manually.

Follow-Up Emails

A professional follow-up email draft is generated automatically. The email appears in a rich text editor with a full formatting toolbar (bold, italic, lists, headings). You can:

• Edit the email directly in the formatted view
• Use AI Assist to modify the email with natural language instructions (e.g., "make it more concise")
• Click Regenerate for a completely fresh draft
• Add resource links (e.g., meeting recording URL)
• Send directly to attendees with one click

Meeting Chat

Ask questions about any meeting and get AI-powered answers grounded in the transcript. Example questions:

• "What did Sarah say about the budget?"
• "Were any concerns raised about the new feature?"
• "Give me a summary of just the last 10 minutes"

Quick action chips above the chat input let you run common queries with one click.

Knowledge Base Chat

Organize meetings into tags (e.g., "Engineering", "Client Calls") and chat across all meetings in a tag at once. The AI uses vector search to find relevant content across your entire meeting history and provides cited answers linking back to specific meetings and timestamps.

Knowledge Base tabs

Each Knowledge Base detail page has five tabs. Read more in the Knowledge Base feature page.

• Overview — quick stats, recent activity, the entry point to AI chat.
• Project Plan — milestone tracker (see Project Plans below).
• Meetings — every meeting tagged with this Knowledge Base.
• Action Items — aggregated tasks across every meeting in the tag, with status / source / sort filters. Tag is locked — for cross-tag views use the global Tasks page.
• Notes — rich-text notes scoped to this tag. Each note is private (default) or public; only public notes can appear on share links.

Sharing a Knowledge Base

Click the share icon on a Knowledge Base detail page to open the share modal. Five opt-in toggles control what recipients see (only Include Meeting List is on by default for new shares):

• Include Meeting List — meetings appear on a split-layout Meetings tab; click a card to load that meeting’s summary and transcript on the right.
• Include Recordings — video player appears above the summary and transcript on the active meeting. Depends on Include Meeting List: greyed out and auto-unchecked when meetings are off. Click any timestamp in the transcript to seek the video.
• Include Action Items — the aggregated task list, on its own tab. Read-only.
• Include Notes — public notes only, on their own tab. Private notes never reach the share view regardless of this toggle.
• Allow AI Chat — rate-limited public chat against the indexed content, on its own tab.

Recipients see top-level tabs (Meetings / Action Items / Notes / AI Chat) — each tab only appears when its toggle was enabled. Optional password and expiration date are available alongside the toggles. Mutation is reserved for the Knowledge Base owner.

Video Player

Watch your meeting recording with an expandable video player. Click the expand icon for a larger view or fullscreen for full-monitor playback.

Daily Meeting Briefing

Enable the Daily Briefing in Settings to receive a morning email before your first meeting. For each tagged meeting on your calendar, the briefing includes:

• A summary of the previous meeting with that tag
• Key decisions from last time
• Open action items (with overdue highlighting)
• Project plan progress (if a plan exists)
• AI-suggested talking points for today

Configure your preferred delivery time and which tags to include in Settings → Account Preferences → Daily Briefing.

Project Plans

Attach a milestone tracker to any tag. Click a tag in the sidebar to open the Tag Detail page, then add plan items. Each item tracks through three states:

• ⬜ Not Started — default for new items
• 🔄 In Progress — auto-set when AI detects the item was discussed in a meeting
• ✅ Complete — manually set by you when done

After each meeting, the AI analyzes the transcript against your plan and reports which items were covered. Project plan progress is also included in the Daily Briefing email.

Customer Satisfaction Surveys (CSAT)

Automatically send satisfaction surveys to external meeting attendees. Enable CSAT in Settings → CSAT Surveys. Configure:

• Internal domains — auto-detected from your email, prevents surveying your own team
• Auto-send delay — how long after a meeting to send (default: 2 hours)
• Reminders — automatic follow-up if no response after 24 hours
• Survey questions — customizable star ratings, scales, multiple choice, and free text

Track results on the CSAT Dashboard with score trends, distribution charts, per-tag and per-member breakdowns, CSV export, and AI-powered insights chat.

Keyword Monitoring (Admin)

Monitor meeting transcripts for compliance risks, sales quality signals, and client sentiment. Enable in Settings → Monitoring. Features include:

• Pre-configured keyword categories (Compliance, Sales, Sentiment, Professionalism)
• Custom keywords and categories with severity levels
• Automatic detection after meeting processing
• Email and Slack notifications for critical alerts
• Monitoring dashboard with charts, filters, and AI insights
• Weekly summary reports

Only team admins and owners can access monitoring data.

Zoom Integration

How to Add the Zoom Integration

1. Log in to Notemesh at app.notemesh.ai
2. Go to Settings → Integrations
3. Find the Zoom Meetings card
4. Click Connect
5. You’ll be redirected to Zoom to authorize the connection
6. Approve the requested permissions and click Allow
7. You’ll be redirected back to Notemesh with Zoom connected

How to Use the Zoom Integration

• After connecting, Notemesh uses your Zoom account to identify meeting participants by name
• When the Notemesh bot records a meeting, it fetches participant data from Zoom for accurate speaker labels in transcripts
• Zoom Pro users can also access their cloud recordings through Notemesh

What Permissions Are Requested

• View meeting details — title, time, duration
• View meeting participants — names for speaker identification
• View past meeting data — for post-meeting processing
• View cloud recordings — for Pro users
• View your Zoom profile — name, email, account type

How to Remove/Disconnect the Zoom Integration

1. Go to Settings → Integrations
2. Find the Zoom Meetings card showing “Connected”
3. Click Disconnect
4. Confirm the disconnection
5. All stored Zoom tokens and data are permanently deleted
6. You can also remove Notemesh from your Zoom account at marketplace.zoom.us → Manage → Installed Apps

Frequently Asked Questions

How do I rename speakers in a transcript?

Click any speaker name in the transcript (e.g., "Speaker 0"). A dropdown appears with suggested names from Zoom participants and calendar attendees. Select a name or type a custom one and press Enter. The rename applies to all instances of that speaker throughout the transcript.

How do I reprocess a meeting?

If AI outputs look incomplete or wrong, scroll to the bottom of the meeting’s right sidebar and click Reprocess AI. This re-runs all six AI outputs from the existing transcript. The recording and transcript are not affected.

How do I disconnect Zoom?

Go to Settings → Integrations and find the Zoom Meetings card. Click Disconnect. Your Zoom OAuth tokens are immediately deleted. The bot will continue to work — it joins meetings via URL regardless of whether Zoom is connected. You’ll just lose automatic speaker name resolution from Zoom participant data.

Does the bot work without Zoom connected?

Yes. The bot joins meetings by URL. Connecting Zoom is optional and only adds automatic speaker name identification. Without Zoom, speaker names can still come from Google Calendar attendees or manual renaming.

Can I edit AI-generated content?

Yes. Summaries, action items, to-do lists, key decisions, and follow-up emails are all editable. Click the edit (pencil) icon on any item, make your changes, and save. You can also add new items manually or delete ones that aren’t relevant.

How long are recordings stored?

Meeting recordings are stored in AWS S3 for 1 year (365 days), then automatically deleted. Transcripts and AI outputs are stored in the database for as long as your account is active. If you’ve connected Google Drive, a permanent copy of the recording and transcript is also archived in your Drive.

What happens if processing fails?

If a meeting gets stuck in Processing status or shows Error, click Reprocess AI at the bottom of the meeting sidebar. This re-runs the entire pipeline from the existing recording. If the issue persists, contact support.

Is my data secure?

Yes. All OAuth tokens are encrypted with AES-256-GCM. Data in transit uses HTTPS/TLS. Passwords are hashed with bcrypt. Session data is stored server-side in Redis. See our Privacy Policy for full details.

What Zoom scopes does Notemesh request?

Notemesh requests user:read (to identify your Zoom account) and meeting:read (to fetch participant lists after meetings). We do not access your Zoom chat, files, phone, or any other Zoom features.

What happens to my completed tasks when a meeting is reprocessed?

Completion state is preserved. Notemesh fingerprints each task by its title text — when the AI regenerates the same task during reprocessing, your existing row keeps its completed state, completedAt timestamp, due date, notes, and priority. Even tasks the AI no longer thinks are part of the meeting stay in your list. Reprocessing never deletes anything. See the Tasks feature page for details.

Can I assign tasks to my teammates?

Not yet. The Owner field on a task is currently free-text — useful for displaying a name on the row, but not connected to a real Notemesh account. Assignment to a teammate (with their notification, their sidebar badge, their ability to mark it complete) is on the roadmap.

Will my transcript comments survive if I reprocess a meeting?

Yes. Reprocessing never auto-deletes comments. Each one is matched against the new transcript by its selected text — if the wording still appears, the anchor is silently re-pointed; if not, the comment is preserved with its original quote and earns a “Transcript changed” pill so you know the surrounding context may have shifted. The original transcript at the time of commenting is also archived as a snapshot. See the Transcript Comments feature page for details.

Are private transcript comments ever exposed via share links?

Never. The server filters comments by visibility: public when serving the share endpoint, so private comments are never sent to the share view at all — regardless of the “Include Comments” toggle. Both have to be true: the share has Include Comments enabled, AND the specific comment is set to public. The Include Comments toggle is off by default on every new share link.

Can recipients of a share link add their own transcript comments?

No. Share views are fully read-only for comments. Recipients can click a comment to seek the video and scroll the transcript, but they cannot add new comments, edit existing ones, or change visibility. The selection mechanic that triggers the “Add comment” button is intentionally disabled on share views.

How is the Action Items tab on a Knowledge Base different from the global Tasks page?

They read the same Task table but show different slices. The per-tag Action Items tab is intentionally bounded to one Knowledge Base — it shows every task from every meeting tagged with this tag and nothing else. The global Tasks page shows everything across every tag plus standalone manual tasks, with bulk operations, multi-owner filtering, and saved filter persistence. Use the per-tag tab for focused work on a single client/project; use the global page for an inbox view.

Are private notes ever exposed via Knowledge Base share links?

Never. The server filters notes by visibility: public when serving the share endpoint — private notes are never sent to the share view at all. Both have to be true for a note to appear: the share has Include Notes enabled AND the specific note is set to public. The Include Notes toggle is off by default on every new share link.

Can recipients of a Knowledge Base share link toggle action items or edit notes?

No. Action items and notes on a public Knowledge Base share are read-only. Recipients can browse them and see the same titles and bodies you do, but they cannot toggle a checkbox, open the editor drawer, or change a note’s visibility. Mutation is reserved for the Knowledge Base owner. See the Knowledge Base feature page for the full sharing model.

Can recipients of a Knowledge Base share link watch the meeting recordings?

Only if you enable Include Recordings on the share. That toggle is separate from Include Meeting List — recipients can read summaries and transcripts when meetings are included, but the actual video stays private until you opt in to recordings. Include Recordings depends on Include Meeting List: turning meetings off auto-disables and greys out recordings, since there’s nowhere to surface a video without the meeting list. When recordings are enabled, clicking a meeting card on the Meetings tab loads the video alongside the summary and transcript; clicking a transcript timestamp seeks the video.