Documentation — Notemesh

Getting Started

Step 1: Create Your Account

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.

During onboarding, click Connect Google Calendar
Sign in to your Google account and grant calendar read access
Toggle Auto-join Zoom Meetings on or off
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.

Go to Settings → Integrations
Find the Zoom Meetings card and click Connect
Authorize Notemesh on the Zoom consent screen
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: 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

Click the New Meeting button in the sidebar
Paste the Zoom meeting URL
Optionally add a title and assign a tag
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:

Opens the Zoom meeting URL in a browser instance
Joins as a participant with your configured display name (default: "Notemesh Notetaker")
Records the meeting’s video and audio for the full duration
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:

Upload — Recording files are uploaded to secure cloud storage (AWS S3)
Audio extraction — Audio is extracted and optimized for transcription
Transcription — Audio is sent to Deepgram for speech-to-text conversion with speaker diarization
Speaker identification — Speaker labels are matched to real names using Zoom participant data, calendar attendees, or manual assignments
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
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.

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.

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.

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.