Help Center

In Person Meeting Recording (Claudia AI)

Have you ever finished a meeting and wished you could remember exactly what was said? With In Person Meeting Recording, you can record your face-to-face meetings right from your computer. Our AI assistant, Claudia, will listen to the conversation and write down everything that was said—so you don't have to take notes yourself!

Think of it like having a personal assistant who sits in on your meetings and takes perfect notes for you. After the meeting, you can read through the entire conversation whenever you need to remember what was discussed.

Beta Feature: This feature is brand new and we're still making it better! If something doesn't work quite right, please let us know so we can improve it.

Before You Begin: What You'll Need

Before you can record a meeting, make sure you have these things ready:

1. A Computer with a Microphone

Your computer needs a microphone to hear and record the conversation. Good news: most laptops have a microphone built right in! If you're using a desktop computer, you might need to plug in an external microphone or use a headset.

How to check if your microphone works: Try recording a voice memo or making a video call. If people can hear you, your microphone is working!

2. A Web Browser

You'll access the recording feature through your web browser (the program you use to visit websites). We recommend using one of these browsers for the best experience:

• Google Chrome — This works the best (we highly recommend it!)
• Microsoft Edge — Works great too
• Mozilla Firefox — Also works well

Note: Safari (on Mac computers) may not work perfectly with all recording features.

3. Give Permission to Use Your Microphone

When you start recording for the first time, your browser will ask: "Can this website use your microphone?" You'll need to click Allow to let LeadCenter hear and record your meeting. Don't worry—we only listen when you click the record button!

How to Start a New Recording

There are three different ways to start recording a meeting. Choose whichever way is most convenient for you:

Option 1: Quick Start from the Top Menu (Fastest Way)

This is the quickest way to start a recording when you need to begin right away.

1. Look at the very top of your screen. You'll see a navigation bar that's always there no matter what page you're on.
2. Find the plus sign (+) button. It's a small button with a "+" symbol. This button lets you quickly create new things in LeadCenter.
3. Click the + button. A dropdown menu will appear with several options.
4. Click on "In person meeting (Claudia AI)". Look for this option in the menu—it might have a small icon next to it.
5. A new browser tab will open. This is your recording page where you'll control the recording.

[SCREENSHOT: The top navigation bar showing the + button circled, with the dropdown menu open and "In person meeting (Claudia AI)" highlighted]

Option 2: Start from a Contact's Page (Best When Meeting a Specific Person)

Use this method when you're about to meet with someone who's already in your contacts. This way, the recording will automatically be linked to that person!

1. Go to your Contacts. Click "Contacts" in the left sidebar menu.
2. Find and click on the person you're meeting with. This opens their contact details page.
3. Look at the top of the contact's page. You'll see a sticky bar that stays at the top as you scroll. There's a dark-colored button that says "AI assistant" with a small arrow next to it.
4. Click the "AI assistant" button. A dropdown menu will appear.
5. Click "In person meeting (Claudia AI)".
6. A new tab will open with the recording page. Notice that the contact's name is already filled in for you—you don't have to search for them!

[SCREENSHOT: A contact's details page with the "AI assistant" dropdown button circled in the top sticky bar, showing the menu with "In person meeting (Claudia AI)" highlighted]

Option 3: Start from an Existing Appointment (Best for Scheduled Meetings)

If you already have an appointment scheduled in your calendar, use this method. The recording will automatically pull in all the appointment details—the contact, the meeting subject, and any other attendees!

1. Go to your Calendar. Click "Calendar" in the left sidebar menu.
2. Find the appointment for the meeting you're about to have. It will appear as a block on your calendar.
3. Click on the appointment. This opens the appointment details in a form/panel.
4. Look for the "Actions" button. It's usually near the top of the appointment form. It might look like a button with the word "Actions" and a small arrow, or it might be three dots (⋮).
5. Click the "Actions" button. A dropdown menu will appear.
6. Click "Record meeting (Claudia AI)".
7. A new tab will open with the recording page. You'll notice that everything is already filled in for you: the meeting title matches your appointment subject, the contact is selected, and any attendees are listed!

[SCREENSHOT: An appointment form/panel with the "Actions" dropdown button circled, showing the menu with "Record meeting (Claudia AI)" highlighted]

Alternative: Quick Access from Meeting Type

If your appointment is set to "In person" or "Other" meeting type, you'll also see a handy "Record meeting" button right next to the meeting type options. Simply click this button to open the recording page in a new tab—no need to go through the Actions menu!

Understanding the Recording Page

When the recording page opens, you'll see a clean, simple layout with two main cards (boxes). Let's walk through what each part does:

The "Meeting Recording" Card (Left/Top)

This is your main control center for the recording. Here's what you'll see:

[SCREENSHOT: The Meeting Recording card in "Ready to record" state, with numbered labels pointing to each element described below]

• Meeting Title: At the top, you'll see the name of your meeting (like "Meeting with John Smith").
  Want to change it? Look for a small pencil icon (✏️) next to the title. Click it, type a new name, and click Save. You can do this before, during, or after recording!
• "Beta" Badge: You might see a small "Beta" label. This just means the feature is new—nothing to worry about!
• Status Message: This tells you what's happening right now:
  • "Ready to record meeting" with a green microphone icon = You're all set to start
  • "Recording in progress" with a red pulsing dot = You're currently recording
  • "Recording completed" with a green checkmark = All done!
• Timer: Shows how long you've been recording (displays as 00:00:00 for hours:minutes:seconds)
• Start/Stop Button:
  • A big green "Start recording" button appears when you're ready to begin
  • This changes to a red "Stop recording" button once recording starts

The "Participants" Card (Right/Bottom)

This is where you tell LeadCenter who's in the meeting. Adding participants helps keep your records organized and makes the transcription smarter!

[SCREENSHOT: The Participants card showing all three sections with sample data filled in]

• Contact: The main person you're meeting with (your client or prospect).
  How to add: Click in the search box and start typing their name or email. A dropdown will show matching contacts—click on the right person to select them. Once selected, you'll see their name in a blue badge. You can click the X on the badge to remove them if you picked the wrong person.
• Guest Emails (Optional): If there are other people in the meeting who aren't in your contacts, you can add their email addresses here.
  How to add: Click the "Add guests" button. A field will appear. Type an email address and press Enter (or comma) to add it. Each email will appear as a small tag. You can add multiple emails!
• Attendees from Your Company: If multiple people from your team are in the meeting, select them here.
  How to add: Click the dropdown and select the calendar(s) of the team members who are attending. The first person selected is considered the "host."
• Save Button: After adding participants, click the green "Save" button in the top-right corner of this card. You'll see a quick message confirming everything was saved.

Step-by-Step: Recording Your Meeting

Now let's walk through the entire process of recording a meeting from start to finish!

Step 1: Open the Recording Page

Use any of the three methods described above (top menu, contact page, or appointment) to open the recording page. A new browser tab will open.

Step 2: Add Participants (Optional but Recommended)

Before you start recording, it's helpful to add who's in the meeting:

1. In the "Participants" card, click in the Contact search box
2. Type the name of the person you're meeting with
3. Click on their name when it appears in the dropdown
4. If there are other guests, click "Add guests" and type their email addresses
5. If team members are joining, select them from the "Attendees from your company" dropdown
6. Click the green Save button
7. You'll see a message: "Participants saved. Will be synced when recording starts."

Note: You can skip this step and add participants later, even while recording!

Step 3: Start Recording

When everyone's ready to begin:

1. Click the big green "Start recording" button.
2. Your browser will ask for microphone permission. A small popup will appear at the top of your browser asking something like "leadcenter.ai wants to use your microphone."
   Click "Allow" — This is required for recording to work!

   [SCREENSHOT: Browser permission popup asking to allow microphone access, with the "Allow" button circled]

3. Recording starts immediately! You'll see:
   • The status changes to "Recording in progress"
   • A red pulsing record icon appears (like a red dot)
   • A "Live" badge appears in red
   • The timer starts counting up: 00:00:01, 00:00:02, etc.
   • The green button changes to a red "Stop recording" button

   [SCREENSHOT: The recording page in "Recording in progress" state, showing the red recording icon, running timer, and "Live" badge]

Now just have your meeting! Speak normally—the microphone is listening and recording everything.

Step 4: During the Recording

While you're recording, you can still:

• Edit the meeting title — Click the pencil icon and change it
• Add or change participants — Update the contact, guests, or attendees and click Save
• Watch the timer — See how long you've been recording

The recording will continue without interruption while you make these changes.

Step 5: Stop Recording

When your meeting is finished:

1. Click the red "Stop recording" button.
2. Wait a moment. You'll see "Please wait..." as the system saves your recording.

   [SCREENSHOT: The recording page showing "Please wait..." or "Processing recording..." state with a spinner]

3. Processing begins. The status will change to "Processing recording..." with a spinning icon. This means your recording is being uploaded and prepared for transcription.
4. Recording complete! After a few seconds, you'll see:
   • A green checkmark icon
   • "Recording completed" message
   • A green "Completed" badge
   • The final recording duration (e.g., "00:05:32" for a 5 minute, 32 second meeting)
   • The start and end time of your meeting

   [SCREENSHOT: The recording page in "Completed" state showing green checkmark, final duration, time stamps, and "Completed" badge]

That's it! Your recording is saved. Claudia AI will now work on transcribing everything that was said. This happens automatically in the background—you can close the tab and come back later.

Reading Your Meeting Transcription

After your meeting is recorded, Claudia AI listens to the audio and writes out everything that was said. This written record is called a "transcription." Here's how to find and read it:

How Long Does Transcription Take?

The transcription isn't instant—it takes a few minutes for Claudia to process the audio. A typical 30-minute meeting might take 3-5 minutes to transcribe. Longer meetings take more time.

Where to Find Your Transcription

1. Go to the contact's page. Navigate to Contacts and click on the person you met with.
2. Scroll down to the "Appointments" section. You'll see a table listing all appointments with this contact.
3. Find the row for your meeting. Look for the appointment that matches your recording.
4. Click the three-dot menu (⋮). On the right side of that row, you'll see a small menu icon (three vertical dots).
5. Click "View Transcription". This option appears in the dropdown menu.

[SCREENSHOT: The Appointments table on a contact's page, with the three-dot menu open and "View Transcription" highlighted]

Reading the Transcription Panel

When you click "View Transcription," a panel slides in from the right side of your screen. Here's what you'll see:

• Panel title: "Meeting Transcription" at the top
• Speaker segments: The conversation is broken into chunks, showing who said what. It looks like a chat conversation—each person's words appear in separate bubbles or sections.
• Close button (X): Click the X in the top corner to close the panel when you're done reading.

[SCREENSHOT: The transcription panel showing a sample conversation with different speakers' text organized in a chat-like format]

What If There's No Transcription Yet?

If you see "No transcription available for this meeting," don't worry! This usually means one of these things:

• Still processing: The transcription isn't ready yet. Wait a few more minutes and try again.
• No recording: This appointment doesn't have a recording attached to it.
• Very short recording: Recordings under 10 seconds might not generate a transcription.

Tips for Getting the Best Results

Want your transcriptions to be as accurate as possible? Here are some helpful tips:

Before the Meeting

• Test your microphone first. Do a quick 10-second test recording to make sure your microphone is working and picking up your voice clearly.
• Choose a quiet location. Background noise (traffic, fans, other conversations) can make it harder for the AI to understand what's being said.
• Position your computer well. Place your laptop or microphone where it can hear everyone in the room. If you're across a large table from someone, the audio might be too quiet.

During the Meeting

• Speak clearly and at a normal pace. You don't need to talk slowly, but try to speak clearly without mumbling.
• Try not to talk over each other. When multiple people talk at the same time, it's hard for the AI to separate the voices. Taking turns speaking gives better results.
• Avoid tapping on the table or shuffling papers. These sounds can interfere with the recording.

Common Questions & Troubleshooting

"I clicked Start Recording but nothing happened"

This usually means your browser didn't get permission to use the microphone. Here's what to do:

1. Look for a message that says "Microphone access required" in red text.
2. Check if your browser showed a permission popup that you accidentally dismissed.
3. Try refreshing the page (press F5 or click the refresh button) and click "Start recording" again.
4. When the permission popup appears, make sure to click "Allow".

If you previously clicked "Block" or "Deny": You'll need to reset the permission in your browser settings. Look for a small camera or microphone icon in your browser's address bar—clicking it often lets you change the permission.

[SCREENSHOT: Browser address bar showing the microphone/camera icon that allows changing permissions]

"The recording says 'Failed'"

Sometimes recordings can fail due to internet connection issues or other technical problems. Here's what to do:

1. Look for a red "Try Again" button on the screen.
2. Click "Try Again" to reset everything.
3. Make sure you have a stable internet connection.
4. Try starting a new recording.

If this keeps happening, please contact our support team and let them know what you were doing when it failed.

"I don't see 'View Transcription' in the menu"

The transcription option only appears for appointments that have a recording. Make sure:

• You actually recorded a meeting for this appointment.
• The recording completed successfully (showed the green "Completed" status).
• You're looking at the correct appointment.

"The transcription is blank or says 'No transcription available'"

A few things could cause this:

• Still processing: Transcriptions take several minutes. Wait 5-10 minutes and check again.
• Recording was too short: Very brief recordings (under 10 seconds) might not generate transcriptions.
• Audio quality issue: If the microphone couldn't pick up clear audio, the transcription might fail. Try recording in a quieter environment next time.

"Can I delete a recording?"

If you need to delete a recording, please contact our support team. They can help you remove any recordings you no longer need.

"Does this work on my phone?"

This feature is designed for desktop and laptop computers. Mobile phones and tablets may not work correctly for recording meetings.

Browser Compatibility

This feature works best on a desktop or laptop computer with one of these web browsers:

Need More Help?

If you're having trouble with meeting recordings or have questions not covered here, our support team is happy to help! You can reach out through the help chat or email us at support.