The four ways to start a meeting – audio/video upload, invite bot, live recording, or transcript upload – and how to configure the summary
In the meetings overview, click + New meeting. A dropdown menu opens with three entries: Live recording, Invite bot, and Upload file. Upload file opens a dialog with three tabs to choose from:
Path
When to use
Formats
Invite bot
You want a bot to join your online meeting and record it for you
Google Meet, Microsoft Teams, Zoom (meeting link)
Live recording(Beta)
You want to record directly from the browser, without an external tool
Saves locally and uploads in parallel
Upload audio/video(tab under "Upload file")
You have a recording from Teams, Zoom, a dictation device, or a camera
MP3, MP4, WAV, M4A and more
Upload transcript(tab under "Upload file")
You already have a finished transcript (e.g. from Teams Live Captions)
VTT, DOC, DOCX, PDF, TXT
Paste text(tab under "Upload file")
You already have the transcript text and want to paste it directly instead of uploading a file
Vocabulary: proper names, technical terms, or abbreviations the transcript should spell correctly (for example: "ifm electronic, KRITIS, KW32")
Upload and transcribe
Click Upload. The transcript is generated automatically. While it processes, the status badge reads Transcribing.
Configure the summary
Once the transcript is ready, you choose the length and components of the summary. More on that under Adjust the summary.
Note
Video without a soundtrack? The audio track is extracted from a video before transcription. If the file carries none, the upload stops with "This file has no audio track" — upload a video or audio file with sound instead.
Menu entry not selectable? The Invite bot menu entry always appears, but it can be disabled — depending on whether the feature is part of your plan or a workspace admin has switched it off. The reason is shown right on the menu entry.
Start a new meeting
Click + New meeting and choose the Invite bot entry.
Enter the meeting details
Enter a meeting name and paste the meeting URL. Google Meet, Microsoft Teams, and Zoom are supported.
Choose when
Pick Now so the bot joins right away, or Later with a start time in the future.
Schedule the bot
Confirm with Schedule (or Join now). The bot joins the meeting automatically, records it, and then triggers transcription and summarization just like the other ways to start a meeting.
You can find a scheduled bot under Meetings today on the overview page, where you can also cancel it. Once the recording is done, it appears as a regular meeting entry.
Invite by email. Instead of filling out the form, you can add bot@meingpt.com directly as a participant on a calendar invite (Google Meet, Microsoft Teams, or Zoom). Important: send the invite from the email address you use to sign in to meinGPT — that's the only way we can match it to your account.
Calendar auto-join. In your personal bot settings, connect your Google or Microsoft 365 calendar and turn on Auto-join meetings — the bot then automatically joins matching meetings, with no manual invite needed. Under Which meetings, you can restrict this to all meetings, internal-only, or external-only.
Note
Neither option showing up? A workspace admin must enable Allow invite-by-email and/or Allow calendar auto-join under Settings → Meeting Settings before they become available.
Live recording is in beta. Browser recordings are new and we are still hardening them for every device and connection. Until then, we recommend running an additional recording on your phone or another device. That way, if something goes wrong here, you do not lose the meeting.
Choose live recording as source
Click + New meeting and pick the Live recording entry.
Allow microphone access
The browser will ask once for microphone permission. The dialog then shows a microphone selector (e.g. MacBook Air microphone (Built-in)) and a level meter ("Listening"). Use it to verify before you start that the correct microphone is active and audio is coming in.
Set a meeting name
Give the meeting a name (up to 250 characters). You can change it later.
Optional: advanced settings
Under Advanced settings, you can set Recording language and Vocabulary for this meeting. Both fields are pre-filled from your org defaults and can be overridden per meeting.
Start and stop the recording
Click Start recording. A local backup keeps running in the browser, while the audio is uploaded to the platform in parallel. Pausing does not end the recording. Only when you click Stop is the transcription triggered and the hours billed (1.00 EUR per hour).
If you already have a transcript, you can skip the transcription step.
Choose transcript as source
Click + New meeting, choose Upload file, and open the Upload transcript tab in the dialog.
Upload the file
Supported formats: VTT, DOC, DOCX, PDF, TXT.
Optionally name it and start the summary
A display name is optional — leave it empty and the meeting is called Untitled transcript, which you can rename later. Then continue directly to the summary configuration.
Alternative: paste text. Instead of uploading a file, you can switch to the Paste text tab in the Upload file dialog and paste the transcript text directly. The rest of the flow (naming, summary configuration) is identical to the file upload.
You set the language and vocabulary when you create each meeting. Both fields apply only to that meeting. Vocabulary affects transcription quality only. Language affects both transcription quality and the language of the generated summary (Executive Summary, Participants, Agenda). Every user can choose both fields freely per meeting.
So you don't have to retype them every time, workspace admins can define defaults for the whole workspace under Settings → Meeting Settings. These are pre-filled as a suggestion when you create a new meeting. As a user, you can still override them per meeting at any time without changing the defaults.
Default language: for example German for a German team
Default vocabulary: recurring proper names, product names, or abbreviations
Exception: transcript upload. This path has no language field (see Transcript upload). Here, the workspace's default language setting sets the summary's language directly - with no display and no way to override it for that meeting. If no default language is set, German is used.