---
title: "Create a meeting"
description: "The four ways to start a meeting – audio/video upload, invite bot, live recording, or transcript upload – and how to configure the summary"
canonical_url: "https://meingpt.com/en/docs/platform/summarization/meeting-anlegen"
language: en
---

# Create a meeting

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 | Free text (copy & paste) |

## Audio or video upload

In the sidebar, under **Apps**, click **Meetings**.

Click **+ New meeting**, choose **Upload file**, and open the **Upload audio/video** tab in the dialog.

Drag and drop the file or pick it via the file browser. Limits are listed under [Supported formats & limits](/en/docs/platform/summarization#supported-formats--limits).

The fields are pre-filled with your workspace defaults. You can override them per meeting:
- **Display name:** how the meeting appears in your list
- **Language:** German, English, French, Italian, Spanish
- **Vocabulary:** proper names, technical terms, or abbreviations the transcript should spell correctly (for example: "ifm electronic, KRITIS, KW32")

Click **Upload**. The transcript is generated automatically. While it processes, the status badge reads *Transcribing*.

Once the transcript is ready, you choose the length and components of the summary. More on that under [Adjust the summary](#adjust-the-summary).

**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.

## Invite bot

**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.

Click **+ New meeting** and choose the **Invite bot** entry.

Enter a **meeting name** and paste the **meeting URL**. Google Meet, Microsoft Teams, and Zoom are supported.

Pick **Now** so the bot joins right away, or **Later** with a start time in the future.

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.

### Alternative ways to invite the bot

**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.

**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 (Beta)

**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.

Click **+ New meeting** and pick the **Live recording** entry.

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.

Give the meeting a name (up to 250 characters). You can change it later.

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.

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).

## Transcript upload

If you already have a transcript, you can skip the transcription step.

Click **+ New meeting**, choose **Upload file**, and open the **Upload transcript** tab in the dialog.

Supported formats: VTT, DOC, DOCX, PDF, TXT.

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.

## Adjust the summary

After transcription, you choose how detailed the summary should be and which building blocks it contains.

### Length

| Option | Content |
| --- | --- |
| **Brief** | Concise summary of the most important points |
| **Balanced** | Balanced summary with details and highlights |
| **Comprehensive** | Detailed summary covering all relevant aspects |

**Which one?** "Brief" for a quick overview, "Comprehensive" when the summary should serve as a full protocol.

### Components

You can toggle the following building blocks individually:

- **Executive Summary:** compact overview of main points and decisions
- **Participants:** list of attendees, when identifiable from the transcript
- **Agenda:** structure and topics
- **Action items:** open tasks with owners and deadlines, when discussed

You can select multiple components at the same time.

## Setting language and vocabulary per meeting

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.

### Workspace defaults (admin area)

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

More on administrative settings: [Workspace configuration](/en/docs/admin-guide/workspace-configuration).

**Exception: transcript upload.** This path has no language field (see [Transcript upload](#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.