Record notes or a meeting held elsewhere

Not every conversation happens in a PlexiiMeet meeting. PlexiiMeet gives you three other ways to keep a record of one:

• Record notes records your microphone. Use it to talk through your thinking, or to record a conversation with the people around you.
• Record external records a call you are holding in another app on this computer, such as Zoom, Teams or Google Meet, or a meeting in the room with you.
• Add a meeting from notes adds a meeting without a recording, for notes you type or a transcript you paste.

A recording becomes a full meeting record, just like a PlexiiMeet meeting: it is transcribed on this computer, summarised, and checked for commitments. See Meeting wrap-up and records.

Before you start

• Allow your microphone. The first time you record, your computer may ask you to let PlexiDesk use the microphone. On a Mac, see Allow microphone, camera and screen recording on a Mac.
• To hear the other side of a call, PlexiDesk records this computer's sound as well as your microphone. On a Mac this may need Screen & System Audio Recording to be allowed for PlexiDesk.
• Set up AI for the summary. Sign in to use PlexiDesk credits, or add your own Anthropic API key. See AI credits and where your AI runs.
• Plans. Recording notes and external meetings is part of every plan.

Record notes

1. In the side menu, under Apps, click Meet in the PlexiiApps group.
2. Click Record notes at the top of the page. The Record window opens with Record notes selected.
3. Type a title. If you leave it blank, the recording is saved as Notes, or with the name of the desk you attach.
4. Optional: under NOTES, write what this is about or anything you already know. Your notes go into the meeting's record word for word.
5. Optional: click Attach a desk or work item, then find and pick a desk. A Staged badge shows the recording will land on that desk. Click the desk's name again to detach it.
6. Click Start recording, or press Enter.

While you record, the top of the page shows the microphone's level and a red Stop recording button. When you have finished, click Stop recording. The wrap-up opens and turns the recording into a meeting.

When you attached a desk, the meeting's record and transcript go on that desk. Otherwise the wrap-up makes a new desk for the meeting.

Record a meeting held elsewhere

1. Start the call in its own app, or sit down for the meeting in the room.
2. In PlexiiMeet, click Record external. The Record window opens with Record external selected.
3. Type a title. If you leave it blank, it is saved as External meeting.
4. Under WHERE, choose:
   • A call on this Mac to record your microphone and this computer's sound, so both sides of the call are heard. In the transcript you are labelled You and the other side Them.
   • In the room to record your microphone only. Nothing else playing on the computer is recorded.
5. Optional: under NOTES, write anything you already know. It goes into the record as your own words.
6. Click Start capturing, or press Enter.

A dark bar appears at the bottom of the window and stays there until you stop, wherever you go in PlexiDesk. It shows Recording, the title and the time so far, and says what is being heard:

• Your mic + this machine’s audio — transcribed on this machine, never uploaded. Both sides of the call are being recorded.
• Plexii can hear you, not them — system audio unavailable, mic only. Only your microphone is being recorded, because you chose In the room or the computer's sound could not be recorded.

When the meeting is over, click Stop on the bar. The wrap-up opens.

Mark a moment

While the bar is showing, click the flag on it, or press ⌘ Shift M on a Mac or Ctrl Shift M on Windows, to mark the moment. The flag shows how many you have marked. Each moment is listed with its time in the notes document saved with the meeting.

Record a call booked on your calendar

When a meeting on your calendar has a video link pasted in, its block has a record button, Record this external meeting. Click it when the call starts and the recording begins straight away, with no window, recording your microphone and this computer's sound. A meeting that repeats keeps its history, so the next one shows what was Carried from last time. See Calendar in Plexii and Meetings from your Google or Outlook calendar.

Add a meeting from notes

Use this for a meeting nobody recorded, or one whose transcript you already have.

1. In PlexiiMeet, click the notes button beside Message. Its tooltip reads Add a meeting from notes.
2. A meeting named New meeting is added to the top of the list and opens. Click the title and type a new one.
3. In the Overview tab, write the summary under Summary.
4. To keep a transcript, paste it into Plain transcript text.

Your changes are saved when you click away. The meeting is marked Notes only, or Transcript pasted once it has a transcript.

A meeting added from notes is not transcribed or analysed, so it has no timeline, speakers, analytics or found commitments. See Meeting wrap-up and records.

Keys in the Record window

When the microphone is not working

PlexiDesk listens to the microphone for a moment before it starts. If something is wrong, the Record window stays open and says why:

If the microphone goes silent while you record, the level is replaced by No sound is reaching Plexii, with a Microphone settings link.

Tips

• Write your notes first. A line or two under NOTES about who is in the meeting and what it is for leads the record, in your own words.
• Attach the desk you are working on. With Record notes, attaching a desk puts the record, transcript and commitments straight onto it.
• Recording a call while you work elsewhere. The Record external bar stays on screen across PlexiDesk, so you can keep notes in a document while the call runs.
• Book external calls on your calendar. A pasted video link gives you the record button on the block, and a repeating meeting then keeps track of what is still open from last time.

Common questions

Do the other people on the call know I am recording? Not from PlexiDesk. Record external does not ask them, so tell them yourself. In a PlexiiMeet meeting, everyone is asked first. See Recording, consent and transcripts.

Why does the transcript say Them rather than people's names? The other side of the call reaches PlexiDesk as one sound, so it is labelled Them. PlexiDesk does not guess names.

Does the audio leave my computer? It is transcribed on this computer and kept there for as long as Keep meeting audio says. See Meeting wrap-up and records.

How is this different from the Transcribe widget on Home? The Transcribe widget records your microphone for quick dictation. To keep a meeting, with a summary and commitments, use PlexiiMeet. See Transcribe widget.

Related tasks

• Meeting wrap-up and records
• PlexiiMeet: meetings
• Recording, consent and transcripts
• Meetings from your Google or Outlook calendar
• Allow microphone, camera and screen recording on a Mac