Live Transcription and AI Minutes

Live Streaming Plus, Live Transcription and AI Minutes work together to help organizations capture meeting discussions and streamline the minutes creation process. By using Live Transcription and AI Minutes together, administrators can significantly reduce the time required to produce meeting minutes while maintaining a clear and accurate record of meeting discussions.

What is AI Minutes?

AI Minutes uses the meeting transcript to generate draft minutes for agenda items. The generated content can help administrators prepare minutes more quickly while maintaining consistency across meetings.

Key Benefits

Accelerates the minutes preparation process.
Provides a structured summary of meeting discussions.
Reduces administrative effort.
Allows administrators to review, edit, and finalize minutes before publication.

Enabling Transcription and Minutes AI in a Meeting Template

To capture meeting transcriptions within agenda items, Transcription must first be enabled in the applicable Meeting Template. Administrators can also enable Minutes AI to generate AI-assisted meeting minutes from the captured transcript.

To enable Transcription and Minutes AI:

Navigate to Navigation > Meeting Templates.
Select the meeting template you wish to configure and choose Edit Template.
Select Configure Meeting Settings.
Open the General tab.
Enable Transcription.
(Optional) Enable Minutes AI to allow AI-generated minutes to be created from meeting transcripts.
Save your changes.

Note: Transcription and Minutes AI settings are configured separately within each Meeting Template. Enabling these features in one template does not automatically apply them to other templates.

Enabling Streaming and Recording

In order for Live Transcription to extract text from Live Streaming video, Administrators will need to ensure that the Streaming and Recording are toggled on.

Using the Active Item Toggle During the Meeting

The Active toggle must be toggled on each agenda item to ensure data from the livestream is captured and included in the meeting transcript. If the active item toggle is not activated in meeting, the transcript will not be captured in real time. As a result, AI Minutes cannot be generated, as they rely on the transcript data collected during the livestream.

Note: Administrators will need to ensure that the Active item toggle has been toggled on for each item in order for Live Transcription to extract from the Live Stream to the Agenda item.

Transcription Tab

Live Transcription automatically captures meeting discussions in real time, creating a timestamped transcript as the meeting progresses. Administrators can review , verify speaker identification, and use the transcript as the basis for generating AI-assisted minutes, helping reduce manual note-taking and accelerate post-meeting work.

The Transcription Tab is responsible for displaying the speaker name, timestamps and the text extracted in English only from the video.

Note: At the current time, Transcription text cannot be exported and will remain in the site.

Searching the Transcript

Administrators can search the complete transcript for particular keywords. To search, type in a search term to generate

Assigning Speakers Names

To assign a name that will pull from the attendee group, click the Options menu and click Edit Speakers Name to select from the attendee group.

Adding a Speaker Manually

To capture a speaker who is not part of the attendee list (i.e. member of the public), Administrators can enter the name in the text box and it will apply that value to all spots where that selected Speaker is found in the transcript.

Types of AI Minutes in eScribe

When generating AI Minutes from meeting transcripts, administrators can choose the format that best suits their organization's minute-taking requirements.

Summary Minutes

Summary Minutes provide a concise overview of the discussion, highlighting the key points, decisions, and outcomes for each agenda item.

Action-Oriented Minutes

Action-Oriented Minutes focus on decisions, motions, votes, and assigned tasks rather than detailed discussion.

Detailed Minutes

Detailed Minutes provide a more comprehensive record of the discussion captured in the transcript, including key viewpoints, questions, and supporting context.

Generating AI Minutes

Open the meeting.
Confirm that transcript text is available under the Transcription tab.
Navigate to the Meeting tab.
Select Generate Minutes.
Review the AI-generated draft minutes.
Make any necessary edits or corrections.
Save and finalize the minutes according to your organization's review and approval process.

Reviewing Generated AI Minutes

After generating AI Minutes, administrators can review the draft and decide how they would like to proceed.

Accept

Select Accept if the generated minutes accurately reflect the discussion.

Result:

The AI-generated minutes are applied to the agenda item.
Administrators can continue editing the minutes as needed before finalizing and publishing.

Decline

Select Decline if the generated minutes are not suitable.

Result:

The generated draft is discarded.
No minutes are added to the agenda item.
Administrators can generate a new set of AI Minutes if desired.

Regenerate

Select Regenerate to create a new version of the AI-generated minutes.

Result:

A new draft is generated using the available transcript data.
The previous draft is replaced with a newly generated version.
Administrators can review the new draft and choose to Accept, Decline, or Regenerate again.

In Meeting Options - Referral and Copy Features

Note: If an Administrator chooses to Duplicate an agenda item or Refer an item to a future meeting, any transcription captured for the original agenda item will not be carried forward. The duplicated or referred item will be created without the existing transcription text, and a new transcription will only be captured if transcription is enabled and the item is discussed during the subsequent meeting.

Viewing the Post-Meeting Package with AI Minutes

Once AI-generated minutes have been reviewed and Accepted, they are added to the associated agenda items and can be included in the post-meeting package.

To View the Post-Meeting Package

Open the completed meeting.
Confirm that AI-generated minutes have been Accepted and applied to the agenda items.
Generate the Post-Meeting Package using your organization's standard package generation process.
Review the package to verify that the accepted minutes appear under the appropriate agenda items.

Note: Only AI-generated minutes that have been Accepted will appear in the agenda items and be included in the post-meeting package. Minutes that are Declined or awaiting review will not be published.

Editing Minutes Content

After AI Minutes have been accepted and added to an agenda item, Administrators can further refine the content using the built-in text editor in eScribe.

Common formatting updates may include:

Applying bold formatting to highlight key decisions or motions.
Adding headings to organize content and improve readability.
Creating bulleted or numbered lists for action items and discussion points.
Adjusting spacing and paragraph breaks.
Correcting grammar, terminology, or organization-specific language.

Post Meeting Transcription

When Post-Meeting Transcription is enabled, eScribe captures and processes the meeting audio after the meeting concludes to generate a transcript. This transcript can then be used as the source for AI Minutes generation.

To ensure a transcript is created successfully, the required transcription settings and Active toggles must be enabled during the meeting for each agenda item.

FAQs

What must be enabled before a customer can transcribe with AI Minutes?

Real-time transcription requires customers to have the Live Streaming Plus feature included in their subscription. Live Streaming, Transcription, and AI Minutes must also be enabled in the meeting template settings for transcription and AI Minutes to function during the meeting

Can customers use AI Minutes, without live streaming the meeting?

Yes. Customers can upload an MP4, MOV, or MKV of their meeting after the meeting has been conducted to generate their minutes with AI Minutes. Live streaming, Transcription, and AI minutes still must be enabled in the meeting template settings.

How are speakers identified in AI Minutes?

AI Minutes distinguishes between different voices and labels speakers (Speaker 0, Speaker 1, etc.). An administrator can then map each speaker to an attendee. A roll call can help make identification easier.

Can I go back to an earlier agenda item or create an unplanned agenda item and continue transcribing?

Yes. If you activate a previous agenda item or create and activate a new one during the meeting, the transcript will continue recording under that item.

Can Admins correct an agenda transcript and then regenerate the minutes?

Partially. Admins cannot edit the transcript wording, but they can update speaker names. After updating speaker names, Admins can regenerate the minutes to reflect the changes

Does the feature support multiple languages?

AI Minutes currently supports English only. French and other language combinations are considerations for future enhancements.

Can I search meeting transcripts?

Yes, from the Transcript tab. After a meeting concludes, Admins can search the full transcript across all agenda items. During a live meeting, it covers the selected agenda item only. Transcripts are not searchable from the main search bar.

Can we train the AI, and how does AI Minutes match the tone of my minutes?

AI Minutes cannot be trained manually, but it follows your existing style. It uses up to 5 entries from your 3 most recent concluded meeting’s minutes of the same type as a style guide.