Skip to main content

​
Meeting Minutes

When an event is recorded, Transparency Hub Network automatically generates meeting minutes using AI — saving hours of manual note-taking.

​
How It Works

1

Connect a Meeting Provider

First, connect at least one meeting provider. Go to Settings → Meeting Integrations and click Connect on Google Meet, Zoom, or Microsoft Teams.Meeting Integrations settings showing provider cards for Zoom, Microsoft Teams, and Google MeetOnce connected, the provider card shows your email and connection date. See Meeting Providers for detailed setup instructions.
2

Schedule a Recorded Event

When creating an event, paste a meeting link and toggle Record and Generate Minute. Select the connected meeting provider and a bot will be automatically scheduled to join.Event creation modal showing Record and Generate Minute toggle with Zoom selected as the meeting providerA notice confirms: A bot named “Transparency Hub Notetaker” will join your meeting to record. All participants will be notified.
3

Bot Joins the Meeting

At the scheduled time, Transparency Hub Notetaker joins the meeting as a participant and begins recording.Transparency Hub Notetaker in a Zoom meetingAll participants will see the bot as an attendee.
4

AI Processing

After the meeting ends, the recording and transcript are processed automatically:
  • Recording uploaded to Azure Blob Storage
  • Transcript sent to Google Gemini AI for analysis
  • AI generates structured meeting minutes
5

Admin Notification

Once the minutes are generated, all association admins receive a notification that the meeting minutes are ready for review.
6

Review & Edit

Minutes appear in the Minutes section once processing is complete (typically within 15-30 minutes). Click on a minute entry to review and edit.

​
Architecture

The meeting bot system uses a multi-provider architecture to support Google Meet, Zoom, and Microsoft Teams: Meeting Bot Architecture Diagram Flow:
  1. Admin creates an event with recording enabled
  2. Backend schedules a bot via Attendee.dev (our bot service provider)
  3. Bot joins the meeting at the scheduled time and records
  4. After the meeting, Attendee.dev sends a webhook with transcript and recording URLs
  5. Backend downloads and stores the recording in Azure Blob Storage
  6. Transcript is sent to Google Gemini AI to generate formatted minutes
  7. Minutes are saved and displayed on the event page

​
Viewing Minutes

Navigate to Minutes in the sidebar to see all generated meeting minutes. Each entry shows:
  • Title
  • Date
  • Adopted status
Click on an entry to view the full minutes.

​
Editing Minutes

Click Edit on any minute entry to open the editor. The Edit Minutes modal provides two editable sections: Edit Minutes modal showing Motion/Summary and Full Text editors with AI-generated content Motion / Summary — The AI-generated structured minutes including:
  • Meeting Overview
  • Key Discussion Points
  • Decisions Made
  • Action Items
  • Motions & Resolutions
  • Next Steps
Meeting Minutes (Full Text) — The complete transcript with speaker labels and timestamps. A notice at the bottom indicates: This transcript was automatically generated and may contain errors. Both sections use the Quill rich text editor with formatting options:
  • Text styles (Normal, Heading, etc.)
  • Bold, italic, underline
  • Ordered and unordered lists
  • Code blocks
Review AI-generated minutes for accuracy before sharing. While the AI captures most content correctly, nuanced discussions may need manual adjustment.

​
PDF Transcripts

Export meeting minutes or the full transcript as a PDF:
  1. Open the meeting minutes
  2. Click Export → PDF
  3. Choose between Minutes (structured summary) or Full Transcript (verbatim)
The PDF includes the event title, date, attendees, and your association’s branding.

​
Supported Providers

ProviderBot NameStatus
Google MeetTransparency Hub Notetaker✅ Supported
ZoomTransparency Hub Notetaker✅ Supported
Microsoft TeamsTransparency Hub Notetaker✅ Supported

​
Access

All members of the association can view meeting minutes for any event. There are no restrictions — minutes are visible to every member to promote transparency.