Meetings

Meetings is where Everpaper records, transcribes and summarizes your conversations. Recording and transcription happen on your Mac, and recordings are never uploaded. Each finished meeting is saved to your Library so you can come back to it.

Start a recording#

• Meetings page: click Record on the Record a meeting tile.
• Today: click Record now on the Next meeting card. The recording is named after your next calendar event if there is one.
• Hotkey: press ⇧⌘M from any app; press it again to stop. Change it in Settings → Meetings → Meeting hotkey.
• Menu bar: click the Everpaper icon and choose Start Recording.
• Index: press ⌘K and choose Begin meeting (it reads End meeting while you're recording).
• Calendar: Everpaper can remind you or start recording when a meeting begins. See Calendar Auto-Start.

Everpaper needs Screen & System Audio Recording access (that is how macOS lets it hear the call) and, unless you chose System Audio Only, Microphone access. If one is missing, it opens the right pane of System Settings. Keep Everpaper in your Applications folder, or macOS won't remember the grant.

Let the other people know you're recording. If the speech model isn't on your Mac yet, your first meeting downloads it; the audio is recorded either way.

Audio and meeting settings#

In Settings → Meetings:

A Mac with no microphone records system audio only.

The live panel#

Click the floating pill to open the meeting panel. There are no tabs: your notes are on the left and the live transcript is on the right.

The top row shows RECORDING or PAUSED, the elapsed time and a live waveform (it reads ROOM QUIET when nobody is talking). On the right: Mute mic (Microphone + System Audio only), Pause / Resume, and Stop recording. Pausing leaves no gap: the saved audio plays back seamlessly.

Notes. Type as the meeting runs; your notes save as you go. The flag button (for example Add 3:42, showing the current time) stamps the recording time into your notes.

As we go. Below your notes, the As we go digest keeps track of topics (with minute marks), decisions, open questions and next steps. It first appears after about two minutes of conversation and refreshes at most every three minutes. It needs an AI provider and pauses while your Mac is saving power.

Live Transcript. Captions appear a few seconds after people speak. When the panel is narrow, the transcript moves to a bar along the bottom. When several people share your Mac's own microphone, the live transcript shows them all as Me; the saved transcript separates them.

Discard. The trash icon next to Stop recording asks Discard Recording? before throwing away everything captured so far.

Ask during a meeting#

At the foot of the live transcript, type in Ask about what's been said… to ask your AI provider about the conversation so far and your notes. Without a provider you'll see Ask needs an AI provider and an Open Settings button. The conversation carries over to the saved meeting's Ask tab.

The floating pill#

While a meeting is active, a small pill floats on top of every app.

• Hover to show Pause and a separate Stop button.
• Click to open the panel while recording; after you stop, a click shows the transcription progress or opens the saved meeting.
• Right-click for Stop, Pause / Resume, Open and Cancel… (Cancel asks before deleting the recording). After the meeting is saved, right-click offers Open Meeting and Dismiss.

After a meeting#

When you press Stop recording, Everpaper finishes transcribing on your Mac and saves the meeting to Recent meetings on the Meetings page.

A recording stopped within its first five seconds isn't kept (That wasn't long enough to keep.). If Everpaper quits or your Mac restarts mid-meeting, the audio isn't lost: the Meetings page lists it under Needs attention, marked Stopped mid-recording, with a Recover button. Recovery re-transcribes the whole recording and can take several minutes.

A saved meeting opens on four tabs: Transcript (⌘1), Overview (⌘2, with the summary and templates), Ask (⌘3, to keep asking about the meeting) and Speakers (⌘4). The toolbar has Copy, Export (Plain Text, Markdown, SRT subtitles, WebVTT or JSON), Audio (saves the recording as an .m4a file) and More (to-dos, re-analysis, Rename…, Name from Calendar Event). Press ⌘F to find words in the transcript. In the Library, each row also has Save Transcript… and Save Audio….

To bring in a transcript from another tool, click Import Transcript… on the Meetings page and choose a WebVTT (.vtt) file; no audio is needed.

Everyday or Detailed#

Choose how meetings are transcribed in Settings → Speech → Meetings. Everyday (the default) is fast: live captions and speaker labels as you talk. Detailed re-listens to the whole call after you stop, so results take longer but are more thorough; it needs a one-time download of about 2 GB. If you pick Detailed before it's set up, meetings use Everyday until it is.

To redo one meeting, open it and choose More → Re-analyze Audio, Re-analyze with the Detailed model (slower), or Re-analyze with… to pick a model.

The automatic summary#

When an AI provider is set up, each finished meeting gets a Summary card, marked Automatic, on its Overview tab. Everpaper writes one for meetings from the last 7 days with more than a few minutes of talk (about 4,000 characters of transcript), and for any older meeting when you open it. It waits about half a minute for speaker names and the title to settle, and never runs while you're recording. Once it's there, it replaces the As we go digest. A local provider keeps it on your Mac. With a cloud provider, it waits until you turn on Allow cloud AI to analyze your journal in Settings → AI & summaries.

Templates and marked prompts#

On the Overview tab, Generate runs a template on the meeting: Open Threads, Commitment Register, Decision Rationale, Meeting Memo, Risk Review, Follow-Up Letter or Perspective Matrix.

On the Meetings page, the After each meeting card has the switch Run marked prompts automatically (sends the transcript to your AI provider). It's off by default. When it's on, every template marked Auto-run runs as soon as a meeting finishes; Meeting Memo is marked out of the box. Use Edit Prompts… to add prompts, to pin, hide or mark them, or to reset the built-ins.

Speaker names#

On a saved meeting's Speakers tab, click Name this speaker to name a voice, or Forget name to undo. Everpaper fills in some names itself, and says where each came from:

• from the calendar invite: a one-to-one call whose invite lists exactly one guest.
• recognised from an earlier meeting: a voice you named before.

Everpaper remembers a voice only after it has a name. To stop it, turn off Remember voices between meetings in Settings → Privacy → Voices, storage & journal controls; that deletes every stored voice. If two labels are the same person, the merge card asks whether They're the same person.

Hiding speakers#

• Hide my voice from this transcript: a link at the top of the transcript removes your turns from view; Show my voice brings them back.
• Hide from transcript: on the Speakers tab, hide any speaker. Hidden speakers appear in a Hidden section with Unhide and Unhide all.

Hiding survives re-analysis. It changes only what this meeting's transcript shows: Copy, Export, Audio and the meeting's Summary still include everyone. To remove a recording, delete the meeting.

To-dos from a meeting#

With an AI provider set up, Today's focus on the Today page picks up action items from your recent meetings by itself. To pull them from one meeting yourself, for example after fixing the transcript, open it and choose More → Extract To-Dos into Today. Each to-do is labeled with the meeting it came from.

Privacy#

Recording and transcription run entirely on your Mac, and recordings are never uploaded. AI features (live Ask, the As we go digest, the automatic Summary, templates, marked prompts and to-do extraction) use the AI provider you set up. A provider on your Mac keeps everything local. A cloud provider receives meeting text only after you turn on Allow cloud AI to analyze your journal in Settings → AI & summaries. Before anything is sent, secrets such as API keys and card numbers are removed, and email addresses, phone numbers and names it detects are replaced. See AI on your Mac.

Recording laws differ by place. Tell people when you're recording them.