How MeetNoteWorks

MeetNote is built for real-world meetings where conversations move quickly and follow-up often gets delayed. Instead of juggling notebooks, scattered voice memos, and half-finished recap drafts, you can run one clear workflow from your phone: capture, transcribe, summarize, review, and share. Below is the exact journey most users follow in the app, including what happens behind the scenes.

Step 1: Create your account

Open MeetNote and choose the Sign Up tab.
Enter:

Full Name
Email
Password
and Confirm Password
then tap Create Account

You can also use:

Sign up with Google
Sign up with Apple

Already have an account? Use the Sign In tab with:

Email
Password
Sign In
Forgot Password? (if needed)

If your workspace requires 2FA, MeetNote automatically continues to the verification step.

What happens in the background:
MeetNote creates/authenticates your account with the backend, initializes your session, and routes you into the main app. If you enable Remember me, session restore is attempted on future app opens.

Step 2: Create your team

SKIP: if you want to try the Free team first which is called "You" Team.

From the bottom navigation, go to Teams.

Tap the floating action button ("+" Create Team button).

Follow the team setup flow:

Choose Your Plan
Choose Billing Cycle
Team Details (Team Name *, optional description, seat count)
Review & Purchase
Tap Subscribe

What happens in the background:
MeetNote validates entitlements, plan/seat rules, and team permissions, then provisions your team and subscription state.

Step 3: Create your project

Go to Projects in the bottom navigation.

Tap the ("+"Create New Project Button).

In Create New Project, fill in:

Project Name
Description
Team
Timeline / priority / budget fields as needed

Tap Create.

What happens in the background:
MeetNote creates a project record tied to your selected team, applies visibility/permission rules, and refreshes project lists.

Step 4: Create your meeting

Open your project by tapping the project card.

On the project meetings screen.

Tap the ("+"Create Meeting Button).

In Create New Meeting, set:

Meeting Title
Description
Date
Start Time
End Time

Tap Create to confirm.

What happens in the background:
MeetNote creates the meeting record, validates timing logic, and prepares version-tracking so audio/transcript history can stay consistent as the meeting evolves.

Step 5: Open meeting and sync versions

Tap the meeting card to enter.
Before the editor opens, MeetNote runs a sync screen with statuses like:

Checking version…
Updating Vx → Vy
Uploading Vn to server…
Finishing meeting on server…

What happens in the background:
MeetNote compares local and server versions, waits for in-flight uploads when needed, and preloads first audio/transcript chunks so you enter a coherent, up-to-date meeting state.

Step 6: Record or upload your meeting audio

On a new meeting, use:

Start Recording
Upload
Test

During active recording you can:

Stop Recording
Pause / Resume
Cancel

What happens in the background:
MeetNote starts microphone capture and live transcription, tracks recorder ownership with heartbeat checks, and stores versioned local artifacts. Upload processing is resilient and non-blocking, with retry/queue behavior for unstable networks.

Step 7: Save and finalize the meeting

When recording is done, expand then tap Save in playback controls.
Confirm in the Save Meeting dialog.

You’ll see:
Meeting saved. Send Minutes of Meeting to mark it completed.

What happens in the background:
MeetNote finalizes transcript and audio, converts audio to finalized format, uploads/version-binds artifacts, and marks the meeting as finalized/locked for editing workflow.

Step 8: Send Minutes of Meeting to complete it

After saving, MeetNote opens Minutes of Meeting:

(Optional) add a custom message
include available attachments/captions
review attendee list
then tap Send Email

You can always come back to this meeting and it will still be here the same way it was before it was last finalized and locked forever so changes can not be made anymore.

What happens in the background:
MeetNote builds the minutes email payload (attendees, transcript, links/signatures), sends via backend email endpoint, updates meeting status to completed, and performs post-completion cleanup of older versions.

Step 9: Repeat

At this point your meeting has moved from created → recorded/uploaded → finalized → emailed → completed.
It is now the completed record of that meeting cycle.

Important notes
Plan tier impacts monthly minutes, retention windows, and translation limits.
Team roles can limit who can create/manage projects and meetings.
If uploads are still processing, MeetNote may wait before opening or fully syncing meeting content to prevent partial states.

FAQs

What if I sign up with Google or Apple, but I already have a MeetNote account with email/password?

MeetNote may prompt you to confirm or link the existing account instead of creating a duplicate. Follow the account-link flow, then continue with the normal team → project → meeting path.

What if my internet drops after I stop recording and before sync completes?

Your audio/transcript state is preserved locally, and upload is queued to retry in the background. When you reopen the meeting, you may see a waiting/sync screen until the server catches up to the latest version.

What if another teammate is already recording in the same meeting?

MeetNote uses a recording lock/heartbeat system to prevent conflicting recordings. If someone else is actively recording, you’ll need to wait until that session stops (or the lock expires) before starting yours.