Meetings · ReflexWare Docs

Meetings brings your calls and video meetings into your workspace as transcripts, summaries, and action items. You can paste a transcript, push captures from a desktop app or browser extension, or host a multi-party video room and turn it into a recording when it ends. This guide covers the All meetings list, capture devices, and Hosted rooms.

Who this is for

Anyone who runs client calls or internal meetings and wants a searchable record with AI notes. Viewing requires the leads: read permission; creating meetings, rooms, and capture devices requires leads: update.

Where to find it

Select Meetings in the left menu. It has two pages:

Page	What it's for
All meetings	Every meeting recording — transcripts, summaries, and capture devices.
Hosted rooms	Create video rooms, share join links, and end a room to produce a recording.

All meetings

The list shows each meeting's title, where it came from, when it was created, the detected intent, and a status badge:

Status	Meaning
PENDING	Created but not yet processed.
PROCESSING	Being transcribed and summarized.
READY	Summary, action items, and transcript are available.
FAILED	Processing hit an error (open the meeting to see the message).

The list refreshes itself every few seconds while you watch it.

Sources

A meeting's source tells you how it arrived:

Source	Where it came from
Upload	Created by hand from the New meeting dialog.
Desktop capture / Chrome extension	Pushed in by a capture device you minted.
Hosted room	Produced when a hosted room was ended with recording on.
AI video meeting	A meeting hosted by one of your AI Agents.
Call bridge	Bridged from a phone call log.

Creating a meeting from a transcript

Select New meeting.
Enter a Title.
Paste notes or a full transcript into Transcript. If you leave it empty, the meeting stays Pending until a capture device supplies audio or a transcript for it.
Tick the consent box to confirm all parties agreed to being recorded where the law requires it. Always capture consent before recording.
Select Create & process. The meeting opens in the detail panel as soon as it's created.

Reading a meeting

Select a meeting to open its detail panel. Depending on what's been processed you'll see:

Intent — the meeting's detected purpose.
Summary — an AI-written summary.
Action items — a bullet list of follow-ups.
Speakers (turn-based) — the transcript split into turns with timestamps. These labels come from pauses in the audio, not voice identification, so they may not map to specific people.
Transcript — the full text.

With leads: update you also get these buttons:

Button	What it does
Media Studio	Available once the meeting is READY. Generates chapters, clip candidates, and visual chapters (see below).
Copy intelligence brief	Available once READY. Copies a markdown brief (summary, actions, visual chapters, related knowledge) to your clipboard.
Reprocess	Queues the meeting for processing again.
Delete	Removes the recording after a confirmation.

Media Studio

After selecting Media Studio, a panel shows Chapters, Clip candidates (with the reason each was suggested), and Visual chapters from the Visual Vault, if any. From there you can:

Copy show notes — copies show-notes markdown to your clipboard.
Copy SOP draft — copies a draft standard-operating-procedure in markdown, meant for human review before adding it to your Knowledge Base.
Export first clip — exports the first suggested clip; you'll see a confirmation when it's saved or queued.
Sync Visual Vault — creates or refreshes the meeting's keyframe document in the Visual Vault.

Capture devices

Capture devices let a desktop app, browser extension, or your own script push recordings into your workspace using a token.

Select Capture devices.
Enter a Device name (for example, "MacBook Pro / Chrome — Jordan") and choose a Kind: Desktop, Chrome extension, or API / script.
Select Mint device token.

The token is shown once — copy it now and store it in the client; the dialog also shows the endpoint the device should send captures to. Minted devices appear in a strip above the meeting list with their key prefix and status. For an active device you can Rotate (issues a new token, shown once) or Revoke it.

Hosted rooms

Hosted rooms are multi-party video rooms your team hosts. Anyone with the link can join, and ending the room can produce a meeting recording.

At the top of the page two badges tell you what your workspace supports: whether live video is on, in simulate mode, or off, and whether AV archive is ready (the video is archived and transcribed when a room ends) or notes only (only the notes you type at the end become the transcript).

Creating a room

Select New room.
Enter a Title.
Leave Create Conversation OS recording when ended ticked if you want a meeting recording produced when the room ends.
Select Create.

Managing rooms

Each room shows its title, room name, and status — SCHEDULED, LIVE, ENDED, or CANCELLED — plus a Rec on badge when recording is enabled (it changes to Recording while the archive is capturing). Actions:

Action	What it does
Link	Copies the public join link.
Open	Opens the room in a new tab so you can join it.
End	Ends the room and, if recording was on, creates a meeting recording. You can paste optional notes or a rough transcript first; they seed the transcript immediately. With AV archive ready, the video is archived and transcribed as well.
Cancel	Cancels the room without producing a recording.

Only the host should end a room from this page — that's what turns it into a recording. Ended and cancelled rooms can no longer be joined.

Joining a room

Participants open the join link, enter their name, and select Join room. By joining they acknowledge the organizer may record the session when recording is enabled. The browser asks for camera and microphone access; if a device is unavailable they stay in the room without it.

In the room, the header shows the title, how many people are present, your organization's name, and whether recording may be on. Participants can mute, turn their camera off, and Leave. The room name is the secret — share the link only with the people who should be there.

Permissions

Viewing meetings and hosted rooms requires leads: read.
Creating meetings, minting capture devices, creating and ending rooms, and using Media Studio actions require leads: update.

See Account & Team.

AI Agents — meetings hosted by an AI agent.
Knowledge Base — where SOP drafts and the Visual Vault live.
CRM — leads your meetings are linked to.