Meetings with transcripts

A meeting on MFICore is a link you share. Whoever opens it confirms an email address once, waits for you to let them in, and joins a video call. When the call ends, everyone who was in it is emailed a transcript that says who said what, plus a short written summary.

Nobody needs an account.

Setting one up

Meetings are a bundle — a set of pages, forms, tables and workflows you import into a site — not a switch in the dashboard. Import Meetings with transcripts from your site's Import / export panel, then work through the setup steps it lists:

1. Buy a media server for the site. That is the piece that actually carries audio and video.
2. Point the mediaInstanceIds variable at it under Automation → Variables. Use a list if you have more than one — a single media server is a single point of both capacity and failure.
3. Turn the workflows on. Imported workflows always arrive switched off, on purpose. Check that Finalise ended meetings is scheduled as well as enabled: it is the one that produces transcripts.

If your operator has not configured the transcription service, meetings still record and the email still arrives — it just says there is no transcript. Ask them if that is not what you want.

Running a meeting

You create one on the site's Meetings page. You give it a title and your email, and get a link back.

People you share it with enter the code and their email, receive a six-digit code, type it in, and land in the meeting's waiting room. The code is a one-time thing per address per device: someone who joins your meetings often only does it the first time.

You let them in. Arrivals wait until you admit them, so a link that gets forwarded further than you intended does not put a stranger in the room. You can also mute someone, remove them, or end the meeting for everyone.

In the call you have camera and microphone toggles, screen sharing, and a text chat. m mutes, v toggles your camera and s starts or stops a share. A shared screen takes over the main area and the faces move to a strip, which is what you want when somebody is walking through a document.

Before you join, you get a preview of your own camera and the option to join muted or with your camera off. Deciding that beforehand is a lot better than scrambling for the button afterwards.

Recording is not optional

Every meeting is recorded and transcribed, and everyone in it sees a notice saying so for as long as it is running. That is how the transcript gets made, so there is no way to switch it off from inside a meeting — if you want an off-the-record conversation, do not have it here.

Two things worth being clear about:

• Telling people is not the same as having their consent. Recording-consent law varies, and some places require every person's agreement. The on-screen notice is a disclosure, not a legal opinion. Whether recording your particular meeting is lawful is your call to make.
• The transcript goes to everyone who joined. That is the point of asking for an email address and confirming it. Tell people what the meeting is before you invite them.

What happens afterwards

When the last person leaves, the meeting is finalised within a minute or two:

• The recording is stopped and stored.
• Each person's audio is transcribed separately, then the lines are interleaved in the order they were said. That is why the transcript can say who spoke — it is not guessing from the sound of voices.
• A model writes a summary and picks out action items and decisions, using only what is in the transcript.
• Everyone gets an email with the summary and the full transcript.

The transcript takes a few minutes to arrive on a long call. Transcription is real work, and a four-person hour is four hours of audio to get through.

If something goes wrong, you still get an email. A meeting where the recording failed, or where only some speakers could be transcribed, sends a recap saying exactly that rather than nothing at all. A transcript that is missing a person is marked as partial, because one that quietly leaves somebody out reads exactly like a complete record of a conversation that did not happen that way.

Where the data lives

Recordings are kept for 90 days by default and then deleted from every server they reached. The separate per-speaker audio, which only exists so the transcript can be made, is deleted as soon as the transcript exists. Speech is transcribed on your operator's own hardware and is not sent to an outside transcription service.

Transcripts themselves are stored in your site's own datastore, so what happens to them after that is up to you.

When it goes wrong

"This site has no media server running." The mediaInstanceIds variable is empty or points at something that is not running. Setup steps 1 and 2.

People join but can't hear each other. Almost always a network one. Calls need a relay server (TURN) to work across some home and office networks; ask your operator whether one is configured.

No transcript in the email. Either transcription is not configured on the cluster, or nobody unmuted — there is no audio to transcribe in a meeting where everyone stayed silent.

The meeting never finalises. Check the Finalise ended meetings workflow is enabled and scheduled. It runs every minute and does nothing when there is nothing to do.