Does Meeting Notes join Zoom, Google Meet, or Teams automatically?
No. Meeting Notes doesn't integrate with Zoom, Google Meet, or Teams and won't join calls automatically. It's designed for in-person meetings, recorded directly from your laptop or phone. To capture an online meeting, export the transcript from your meeting tool after the call and upload it to Programa. Zoom, Google Meet, Otter, and Granola all let you export transcripts in a format Programa supports.
Can I upload an audio recording from another tool?
Not at this stage. Programa accepts transcript files only, not audio files. If you have a recording in Zoom, Otter, or another tool, export the transcript from that tool and upload the transcript file to Programa instead.
Note: Supported upload formats: TXT, Markdown, VTT, PDF, DOCX, and RTF — up to 20 MB per file.
Can I record from my phone?
Yes. Open Programa in your phone’s browser, navigate to the project or use Quick Meeting in the sidebar, and select Start Recording. Mobile recording is designed for site walks and in-person meetings.
For the best results, switch off voice isolation, noise cancellation, and auto-lock on your phone before you start recording. You can switch them back on once the recording has stopped. See Getting Started with Meeting Notes for where to find these settings.
My recording finished but the transcript is empty or only captured a few words. Why?
This usually happens when the phone's voice isolation or noise cancellation filtered out the conversation. These features are designed to keep only the voice closest to the phone and treat everything else as background noise — so speech from across a room, or audio coming out of another device's speaker, can be stripped out entirely. The app shows that it's recording, but the microphone is effectively hearing silence.
Audio that was never captured can't be recovered. To avoid it, switch off voice isolation, noise cancellation, and auto-lock before you start recording, and place the phone close to whoever is speaking.
What happens if I navigate away from the meeting page while recording?
If you leave the meeting page, Programa will show a prompt letting you know your recording is about to pause. To keep the recording running while you use the rest of the app, open a new browser tab rather than navigating away in the same tab.
What happens if my phone locks during a recording?
Locking your phone screen, switching to another app, or receiving a call may interrupt the recording. To avoid this, disable auto-lock on your phone before starting a recording and avoid switching apps while recording is in progress. If a recording is interrupted, Programa will process whatever audio was captured.
Can I run two meetings at the same time?
No. Programa allows one active recording per user account. Stop the current recording before starting a new one. The active recording is always visible in the sidebar widget.
Who can see my meetings?
By default, all team members assigned to the project can view your meetings. The meeting owner can give the whole team edit access or remove access entirely from the Share meeting panel.
For full details on managing team access, see How to manage your Meeting Notes.
Can clients see Meeting Notes?
Yes — you can publish a meeting to the Client Dashboard or share it via a public web link.
For step-by-step instructions, see How to share your Meeting Notes with clients online.
Can I move a meeting to another project?
Yes. Started a meeting in the wrong project? Open the meeting, or click the three dots next to it in the Meetings list, and select Move meeting. Two things happen when you move it: the meeting disconnects from any tasks linked to Project Management and those tasks are removed from Project Management, and any clients the meeting is shared with lose access. Programa will warn you before the move goes ahead.
For full details, see How to manage your Meeting Notes.
Do I need to tell people they’re being recorded?
Yes. We recommend always asking for consent before transcribing others. Depending on where your meeting participants are located, you may need to get consent from participants in meetings prior to using Meeting Notes to transcribe.
My summary doesn’t look right. What should I do?
If your summary doesn’t look right, you can ask Programa to regenerate it. Open the meeting and click the retry summary button.
How long does the summary take?
Most summaries are ready within a few minutes of stopping a recording. Longer recordings take a little longer, and processing status is visible in the Meetings list.
Can I delete a meeting after it’s been summarised?
Yes. Open the Meetings list, find the meeting, and select the three dots to delete it. Deleting a meeting permanently removes the recording, transcript, summary, and all attached files. This cannot be undone.
Need more help with Meeting Notes? Contact our Support team via live chat for personalised assistance.