AI Notetaker

Aura's AI Notetaker is your automatic meeting recorder. It joins your video calls, captures everything that's said, and generates transcripts—so you can focus on the conversation instead of taking notes.

How It Works

┌─────────────────────────────────────────────────────────────────────────┐
│                        AI NOTETAKER FLOW                                 │
└─────────────────────────────────────────────────────────────────────────┘

  Meeting              Notetaker           Recording            Processing
  Starts                Joins              Active               Complete
    │                    │                   │                     │
    ▼                    ▼                   ▼                     ▼
┌─────────┐         ┌─────────┐         ┌─────────┐          ┌─────────┐
│Scheduled│────────▶│  Join   │────────▶│ Record  │─────────▶│ Upload  │
│ Time    │         │  Call   │         │ + Trans │          │ + Store │
└─────────┘         └─────────┘         └─────────┘          └─────────┘
                         │                   │                     │
                         ▼                   ▼                     ▼
                    Appears as          Captures audio        Media ready
                    participant         Transcribes live      Transcript done
                                       Identifies speakers    AI analysis starts

Automatic Join

When Notetaker Joins

The Notetaker automatically joins calls that:

• Were scheduled through Aura booking links
• Have a valid video conference link
• Are within the scheduled time window

Join Timing

• Joins a few minutes before scheduled time
• Waits for host/participants
• Starts recording when meeting begins

Supported Platforms

During the Call

What Notetaker Does

Records everything:

• Full audio capture
• Video recording (where permitted)
• Screen shares (if shared)

Transcribes in real-time:

• Speech-to-text conversion
• Speaker identification
• Timestamp tracking

Stays unobtrusive:

• Joins silently
• Minimal interface presence
• No interruptions

What You See

The Notetaker appears as:

• "Aura Notetaker" participant
• May show camera off icon
• Recording indicator visible

Participant Experience

Your prospect sees:

• Notetaker as a participant
• Standard "recording" notification
• Professional appearance

After the Call

Media Processing

When the call ends:

1. Upload: Recording uploaded to secure storage
2. Processing: Audio/video optimized
3. Storage: Encrypted at rest
4. Access: Signed URLs generated

Timeline: 1-5 minutes typically

Transcript Generation

Processing steps:

1. Speech recognition: Audio to text
2. Speaker diarization: Who said what
3. Timestamps: When things were said
4. Formatting: Clean, readable output

Timeline: 2-10 minutes typically

Events Triggered

Recording Features

Audio Quality

• High-fidelity capture
• Noise reduction
• Clear voice separation

Video Capture

• Participant video feeds
• Screen share capture
• Layout preservation

Speaker Identification

Notetaker identifies speakers:

• By name (from participant list)
• By voice pattern
• Labeled in transcript

Accessing Recordings

From Call Details

1. Open the completed call
2. Click Watch Recording
3. Video player opens

Player Features

• Play/pause/seek
• Speed control (0.5x - 2x)
• Jump to timestamp
• Full screen

Transcript View

Alongside video:

• Synchronized transcript
• Click to jump to moment
• Search within transcript
• Copy text

Transcript Features

Format

[00:00:15] John (Host): Thanks for joining today. I wanted to learn more about your current challenges.

[00:00:28] Jane (Guest): Sure, we've been struggling with our current solution because...

[00:01:45] John (Host): That's helpful context. Let me show you how we approach that...

Capabilities

Accuracy

Transcription accuracy depends on:

• Audio quality
• Speaker clarity
• Background noise
• Technical terminology

Typical accuracy: 90-95%

Privacy & Consent

Recording Notification

When Notetaker joins:

• Platform shows recording indicator
• Participants are informed
• Standard recording consent applies

Your Responsibility

Ensure compliance with:

• Local recording laws
• Company policies
• Customer agreements

Best Practice

Many teams inform prospects:

• In booking confirmation
• At call start
• In terms of service

Troubleshooting

Notetaker Didn't Join

Check:

1. Valid video conference link?
2. Call scheduled through Aura?
3. Meeting time correct?
4. Integration connected?

Solutions:

• Verify calendar sync
• Check Zoom/Meet integration
• Manually verify link works

No Recording Available

Check:

1. Did meeting actually occur?
2. Was Notetaker present?
3. Has processing completed?

Solutions:

• Wait for processing (up to 15 min)
• Check call status
• Contact support if stuck

Poor Transcript Quality

Causes:

• Bad audio quality
• Multiple speakers talking
• Heavy accents
• Background noise

Improve:

• Use quality microphones
• Reduce background noise
• Speak clearly
• One person at a time

Notetaker Was Rejected

Some meetings reject bots:

• Security settings block
• Host removed Notetaker
• Platform restrictions

Solutions:

• Adjust meeting settings
• Allow recording bots
• Check platform permissions

Configuration

Organization Settings

Configure Notetaker behavior:

• Auto-join vs manual
• Recording preferences
• Transcript settings

Per-Call Override

For specific calls:

• Disable recording
• Adjust settings
• Manual controls

Storage & Security

Where Data Lives

• Recordings: Encrypted cloud storage
• Transcripts: Secure database
• Access: Signed URLs (temporary)

Retention

• Default: Based on plan
• Configurable: Organization settings
• Deletion: On request or policy

Access Control

• Only team members with access
• Signed URLs expire
• Audit trail for access

API Access

Get Recording URL

query GetCallRecording($id: ID!) {
  call(id: $id) {
    id
    recordingUrl
    transcriptUrl
    recordingDuration
  }
}

Get Transcript

query GetCallTranscript($id: ID!) {
  call(id: $id) {
    transcript {
      segments {
        timestamp
        speaker
        text
      }
    }
  }
}

Best Practices

For Quality Recordings

• Use good microphones
• Minimize background noise
• Ensure stable internet
• Keep video on if possible

For Useful Transcripts

• Speak clearly
• Avoid talking over others
• Say names when helpful
• Summarize key points verbally

For Team Success

• Review recordings for coaching
• Share key moments
• Learn from top performers
• Build a library of good calls

Next Steps

• AI Analysis - What happens after transcription
• 7-Stage Framework - Call scoring methodology
• Analytics - Team performance from calls