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4 ways to record in-person meetings with Timeless

Not every meeting happens on Zoom. Here are four ways to capture in-person conversations with Timeless and get full transcripts, summaries, and action items.

Written by Coral Hartman

Not every important conversation happens on a video call. Whether you're in a boardroom, a coffee shop, or a team huddle, Timeless can still capture, transcribe, and summarize what was said.

Here are four ways to record in-person meetings. Pick the one that fits your situation best.

Quick comparison

Method

Best for

Setup needed

Max length

Phone call

Any meeting, anywhere. Hands-free, nothing to install.

Phone number verified on Timeless

Depends on your phone plan

Desktop app

Meetings at your desk with your laptop nearby

Timeless desktop app installed

4 hours

Record on your phone

When you want full control over the file

Any voice recorder app

4 hours (after upload)

WhatsApp bot

Quick capture from your phone, summary sent right back

Phone number verified on Timeless

2 hours

Method 1: Phone call

The simplest option. Call one of our dedicated numbers from your phone, put it on speaker, and Timeless records everything.

First-time setup

Before your first phone call recording, you need to verify your phone number on Timeless:

  1. Go to my.timeless.day/mobile-recorder and enter your phone number (include country code, e.g. +972 123456789 or +1 555 123 4567).

  2. Click Send code and enter the verification code you receive.

  3. Click Verify. You're all set.

Recording a meeting

  1. Dial one of the Timeless recording numbers:

    • Israel: check your Timeless app for the local number

    • US: check your Timeless app for the US number

  2. Put your phone on speaker and place it on the table where it can pick up everyone in the room.

  3. Timeless captures the audio in real time. When the meeting ends, hang up.

  4. Your transcript and AI summary will appear in the meeting space within minutes.

Tips:

  • Speaker mode is essential so Timeless can hear everyone, not just the person holding the phone.

  • Works with any phone, no app needed.

  • Great for impromptu meetings where you don't have your laptop.

Method 2: Desktop app

If your laptop is with you, the Timeless desktop app can record the room audio through your computer's microphone.

  1. Open the Timeless desktop app on your Mac or PC.

  2. Start a new recording or join an existing meeting space.

  3. Make sure your laptop microphone is picking up the room (position it centrally if possible).

  4. Click Record to start capturing.

  5. When the meeting wraps up, stop the recording. Timeless will process it and deliver your summary.

Tips:

  • Position your laptop in the center of the table for the best audio quality.

  • An external microphone can improve pickup in larger rooms.

  • Works great for meetings at your desk or in small conference rooms.

Method 3: Record locally on your phone

Already have a favorite voice recorder app? Record the meeting on your phone and upload the file to Timeless afterward.

  1. Open any voice recording app on your phone (Voice Memos on iPhone, Recorder on Android, or any third-party app).

  2. Hit record and place your phone where it can pick up everyone clearly.

  3. When the meeting is done, stop the recording and save the file.

  4. Open Timeless at my.timeless.day and click the Upload button (the + icon).

  5. Select your recording file and upload it.

  6. Timeless will transcribe and summarize it. You'll find the results in your meeting space.

Keep in mind:

  • Recordings must be at least 1 minute long and no longer than 4 hours.

  • Maximum file size is 2 GB.

  • Supported formats: mp3, m4a, wav, aac, flac, ogg, oga, ogv, webm, mp4, m4v.

  • Timeless will automatically create a calendar event for the recording and give it a title based on the summary.

Method 4: Record with the WhatsApp bot

The fastest way to go from in-person conversation to AI summary, all from your phone. Record a voice memo directly in WhatsApp and send it to the Timeless bot.

First-time setup (takes 2 minutes)

  1. Go to my.timeless.day/mobile-recorder and enter your phone number (include country code, e.g. +1 555 123 4567).

  2. Click Send code. The Timeless WhatsApp bot will send you a verification code.

  3. Enter the code and click Verify.

  4. Save the bot as a contact for easy access. You can download the contact card directly at time.new/contact-card.

  5. Pin the Timeless bot to the top of your WhatsApp chat list so it's always handy.

Recording a meeting

  1. Open WhatsApp and go to your chat with the Timeless bot.

  2. Hold the microphone button to record a voice memo of your meeting (or send a pre-recorded audio file).

  3. Send it to the bot.

  4. You'll get a confirmation message, followed by a short summary with a link to the full meeting space on Timeless.

Keep in mind:

  • Voice memos must be at least 3 minutes long.

  • WhatsApp compresses voice memos automatically, so you can record for up to 2 hours before hitting the 16 MB limit.

  • If you're sending a pre-recorded audio file (not a voice memo), it must be under 16 MB. If it's larger, use a compression tool like this one for iOS or this online tool.

  • The entire flow works 100% from your phone, including the full meeting space with transcript and summary.

Which method should I choose?

  • In a rush, phone in your pocket? Use the WhatsApp bot. Record a voice memo, send it, done.

  • At your desk with your laptop? The Desktop app is the most seamless option.

  • No setup, no app? Use the Phone call method. Just dial in.

  • Want maximum control over the recording? Record locally with your favorite app and upload when you're ready.

All four methods give you the same result: a full transcript, AI-generated summary, speaker identification, and action items in your Timeless meeting space.

Need help? Reach out to us at hey@magical.team. We're happy to help you find the best recording setup for your workflow.

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