Overview: Two Ways to Start an In-Person Meeting
Flow | When you’d use it |
Impromptu (ad-hoc) meeting | Spontaneous face-to-face conversation, not already scheduled — you want to start capturing notes on the spot using the Zeplyn platform. |
Scheduled meeting (from Hub) | A meeting previously scheduled in the Hub, now ready to begin — you want to use in-person mic notes tied to the existing meeting record. |
✏️ Impromptu / Unscheduled Meetings
Use this flow when a meeting or conversation wasn’t on your calendar, or you want to start taking notes on the fly.
Open the Zeplyn platform on your computer.
Navigate to the Create button in the top right.
On the Create Note screen:
Enter a meeting title (e.g., “Quick check-in with [Name]”)
Fill in attendees
Set the meeting type (e.g., Client, Internal, Other)
Toggle Consent received ON
Once consent is on, tap Start to begin capturing notes via the microphone.
During the conversation, you can Pause / Resume or Reset the recording if needed.
When done, tap Save. This will upload the audio, which Zeplyn will then process into notes, transcript, summary, and action items.
The note will then appear in your Zeplyn dashboard and can be edited, reviewed, shared, or synced to CRM.
📅 Scheduled / Hub-Based Meetings
If the meeting was pre-scheduled and is listed in your Hub (meetings dashboard), you can use the in-person mic flow directly from the meeting invite in Zeplyn. This ensures the audio and notes are correctly tied to the existing meeting.
Go to the meeting in the Hub in your Zeplyn web app.
Select the scheduled meeting that’s about to begin.
Tap Start In-Person to begin the in-person microphone note-taking flow.
Confirm consent.
Tap Start to begin capturing notes. Use Pause / Resume / Reset as needed.
After the meeting, tap Save to upload and process the audio. The output (transcript, summary, action items) will automatically link to the scheduled meeting’s invite in Zeplyn under Past Meetings in the Hub.
📄 What Happens After the Recording
Once uploaded, Zeplyn’s backend processes the audio and generates a transcript, meeting summary, key discussion points, and action items.
The results are available in your Zeplyn web dashboard under the related client or meeting.
You can review, edit, share, export (PDF), sync to CRM, or email the summary and notes as needed.
✅ Best Practices
Use a good-quality internal mic or external microphone / headset to improve clarity — clearer audio helps generate more accurate notes.
Ensure you have a stable internet connection during upload, and you keep the app open until upload finishes.
Double-check attendee names and meeting metadata (type, client, attendees) before saving — proper context ensures notes, CRM syncs, and action items land correctly.
For additional questions, please reach out to support@zeplyn.ai.