In XNote, audio sessions are divided into two types: Meetings and Manual Recordings.
Accessing Meetings
You can reach the Meetings screen in two ways:
- From the Activity tab Tap "See All" in the Activity section to open the full list, then navigate to your meetings.
From the Tabs bar Select "Meetings" directly from the tabs to go straight to the Meetings screen.
2.8.1 Manual Recording
Tap the microphone button in the top-right corner of the Home screen and select "Manual Recording".
During recording, a red status bar appears showing:
- A pulsing red dot
- Recording duration (MM:SS)
- Stop button
Tap Stop to end the recording. The audio file will be automatically uploaded. There is no pause/resume : only start and stop.
Afterwards, if you want to view your recordings, you can go to the Recordings page either by tapping "See All" in the Recordings activity tab or by selecting "Recordings" from the tabs.
2.8.2 Meeting Bot (Send Bot to Meeting)
Send an AI bot to record and transcribe your online meetings.
Supported platforms: Zoom, Google Meet.
To send a bot manually:
1. Tap the microphone button on the Home screen.
2. Select "Send Bot to Meeting".
3. Enter the meeting link. XNote auto-detects the platform (Google Meet, Zoom, or Teams) and shows the provider logo.
4. Optionally set:
- Bot name (default: "XNote Note Taker")
- Transcription language (auto-detect or select from 35+ languages)
- Schedule type: Immediate or Scheduled (with date/time picker)
- Duration: 15, 30, 45, or 60 minutes (filtered by your remaining quota)
5. Tap "Send Bot".
Your remaining audio minutes are shown in the modal. If your quota is depleted, you will be prompted to upgrade.
To schedule a bot for a calendar event:
Toggle the auto-record switch on any upcoming event in the Home screen or Events tab (see 2.12.3). You can also enable auto-record globally for all future meetings in Calendar Settings (see 2.12.4).
The bot status updates in real-time: Bot Ready -> Joining-> Waiting for Host -> Recording. If the bot fails to join or is not admitted, a failure status with an error message will be shown.
2.8.3 Audio Session Detail
Tap any audio session to open the detail screen. The detail screen has three tabs:
Overview Tab:
- Shows the AI-generated summary (see 2.8.4)
- If the upload failed but the file is still on your device, a retry button is shown
- If processing failed, a retry button allows you to re-trigger transcription
- Action items banner shows the count of items remaining to add to Tasks
Notes Tab:
- Shows notebook pages linked to this recording (see 2.8.7)
- Each page shows a thumbnail, notebook name, page number, and a status badge (Auto, Included, or New)
- Tap a page to view it. Long-press for options: view page or unlink from recording
- If new pages were added after the summary was generated, a banner prompts you to regenerate the summary
- Tap "Link Pages" to add more pages
Transcription Tab:
- Shows the full transcript grouped by speaker (see 2.8.5 for renaming)
- Each speaker group shows the speaker name, start timestamp, and spoken text
- Tap any sentence or timestamp to jump to that point in the audio
- The currently playing sentence is highlighted in green with a smooth animation
- A floating "Live" button appears when the active speaker scrolls out of view tap it to auto-scroll back
Audio Player:
A persistent audio player is displayed at the bottom of the detail screen:
- Play/Pause button
- Rewind 30 seconds and Forward 30 seconds buttons
- Scrubber/slider to seek through the audio
- Current time and total duration display
- Playback speed selector: 0.5x, 0.75x, 1.0x, 1.25x, 1.5x, 1.75x, 2.0x
Session Options:
Tap the "..." (more) button in the header to access:
- Rename Title : Change the session title
- Re-transcribe : Re-run transcription with a different template (requires quota)
- Re-summarize : Regenerate the AI summary
- Edit Summary : Edit the summary text manually
- Rename Speakers : Rename identified speakers (see 2.8.5)
- Delete : Delete the recording with confirmation dialog
Share:
Tap the share icon in the header to share the recording (see 2.8.8).
Help:
Tap the session title at the top to open the Audio Session Help page a built-in guide explaining the audio processing pipeline (uploading → transcribing → summarizing → ready), how each tab works, page linking and badges (Auto, Included, New), audio player controls, session options, and frequently asked questions.
2.8.4 Summary & Templates
After a recording is complete, select a summary template to start transcription and AI summary generation.
1. Open the audio session.
2. Choose a template (Default, Meeting Notes, Action Items, etc.).
3. Transcription and summary generation begin automatically.
Available templates include:
- Default (general purpose)
- Meeting Notes
- School Notes
- Lecture
- Interview
- Sales call
- 1:1 Meeting
- Brainstorm
- Action Items
- Key Points
The summary is shown in the Overview tab of the audio session, rendered as formatted text.
To edit the summary:
1. Tap "..." in the header and select "Edit Summary".
2. A full-screen editor opens with the current summary text.
3. Modify the text and tap "Done" to save, or "Cancel" to discard changes.
To regenerate:
- Re-transcribe : Runs transcription again with a new template (uses audio minutes)
- Re-summarize : Regenerates only the summary from existing transcription
2.8.5 Speaker Identification & Renaming
XNote automatically identifies different speakers in the recording (Speaker 1, Speaker 2, etc.).
To rename speakers:
1. Open the audio session.
2. Tap the "..." menu and select "Rename Speakers".
3. For each speaker, you will see sample utterances to help you identify them.
4. Enter the speaker's name and navigate to the next speaker.
5. Tap "Save All" to apply.
Speaker names must be unique.
2.8.6 Action Items
XNote extracts action items from the recording using AI.
Each action item shows:
- Task description
- Assigned person (if identified)
- Due date (if mentioned)
- Priority level (high / medium / low)
Tap the "+" button on an action item to save it to your Tasks (see 2.11). The task will be linked to the source recording. Already-added items show a disabled state. When all action items are added, a checkmark confirms completion.
An action items banner in the Overview tab shows how many items remain to be added.
2.8.7 Link Pages to Recording
You can link notebook pages to an audio session for quick reference.
1. Open the audio session and go to the Notes tab.
2. Tap "Link Pages" or the add button.
3. Select pages from your notebooks.
4. Tap "Link X Pages" to confirm.
Linked pages appear in the Notes tab with status badges:
- Auto : Automatically linked based on writing during the recording
- Included : Included in the AI summary context
- New : Newly added after the summary was generated
To unlink a page, long-press (iOS) or tap the three-dot menu (Android) on the page and select "Unlink".
If pages are added or removed after the summary was generated, a banner will prompt you to regenerate the summary with the updated pages.
2.8.8 Share & Audio Minutes
Share a Recording:
1. Open an audio session and tap the share icon in the header.
2. Select an expiration: 1 day, 7 days (default), or Never.
3. Choose who to notify by email: All attendees, Only me (default), or None.
4. Tap "Create Link".
The shared link includes the AI-generated summary and meeting metadata. The actual audio file remains private and is not included.
Note: A summary must exist and the session must not be processing to create a share link.
Once a link is created, you can:
- Copy the link to clipboard
- Share via the system share sheet
Audio Minutes & Limits:
Transcription uses audio minutes from your plan. For plan details and limits, see 4.1
To view your usage, go to Settings → Subscription → Audio Details. You will see:
- Total remaining minutes
- Monthly limit and usage
- Next reset date
- Add-on minutes balance
When minutes are low:
- Orange warning when less than 5 minutes remain
- If a recording exceeds your remaining quota, you can choose partial transcription or purchase more minutes
- When fully exhausted, a red banner prompts you to get more minutes