XNote Web supports audio recording through the Meeting Bot and calendar integrations. Manual microphone recording is not available on web use the mobile app for that.
The Meetings page shows all your audio sessions in a responsive grid (1-3 columns). You can search sessions by title. Each card shows the provider logo, title, status badge, duration, and task count. Color-coded audio minute cards at the top show your remaining quota (green = 30+ min, blue = 6-30 min, yellow = 1-5 min, red = depleted).
In the sidebar, audio features live under the Voice group: Meetings (this section), Meeting Status (3.10.8), Uploads (3.10.9), and Guide (3.10.10).
3.10.1 Meeting Bot (Send Bot to Meeting)
Click "Send Bot" on the left header
1. Enter the meeting link. XNote auto-detects the platform (Google Meet, Zoom, or Microsoft Teams) and shows a provider badge with a checkmark when the URL is valid.
2. Optionally set:
- Bot name (default: "XNote Note Taker"). This name will appear in the meeting participant list.
- Transcription language: Auto Detect (default) or select from 14 languages.
- When to join: "Join Immediately" (default) or "Schedule for Later" with a date/time picker and duration (15, 30, 45, or 60 minutes).3. Click "Send Bot".
Your remaining audio minutes are shown in the dialog with color-coded status. If your quota is depleted, the Send Bot button is disabled.
If a bot is currently active in another meeting, an amber warning explains that you need to stop it first. If a bot is scheduled for another meeting, a blue info message notes it will be cancelled and will rejoin automatically after the new bot finishes.
On success, a green checkmark with "Bot is joining!" (or "Bot scheduled!") is displayed.
3.10.2 Audio Session Detail
Click any audio session to open the detail page. The detail page has parts:
Overview Part:
- Shows the AI-generated summary with markdown rendering (see 3.10.3)
- Audio player with waveform, progress bar, play/pause, and current time / total time display
- Speaker selector dropdown
- Action items section with count badge (see 3.10.5)
Transcript Tab:
- Full transcript grouped by speaker with colored dots
- Each segment shows speaker name (clickable to rename see 3.10.4), timestamp (clickable to seek audio), and spoken text with word-level highlighting during playback
- Click any word or timestamp to jump to that point in the audio
Notes Tab:
- Shows notebook pages linked to this recording (see 3.10.6)
- Page thumbnails with status badges (Auto, Included, New)
- Hover over a page to reveal the remove button
- "Link Pages" button to add more pages
Session Header:
- Session title (click to edit inline)
- Meeting provider logo and duration
- Options menu (three dots): Delete, Download, etc.
Share:
Click the share link button to share the recording (see 3.10.7).
3.10.3 Summary & Templates
After a recording is complete, select a summary template to generate the transcript and AI summary.
1. Click "Generate" on the recording.
2. Choose a template from the dropdown (Default, Meeting Notes, Action Items, etc.).
3. The summary appears in the main area, rendered as formatted markdown text.
To edit the summary: Click "Edit" to switch to a textarea. Modify the text and click "Save", or "Cancel" to discard.
To regenerate: Click the regenerate button to re-trigger summarization with the current or a different template.
3.10.4 Speaker Identification & Renaming
Speakers are automatically identified as Speaker 1, Speaker 2, etc., with unique colored dots.
To rename a speaker:
1. Click the speaker name in the transcript.
2. A rename modal appears with the current name and an input field.
3. Enter the new name and click "Save".
The name updates across the entire transcript instantly.
3.10.5 Action Items
If action items are extracted, a count badge appears in the Overview tab.
Each action item shows:
- Task description with checkbox
- Assigned person (if identified)
- Due date (if mentioned)
- Priority level (high / medium / low)
- "Add to Tasks" button
Click "Add to Tasks" on an action item to save it to your Tasks (see 3.13). When all action items are added, a completion indicator appears.
3.10.6 Link Pages to Recording
Link notebook pages to a recording for context.
1. In the Notes tab, click "Link Pages".
2. A modal opens with your notebooks listed on the left (collapsible). Click a notebook to show its pages as a thumbnail grid (2-4 columns).
3. Click pages to select them. Selected pages show a blue border and checkmark.
4. Status badges appear on each page:
- Auto : Automatically linked based on writing during the recording
- Included : Included in the previous AI summary context
- New : Newly selected, not yet included in the summary
5. Click "Link X Pages" to confirm.
A page counter shows how many pages are selected (e.g., "3 pages selected").
If pages are added or changed after the summary was generated, a banner prompts you to regenerate the summary with the updated pages.
3.10.7 Share & Audio Minutes
Share a Recording:
1. Open an audio session and click the share link button.
2. Select an expiration:
- 7 days (default)
- 30 days
- 1 year
- Never
3. Optionally enable email notification to share with attendees.
4. Click "Create Share".
The shared link includes the AI-generated summary. The audio file remains private.
Once a link is created, you can:
- Copy the link to clipboard
- Open the link in a new tab
- Revoke the link to disable access
A "Shared Links" dropdown in the bottom-right shows all active shares for this recording, with copy, open, and revoke options for each.
Audio Minutes & Limits:
Audio minutes are shared across bot recordings and calendar recordings.
Each card shows the exact remaining minutes and quick action buttons: "View Plans" or "Add More Minutes".
To get more minutes, upgrade your plan or purchase add-on minutes from Settings -> Subscription.
3.10.8 Meeting Status
The Meeting Status screen (Voice → Meeting Status) tracks the live and recent state of your recording bots in one place. A red dot appears on the sidebar item whenever a bot is active.
Ongoing. Bots that are currently working appear at the top with a live status such as Recording or Joining, a Live badge, and a control to stop the bot.
Sessions list. Below, all recording sessions are grouped by week. Filter with the toggles; Ongoing, Completed, Needs Transcription, Failed or click All. Search by title or keyword, switch between list and grid view, and sort weeks by date or titles within each week.
Retry. If a bot failed for a retryable reason, a Retry button lets you send it again.
When there are no sessions, the screen shows "No recording sessions yet."
3.10.9 Uploads
The Uploads screen (Voice → Uploads) lists voice recordings captured and uploaded from the XNote mobile app .For example, in-person meetings or lectures recorded on your phone. Each upload is automatically transcribed and summarized.
Sessions are grouped by week, each showing a processing status Uploading…, Transcribing…, Summarizing…, Needs Transcription, Needs Summary, Completed, or Failed. Filter with the Completed / Needs Transcription / Failed toggles (or All), search by title or keyword, switch between list and grid view, and sort by date.
Click any upload to open its detail view, where the transcript, AI summary, speakers, and action items work exactly like a meeting recording (see 3.10.2–3.10.5).
When the list is empty, the screen shows "No uploads yet . Use the XNote mobile app to record and upload voice recordings."
3.10.10 Guide
The Guide screen (Voice → Guide, also reachable via How it works in the Note Taker panel) explains how XNote's meeting bot works end to end. It covers:
- Auto-Record Meetings: how to enable automatic recording and the required Calendar settings.
- Supported platforms: Google Meet, Zoom, and Microsoft Teams.
- During the meeting: how the bot joins, records all attendees, and the controls available at any point.
- After the meeting: viewing the recording, transcript, summary, and Shared Links.
Use this screen as a quick reference when setting up automated meeting notes for the first time.