AI Meeting

Scenario Overview

AI Meeting mainly addresses several problems: “difficulty following meetings, slow note-taking, and time-consuming post-meeting organization.” It is especially suitable for cross-language meetings, multi-person sync meetings, overseas communication, and formal meetings that require records. It can not only convert the meeting process into subtitles in real time, but also connect the original text, translation, and minutes into a complete workflow after the meeting ends, making it convenient for in-meeting understanding, post-meeting review, and content distribution.

The business scenarios it can cover include:

• Cross-language discussions: When foreign colleagues are speaking, quickly view subtitles and understand simultaneously.
• Multi-person discussion meetings: Listen while viewing key content to reduce the risk of missing information.
• Meeting minutes organization: Preserve the meeting process for convenient post-meeting traceability and minutes generation.
• Historical review and distribution: After the meeting, view the original text as needed, export subtitles, or share content with those who did not attend.
• Instant record output: During the meeting, you can pause, end, or generate minutes at any time, reducing post-meeting backfill costs.

Prerequisites

Before use, it is recommended to confirm the following conditions:

1. AI Meeting is installed and opened.
2. You have logged in through a platform account or AAD.
3. You have confirmed that the system audio and microphone devices are available to avoid having no input source after starting.
4. You have ensured that this meeting allows recording or subtitle processing.
5. If you want to review historical meetings, there must already be recorded meeting data.

Steps

1. Log in and enter the homepage

1. Install and open AI Meeting.
2. Click “Log in via platform”.
3. Log in using a platform account or AAD.
4. After successful login, enter the homepage, where you can directly see the “Start” entry and recent meeting records.

2. Start real-time subtitles and translation

1. On the homepage, click “Start” to enter the recording interface.
2. First select the translation engine, system audio source, and microphone source to ensure that meeting audio can be captured correctly.
3. Then set the meeting source language, subtitle translation language, page display language, and font size for easier on-site reading and follow-up organization.
4. After enabling “Real-time Translation,” the system will continuously convert current speech into bilingual subtitles, suitable for listening while reading.
5. During the meeting, you can click pause, continue, end, or minimize at any time to flexibly control the process according to the meeting pace.

On the recording page, the top area centrally displays the timer, translation language, display mode, and control buttons for quick switching. The subtitle area below displays both the original text and translation at the same time, making it suitable for multi-person meetings, cross-language communication, or scenarios requiring side-by-side verification.

Recording interface function descriptions:

No.	Feature	Description
①	Meeting source language	Can be auto-detected
②	Subtitle translation language	Select the subtitle translation language from the dropdown
③	Page display language	Bilingual / Original only / Translation only
④	Real-time translation toggle	When disabled, meeting content is recorded without translation (due to model limitations, currently only Alibaba 听悟 model is supported)
⑤	Participants and speakers	Add meeting participants and bind them to speakers (due to model limitations, currently only Alibaba 听悟 model is supported)
⑥	Audio source	Select the system and microphone audio sources
⑦	Font size	Set the subtitle text size
⑧	Translation engine	Select the appropriate engine based on translation needs
⑨	Pause	Pause recording
⑩	Stop	End recording; meeting minutes can be generated
⑪	Mini-window mode	The recording interface becomes a transparent floating window with adjustable opacity
⑫	Minimize	Minimize the window; it will be hidden in the taskbar

3. Generate meeting minutes

1. After recording ends, click stop, and the system will pop up the end recording window.
2. If you need to retain the meeting results, select “Generate Minutes (Recommended)”; if you only want to save the current content, select “End and Save”.
3. After entering the minutes generation popup, fill in the title, select a template, and confirm the output language.
4. After clicking “Generate,” the system will organize meeting minutes based on the transcription content and remind you that AI-generated content requires manual review.
5. After generation is complete, you can continue viewing the minutes body or export and distribute it later.

The minutes page supports switching between “Transcription” and “AI Minutes”: the former is used to view the original transcription and translation segment by segment, while the latter is used to quickly browse the structured summary. The upper-right corner also provides operations such as regenerate, historical versions, font size adjustment, and export, making it convenient to process content according to different usage scenarios.

4. View historical meetings

1. On the homepage, click “Recent Notes” to enter historical meetings.
2. Select a meeting detail.
3. On the detail page, view historical translations, switch languages, and switch between bilingual/original/translated views.
4. When needed, you can regenerate minutes and export PDF, Word, or Markdown as required.
5. If a record has already generated minutes, the homepage card will display “Minutes Ready” for quick identification of available content.

The history list simultaneously displays the meeting name, language direction, duration, time, and minutes status, making it suitable for tracing recently processed meetings. After entering the details, you can switch directly from transcription to minutes, or save different views through the download button to reduce repetitive organization.

Usage Boundaries

• You must be logged in and have corresponding meeting records to view historical content.
• Before the meeting starts, it is best to confirm device permissions and input sources; otherwise, real-time subtitles may have missing words or blank sections.
• Subtitle translation quality is affected by the meeting source language, audio quality, and speech clarity.
• Generated minutes are suitable for organizing meeting conclusions, but not for directly replacing formally approved minutes that require manual confirmation.
• When the network or permissions are restricted, real-time recording and historical synchronization may be affected.

Value

• Helps users instantly understand speech in different languages during meetings.
• Reduces the cost of manually organizing minutes and to-dos after meetings.
• Makes meeting content easier to review, trace back, and distribute.
• Improves the efficiency of cross-language collaboration and formal meeting record-keeping.

Settings

The meeting details page and settings page also provide several commonly used configurations, which are suitable for being standardized before formal use:

• Interface language: Can be switched between English and Simplified Chinese for use in different language environments.
• Theme: Supports Light, Dark, and System to adapt to different office scenarios and system appearances.
• Font size: Small, Standard, and Large are available to adjust reading comfort during long meetings.
• Brand color: Supports switching between different brand theme colors, and the interface will maintain an overall consistent visual style.
• Auto stop: Automatically ends the current recording when there is no new speech for a long time, suitable for temporary interruptions or scenarios where no one is speaking.
• Keep awake: Keeps the computer from sleeping during recording to avoid accidental interruptions during meetings.
• Diagnostic logs: Logs for a specified date range can be exported to facilitate troubleshooting of audio, transcription, or synchronization issues.

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