User Guide mytranscript

Please note this is the User Guide - for tennant admins (key-users) there is additional documenten which can be found here: xxx

1.0 Introduction and key concepts

mytranscript is an AI-powered meeting assistant. It records your meetings, transcribes what was said, identifies who spoke, and produces a clear summary with action items. Because your organization uses OTYS, the notes from a meeting are written back to the related candidate or contact in OTYS, so your records stay up to date without manual copy-and-paste.

This chapter explains what the product does, how it fits into your OTYS workflow, and the core concepts you will see throughout the rest of this guide.

What mytranscript does for you

• Records online meetings (Microsoft Teams, Google Meet, Zoom) by sending a note-taking bot into the call.

• Records in-person meetings through your phone or laptop using the mobile app.

• Converts the recording into a written transcript with speaker names.

• Generates an AI summary, key points, and action items.

• Classifies the meeting and adds tags (for example, "General Screening" or "Vacancy Intake Session").

• Lets you play back the video or audio in sync with the transcript.

• Lets you share meetings with colleagues internally and with people outside your organization through a secure link.

• Syncs the summary and action items to the related candidate or contact in OTYS.

How mytranscript fits into the OTYS workflow

mytranscript is designed to sit alongside OTYS:

1. You sign in to mytranscript using your OTYS account (see "Signing in from OTYS").

2. When you record a meeting with a candidate or contact, mytranscript can match the participants to the matching records in OTYS.

3. Once the meeting is processed, the summary and action items are written as a note on the candidate's or contact's record in OTYS.

4. From a meeting in mytranscript you can open the linked candidate or contact directly in OTYS.

This means your meeting notes live in two places: the full experience (video, transcript, summary) in mytranscript, and a concise written record on the right person in OTYS.

Online meetings versus in-person meetings

mytranscript supports two kinds of meetings.

• Online meetings. These take place on Teams, Google Meet, or Zoom. You give mytranscript the meeting link, and a bot joins the call to record it. See "Recording online meetings".

• In-person meetings. These are face-to-face conversations. You record the audio directly on your phone or laptop using the mytranscript app. See "Recording in-person meetings".

Both kinds end up in the same "Meetings" list and go through the same processing to produce a transcript, summary, and action items.

The meeting lifecycle

Every meeting moves through a series of statuses. Understanding these helps you know what to expect at each stage.

A typical online meeting flows from Scheduled to Recording to Processing / Transcribing / AI Review and finally to Completed. Processing usually takes a few minutes after the meeting ends.

A note on terminology

Throughout this guide, mytranscript is the application you are reading about. OTYS is your recruitment system. A "bot" or "note-taker" is the automated participant that joins online meetings to record them. A full list of terms is in the "Glossary".

2.0 Signing in from OTYS

mytranscript uses your existing OTYS account, so you do not need a separate password. This chapter explains the main way to sign in (OTYS Single Sign-On), the email code fallback, and how sessions and signing out work.

OTYS Single Sign-On (the primary way in)

Single Sign-On (SSO) means you sign in once in OTYS and are then allowed into mytranscript without entering another password.

To open mytranscript from OTYS:

1. Sign in to OTYS as you normally do.

2. Click your profile picture to expand the quick navigation. And click “mytranscript”

3. You are taken to mytranscript and signed in automatically.

The first time you sign in this way, mytranscript creates your user account based on your OTYS profile. Your name and email come from OTYS, so make sure your OTYS account has a valid email address.

If your OTYS account does not have an email address, sign-in cannot complete. You will see a message asking you to add an email address to your OTYS user account and try again.

The email login code (fallback)

If you need to sign in directly at the mytranscript login screen rather than through OTYS, you can request a one-time login code by email.

1. Go to the mytranscript login screen.

2. Enter your email address and choose Send login code.

3. mytranscript sends a 6-digit code to your email.

4. Enter the code and choose Verify.

A few things to know about the email code:

• The code is valid for a short time only. If it expires, choose Resend code.

• Check your spam folder if the email does not arrive.

• The email address must already be known to mytranscript. If you have never signed in through OTYS before, mytranscript will not recognize your email. In that case, sign in through OTYS first.

• If your account has been deactivated, you will not be able to sign in. Contact your organization administrator.

Sessions and staying signed in

After you sign in, mytranscript keeps you signed in for a period of time so you do not have to authenticate on every visit. If your session expires, you will be asked to sign in again. When that happens, the easiest path is to open mytranscript from OTYS again.

Signing out

To sign out:

1. Open the user menu in the top corner of the screen (your name or profile icon).

2. Choose Sign out.

3. Confirm when prompted.

Signing out of mytranscript does not sign you out of OTYS. If you are on a shared or public computer, sign out of both applications.

3.0 First-Time onboarding

The first time you use mytranscript, a short onboarding flow introduces the product and lets you set a few personal preferences. It only takes a few minutes, and you can change everything later in "Settings".

What onboarding covers
The onboarding walkthrough welcomes you to your organization and shows what mytranscript does:

• Your meetings, automatically transcribed.

• AI-generated transcripts and summaries.

• Automatic recording rules that decide which meetings get recorded.

You are then guided through a few simple choices.

Steps you may see
The exact steps depend on how your organization has set things up, but as a regular user you can expect:

1. Welcome. A short introduction to mytranscript and your organization.

2. Preferences. Pick your interface language and your theme (light, dark, or follow your system setting). See "Personal settings" for details.

3. Connect your calendar. Optionally connect your work calendar so upcoming meetings appear automatically and can be recorded. You can choose I'll do this later. See "Calendar integration".

4. Recording rules. A short explanation of how recording rules decide which meetings are recorded, and the option to choose a personal rule. See "Personal recording rules".

5. You're all set. A confirmation screen. Choose Go to meetings to start using mytranscript.

You can change everything later
Nothing in onboarding is final. Every choice you make can be adjusted afterwards:

• Language and theme are in "Settings" under Preferences.

• Your calendar connection is in "Settings" under Calendar.

• Your personal recording rules are in "Settings" under Personal Rules.

If you skipped onboarding or want to revisit the walkthrough, you can preview it again from "Settings"; nothing you do in the preview is saved.

4.0 The meetings list

The "Meetings" list is the home screen of mytranscript. It shows all your meetings, lets you find a specific one, and is where you start recording a new meeting. This chapter explains how to navigate it.

Opening the Meetings list
Choose Meetings in the main navigation. This is also the screen you land on when you sign in.

My meetings and meetings shared with me
Near the top of the list you can switch between two views:

• My meetings. Meetings you created or recorded.

• Shared with me. Meetings that colleagues have shared with you. If nothing has been shared with you yet, this view is empty.

See "Sharing meetings" for how sharing works.

List view and gallery view
You can display meetings in two layouts using the view options:

• List view. A compact row for each meeting.

• Gallery view. Larger cards with a preview thumbnail.

Choose whichever you prefer; mytranscript remembers your choice.

Searching and filtering
To find a specific meeting, use the search box and filters:

• Search. Type part of a meeting title to filter the list.

• Status. Show only meetings with a given status (for example, Completed or Recording).

• Type. Show only Online or In Person meetings.

• Date Range. Limit the list to a period such as Today, This Week, Last 30 days, or a custom range.

To start over, choose Clear All Filters.

Meeting cards and what they show
Each meeting appears as a card or row showing its title, date and time, type, and current status. A small preview (thumbnail) indicates the state of the recording, for example "Not recorded yet", "Recording", "Processing", or "Audio only".
Select a meeting to open its detail view, where you can watch the recording and read the transcript, summary, and action items. See "The Meeting detail view".

Meeting statuses
The status tells you where a meeting is in its lifecycle.

Starting a new meeting
To record something new, choose New Meeting. mytranscript asks what type of meeting you want to create:

• Online — Zoom, Teams, or Google Meet. See "Recording online meetings".

• In Person — a face-to-face meeting. See "Recording in-person meetings".

Paging through results
When you have many meetings, the list shows a page at a time. Use Previous and Next to move between pages. A line such as "Showing 1 - 10 of 100" tells you where you are.

5.0 Recording Online Meetings

For meetings on Microsoft Teams, Google Meet, or Zoom, mytranscript records by sending a note-taking bot into the call. This chapter explains how to add an online meeting, what happens during recording, and what the other participants see.

How online recording works
You give mytranscript the meeting link. At the right time, the bot joins the meeting as a participant, records the video and audio, and leaves when the meeting ends. After that, the recording is transcribed and summarized automatically.

There are two ways an online meeting gets recorded:

• You add it manually, as described below.

• It is picked up from your connected calendar according to your recording rules. See "Calendar integration" and "Personal recording rules".

Adding an online meeting manually

1. On the "Meetings" list, choose New Meeting.

2. Choose Online.

3. Enter a Meeting title (for example, "Intake call with Sarah").

4. Paste the Meeting link. This is the Zoom, Google Meet, or Microsoft Teams link you would normally click to join.

5. Optionally turn on Start recording immediately. With this on, the bot joins the meeting as soon as you create it. Leave it off to record a meeting that starts later.

6. Choose Create Meeting.

The rest of the details (such as the actual duration and participants) are captured automatically while the meeting is recorded, so you do not need to fill them in by hand.

Tips for the meeting link

• Paste the full link, starting with http:// or https://.

• Examples of valid links:

  • A Zoom link such as https://us02web.zoom.us/j/87123456789

  • A Google Meet link such as https://meet.google.com/abc-defg-hij

  • A Microsoft Teams "join meeting" link

• If the link is missing or invalid, mytranscript will ask you to correct it.

What happens after you create the meeting

• If you chose Start recording immediately, the bot joins right away and the meeting moves to Recording.

• If not, the meeting stays Scheduled until its start time, then the bot joins and recording begins.

• While recording, the meeting detail view shows that the bot is present and recording. The transcript and summary appear once recording is complete.

What the other participants see
The bot is a visible, consent-friendly participant:

• It appears in the participant list of the call, just like a person.

• It uses your organization's chosen display name (for example, a name like "AI Note Taker").

• Your organization may configure the bot to post a short chat message when it joins, letting everyone know the meeting is being recorded and transcribed.

Because the bot is visible to everyone, participants always know that notes are being taken. The exact name and chat message are set by your administrator (see the "Organization Admin Guide").

After the meeting
When the meeting ends, the bot leaves and the recording is processed. The meeting moves through Processing, Transcribing, and AI Review, and then becomes Completed. This usually takes a few minutes. You will also receive an email when your meeting is ready (see "Notifications").

If the bot did not record
If a recording did not happen as expected, the meeting detail view explains why, for example:

• The bot waited in the lobby but was not admitted.

• Nobody joined the meeting.

• The bot could not get permission to record.

See "Tips and troubleshooting" for what to do in each case.

6.0 Recording in-person meetings

For face-to-face conversations, mytranscript records the audio directly on your device. This is ideal for in-person interviews and client visits. This chapter explains how to record live, how to install the app on your phone, and what happens when you are offline.

When to use in-person recording
Use in-person recording whenever there is no online meeting link, for example a face-to-face interview or a meeting in a room. Instead of sending a bot into a call, your phone or laptop records the audio of the conversation.

Creating an in-person meeting

1. On the "Meetings" list, choose New Meeting.

2. Choose In Person.

3. Enter a Meeting title.

4. Set the Date & Time of the meeting.

5. Add the Participants. At least two participants are required for an in-person meeting. For each participant you can enter a name, an optional email, a role, and a type (for example, Candidate or Contact). Adding the right people helps mytranscript match them to OTYS later.

6. Choose Create Meeting.

Recording the conversation
Once the meeting is created, you can record the audio:

1. Open the meeting and start recording when you are ready.

2. Allow microphone access if your device asks for it.

3. mytranscript shows the recording time and an audio level indicator so you can confirm it is picking up sound.

4. Use Pause and Resume if you need to take a break.

5. Choose Stop Recording when the meeting is finished.

After you stop, you can choose Upload & Transcribe to send the recording for processing, or Discard Recording to delete it. Once uploaded, the meeting is transcribed and summarized just like an online meeting.

Good recording habits

• Make sure your microphone is enabled on your device.

• Keep your device close to the people speaking.

• Recordings can be up to 4 hours long.

Uploading an existing audio file
Instead of recording live, you can upload an existing audio file. Supported formats include MP3, WAV, MP4, WebM, and OGG.

Installing the app on your phone (PWA)
mytranscript can be installed on your phone or tablet as an app, which makes in-person recording quick to start. It is a Progressive Web App (PWA), so you install it from your browser rather than from an app store.

1. Open mytranscript in your phone's browser.

2. Use your browser's menu and choose the option to add the app to your home screen (the exact wording varies by browser and device).

3. Open mytranscript from the new icon on your home screen.

Recording when you are offline
mytranscript is designed to keep working even without a stable internet connection.

• When you are online, recordings and uploads sync immediately.

• When you are offline, a new recording is saved on your device and added to an upload queue.

• When your connection returns, queued recordings upload automatically. You will see progress such as "Uploading 1 of 2".

• If an upload fails, you can choose Retry uploads once you are back online.

This means you can safely record an in-person meeting in a location with poor signal; the recording will upload as soon as you have a connection again. Keep the app open while uploads are in progress.

7.0 Calendar Integration

Connecting your work calendar lets mytranscript see your upcoming meetings and record them automatically, so you do not have to add each online meeting by hand. This chapter covers connecting a calendar, how events appear, and how to choose which meetings get recorded.

Why connect your calendar
When your calendar is connected, mytranscript:

• Shows your upcoming meetings on the "Calendar" screen.

• Schedules the bot to join and record meetings that have a video link, based on your recording rules.

• Lets you turn recording on or off for individual events.

mytranscript only reads your calendar events. It never changes, creates, or deletes anything in your calendar.

Connecting your calendar

1. Go to "Settings" and choose Calendar, or open the "Calendar" screen and choose Connect calendar.

2. Choose your provider:

   • Google Calendar

   • Microsoft Outlook

3. Sign in with that provider and grant calendar access when prompted.

4. You are returned to mytranscript with a confirmation that your calendar is connected.

If you decline access or cancel, your calendar will not be connected and you can try again later.

How events appear
After connecting, open the "Calendar" screen to see your upcoming events for the next couple of weeks. Each event shows its time, the meeting platform (such as Google Meet, Microsoft Teams, or Zoom), and the participants.

Each event also shows whether it will be recorded:

• Recording — the bot will join and record this meeting.

• Not recording — this meeting will not be recorded.

• No meeting link — there is no video link, so it cannot be recorded.

Choosing which meetings get recorded
Whether an event is recorded by default is decided by recording rules. There are two kinds:

• Organization rules, set by your administrator for the whole organization.

• Your personal rules, which apply only to your own calendar. See "Personal recording rules".

You can also override the decision for a single event directly on the "Calendar" screen:

• Choose Enable Recording on an event to have the bot record it.

• Choose Disable Recording on an event to stop it from being recorded.

mytranscript confirms your choice before changing anything. A manual choice on a specific event takes priority over the rules for that event.

Keeping your calendar in sync
mytranscript refreshes your events periodically. You can also trigger a manual sync from the "Calendar" screen. If you ever see a synchronization issue, try reconnecting your calendar from "Settings".

Disconnecting your calendar
To stop using calendar integration:

1. Go to "Settings" and choose Calendar.

2. Choose Disconnect (or Remove Connection) and confirm.

After disconnecting, upcoming events will no longer appear and automatic recording from your calendar will stop. You can still add and record meetings manually.

8.0 Personal recording rules

Personal recording rules let you control which of your calendar meetings get recorded automatically. They apply only to your own calendar and work together with the rules your organization has set. This chapter explains what they are and how to configure them.

What recording rules do

A recording rule decides, for each calendar event, whether mytranscript should record it. There are two types of rule:

• Record. If the event matches the rule's conditions, record it.

• Skip. If the event matches the rule's conditions, do not record it.

Rules only apply to meetings that come from your connected calendar and that have a video link. You can always override the decision for a single event from the "Calendar" screen (see "Calendar integration").

Organization rules versus your personal rules
When you open "Settings" and choose Personal Rules, you see two sections.

• Organization Rules. These are set by your administrator and apply across the whole organization. Some are marked Required and always apply; you cannot switch these off. Others are marked Optional, and you can disable them for your own calendar if you want.

• Your Personal Rules. Rules you create yourself. They apply only to your calendar and are evaluated after the organization rules.

Enabling or disabling an optional organization rule
For any organization rule marked Optional:

• Choose Disable for me to stop the rule applying to your calendar.

• Choose Enable for me to turn it back on.

Required rules cannot be disabled, and mytranscript will tell you so.

Creating your own personal rule

1. In "Settings", choose Personal Rules.

2. In the "Your Personal Rules" section, choose Add Custom to build a rule from scratch, or Add Preset to start from a ready-made example.

3. Give the rule a Rule Name (for example, "Skip my standup meetings") and an optional description.

4. Choose the Rule Type: Record or Skip.

5. Add one or more Conditions that decide when the rule applies. You can match on things like the meeting title, an attendee's email, the number of attendees, or the meeting duration. If you add no conditions, the rule matches all events.

6. Choose Create Rule.

Examples of useful personal rules

• Skip meetings whose title contains "standup".

• Skip meetings with only 2 attendees (to avoid recording one-on-ones).

• Record meetings whose title contains "interview".

Editing, disabling, and deleting your rules
Each personal rule has actions to:

• Edit rule to change its name, type, or conditions.

• Disable rule to keep it but stop it applying for now.

• Delete rule to remove it permanently.

mytranscript asks you to confirm before deleting a rule.

How rules combine
When mytranscript decides whether to record one of your meetings, it considers the organization rules first and then your personal rules. A manual choice you make on a specific event (Enable or Disable Recording on the "Calendar" screen) always wins for that event.

9.0 The meeting detail view

The meeting detail view is where you watch the recording, read the transcript, and review the AI summary and action items. This chapter explains the layout and how to navigate playback in sync with the transcript.

Opening a meeting
From the "Meetings" list, select any meeting to open its detail view. If the meeting is still being recorded or processed, the detail view shows the current status and what to expect; the recording and transcript appear once it is complete.

The media player
At the top of a completed meeting you will find the recording:

• For online meetings, this is a video player.

• For in-person meetings, this is an audio player.

The playback controls let you:

• Play and Pause.

• Rewind 10 seconds or skip forward 10 seconds.

• Adjust the Volume or mute.

• Seek to any point by dragging along the progress bar.

• Open the video full screen.

The transcript
Next to or below the player is the transcript: the full text of what was said, broken into segments with the speaker's name and a timestamp.

You can:

• Read the conversation from start to finish.

• Search within the transcript to jump to where a word or phrase was said.

Playing in sync with the transcript

The player and the transcript are linked, which makes it easy to find and replay any moment.

• Click a line in the transcript to jump the recording to that exact moment.

• As the recording plays, the transcript follows along so you can read while you listen or watch.

• Use the search box to find a phrase, then click a result to jump straight to it.

Tabs: Summary, Transcript, and Actions

A completed meeting groups its content into sections you can switch between:

• Summary — the AI-written overview of the meeting and its key points. See "AI outputs".

• Transcript — the full text, as described above.

• Actions — the action items extracted from the meeting. See "AI outputs".

Participants
The detail view lists the meeting's participants, including their role (such as Host, Interviewer, or Candidate) and whether they are linked to a record in OTYS. You can open a participant to see more detail or, for a candidate or contact, open them directly in OTYS. See "Meeting results in OTYS".

Other actions
From the actions menu in the meeting detail view you can, depending on the meeting and your permissions:

• Edit the meeting title (see "Editing a meeting").

• Share the meeting (see "Sharing meetings").

• Download the video.

• Reprocess the transcript if something looks wrong.

• Delete the meeting.

A note on video availability
Video recordings are kept for a limited time, after which the video expires and is removed. When this happens, the transcript and summary remain available even though the video no longer plays. The detail view tells you when a video is about to expire or has expired. How long videos are kept depends on your organization's plan.

10.0 AI outputs

After a meeting is recorded, mytranscript uses AI to turn the raw conversation into something useful: a summary, key points, action items, chapters, identified speakers, and tags. This chapter explains each output, how to read it, and how much to trust it.

Summary and key points
The Summary is a concise written overview of the meeting. Alongside it you will find key points: the most important takeaways, listed so you can scan them quickly.

• The summary is generated automatically once the meeting reaches the Completed stage.

• You can copy the summary to paste it elsewhere.

• You can edit the summary if you want to correct or refine it. See "Editing a meeting".

• If you edit it and later want the original back, you can restore the original AI version.

Action items (with evidence)
The Actions tab lists concrete follow-ups extracted from the conversation, grouped by type:

• Tasks

• Follow-ups

• Decisions

• Other actions

Each action item is short and describes something to be done or that was decided. You can add, edit, and delete action items yourself.

Evidence
For each AI-generated action, you can choose View evidence to see the part of the transcript the action was based on, with a timestamp. You can play the recording from that moment to hear the exact context. This helps you confirm that an action is accurate before you act on it.

Chapters and timeline
mytranscript divides the recording into chapters so you can jump to the part of the meeting you care about. Use the chapters to navigate a long meeting without scrubbing through the whole recording.

Speaker identification
During AI Review, mytranscript identifies who was speaking and labels each part of the transcript with a speaker name. For online meetings it can use the meeting's participant information; for in-person meetings it distinguishes between different voices.

If a speaker is labelled incorrectly or left unidentified, you can correct it:

1. Open the speaker editing option in the meeting detail view.

2. Match each detected speaker to the correct participant, or type a name.

3. Save your changes.

mytranscript may suggest matches with a confidence level (High, Medium, or Low); you can accept its suggestions or change them.

Tags and classification
mytranscript classifies each meeting and adds tags so meetings are easy to understand at a glance:

• Category — a broad type such as Candidate Meeting, Internal Meeting, or Customer Meeting.

• Tags — more specific labels such as "General Screening", "Vacancy Intake Session", or "Verbal Offer Presentation".

You can view the classification and the reasoning behind it from the meeting detail view.

How much to trust the AI
The AI outputs are a strong starting point, but they are generated automatically and can occasionally be imperfect. Use them with a few habits in mind:

• For anything important, check an action item against its evidence and, if needed, the recording itself.

• Correct speaker names where they are wrong, especially before sharing.

• Edit the summary if it misses or misstates something.

• Remember that the transcript is the most direct record of what was said; the summary and actions are interpretations of it.

11.0 Editing a meeting

Most of a meeting is captured automatically, but you can adjust several details afterwards: the title, the participants, the summary, action items, and speaker names. This chapter brings the editable parts together.

Editing the title
To rename a meeting:

1. Open the meeting.

2. Select the title (or use the edit title option) and type the new title.

3. Save. mytranscript confirms that the title changes are saved.

A clear, descriptive title makes meetings easier to find later in the "Meetings" list.

Editing participants
You can manage who is listed as a participant on a meeting.

• Add a participant. Add someone who was in the meeting but is not listed, with a name and optional email.

• Edit a participant. Change a participant's name, email, type (for example, Candidate or Contact), or role (for example, Interviewer or Interviewee).

• Remove a participant. Remove someone who should not be listed.

Keeping participants accurate matters for OTYS: mytranscript uses a participant's details to match them to the right candidate or contact, and the meeting notes are synced to that person in OTYS. See "Meeting results in OTYS".

Note: if a participant is already linked to a record in OTYS, some of their details are managed by that link, and you may only be able to change their role.

Editing the summary
On the Summary tab you can edit the AI-written summary to correct or refine it:

1. Choose to edit the summary.

2. Make your changes.

3. Save.

When you save an edited summary, mytranscript starts syncing the updated text to OTYS. If you want to undo your edits, you can restore the original AI version.

Editing action items
On the Actions tab you can:

• Add a new action item.

• Edit an existing action's description or type.

• Delete an action item you do not want.

As with the summary, changing action items starts a fresh sync to OTYS so the related record stays up to date.

Correcting speaker names
If the transcript shows the wrong speaker, you can fix it using the speaker editing option. See "Speaker identification" in "AI outputs".

Reprocessing a meeting
If the transcript or AI outputs look wrong overall, you can reprocess the meeting from the actions menu. Reprocessing regenerates the transcript and AI results. Be aware that reprocessing replaces the current results: any manual edits you made to the summary or actions will be lost. mytranscript warns you before it reprocesses.

12.0 Sharing Meetings

You can share a meeting with colleagues inside your organization or with people outside it. This chapter explains both kinds of sharing, what recipients can see, and how to revoke access.

Opening the share options
Open a meeting and choose Share. The share dialog has two tabs:

• Internal — share with colleagues in your organization.

• External — share with people outside your organization using a secure link.

Internal sharing (with colleagues)
On the Internal tab you can give colleagues access to the meeting.

1. Search for a colleague by name.

2. Set their permission:

   • Can view — they can open and watch the meeting.

   • Can edit — they can also make changes.

   • Can't view — they have no access.

3. Your choice is saved automatically.

You can also choose to share with all colleagues (including people who join your organization later), or follow an organization-wide sharing rule if your administrator has set one.

Colleagues you share with will find the meeting under Shared with me on their "Meetings" list. Internal sharing does not send an email; access is in-app only.

External sharing (with a secure link)
The External tab lets you share a meeting with someone who does not have a mytranscript account, such as a client or candidate.

1. Choose to invite a person.

2. Enter the recipient's Name and Email.

3. Choose what they may see (the access scope):

   • Video + transcript — the recording and the transcript.

   • Video + transcript and AI summary + key points — the recording, the transcript, and the AI summary with key points.

4. Send the invitation.

mytranscript emails the recipient a secure link together with a 6-digit verification code.

What the external recipient does

1. The recipient opens the link from the email. This brings them to a public viewer page; they do not need a mytranscript account.

2. They enter the 6-digit verification code from the email.

3. They can then view the meeting according to the access scope you chose.

A few details to be aware of:

• The recipient sees only what the scope allows. With "Video + transcript" they do not see the summary or action items.

• For security, there is a limit on how many times the wrong code can be entered. Too many incorrect attempts will lock that link.

• If the video has expired, the transcript (and summary, if shared) still remain available to the recipient.

Seeing who has access and whether they viewed it
The share dialog shows the people you have shared with. For external shares you can see the status of the invitation, such as whether the email was sent and whether the meeting has been viewed.

Revoking access
You can withdraw access at any time:

• Internal. Set a colleague's permission back to Can't view, or revoke their access.

• External. Choose Revoke next to the recipient. The secure link stops working immediately, and the recipient will see that the shared meeting is no longer available

13.0 Meeting Results in OTYS

One of the main benefits of mytranscript is that your meeting notes end up in OTYS automatically. This chapter explains what gets written to OTYS, where to find it, and what to expect.

What is written to OTYS
When a meeting with a candidate or contact is completed, mytranscript writes a note to the related record in OTYS. The note contains:

• The meeting summary.

• The action items from the meeting.

• A link back to the meeting in mytranscript, so anyone in OTYS can open the full recording and transcript with one click.

The full transcript text itself is not copied into OTYS; instead, the link takes you to the complete transcript in mytranscript. This keeps the OTYS record concise while still giving you access to everything.

Which participants this applies to
mytranscript only writes notes for participants that are candidates or contacts in OTYS:

• Candidates — the note appears on the candidate's record.

• Contacts — the note appears on the contact's record.

Internal colleagues are not written to OTYS. For a participant to be matched to an OTYS record, they usually need an email address that mytranscript can match, or to already be linked to an OTYS record.

Where to find the note in OTYS
Open the candidate or contact in OTYS and look at their notes (dossier). The mytranscript note is recognizable and contains the summary, the actions, and the link back to the meeting. If the same meeting is updated later (for example, you edit the summary), the existing note is updated rather than duplicated.

Opening the OTYS record from mytranscript
From a meeting's participants, you can open a linked candidate or contact directly in OTYS. Look for the option to open the candidate or contact in OTYS on the participant's details. This is a quick way to move from the conversation to the person's full record.

When the note appears
The note is created automatically once the meeting is processed and synced. Because it depends on matching participants to OTYS and on a successful sync, there can be a short delay, and in some cases a note may not appear:

• The participant has no email and is not linked to an OTYS record, so there is no one to attach the note to.

• No matching candidate or contact could be found in OTYS.

• The connection to OTYS is not fully set up for your organization.

If you expected a note in OTYS and do not see one, check that the participant has the correct email and type, and see "Tips and troubleshooting". Your administrator can review the sync status in detail (see the "Organization Admin Guide").

Keeping OTYS up to date
Whenever you change the summary or the action items of a meeting, mytranscript re-syncs the note to OTYS so the record reflects your latest version. You do not need to copy anything across manually.

14.0 Notifications

mytranscript keeps you informed by email at a few key moments. This chapter explains which emails you might receive and when.

Your meeting is ready
When a meeting you recorded has finished processing, mytranscript emails you to let you know it is ready. This email is sent to the person who created or recorded the meeting.

The email includes:

• The meeting title and duration.

• The AI category and tags.

• The summary and the action items.

• The participants.

• A View Meeting button that opens the meeting in mytranscript.

You will not receive this email if no one spoke during the meeting (an empty recording), and you only receive it once per meeting.

Login code
When you request to sign in with an email code, mytranscript emails you a 6-digit login code. See "Signing in from OTYS" for how to use it. This email is only sent when you ask for a code.

You have been sent a shared meeting (external recipients)
If someone shares a meeting with you from outside your organization, you receive an email containing a secure link and a 6-digit verification code. This is the email an external recipient gets; see "Sharing meetings" for the recipient's experience.

Note that sharing a meeting with a colleague inside your organization does not send an email. Instead, the meeting appears under Shared with me on their "Meetings" list.

Recording limit reached
If your organization's plan includes a monthly recording limit and you reach it, mytranscript emails you to let you know. The email shows how much you have used and which upcoming meetings are affected. Until your limit resets or is raised, new recordings are paused. See "Personal settings" and contact your administrator if you need a higher limit.

A note on email delivery

• Emails come from mytranscript. If you do not see one, check your spam or junk folder.

• Some links in emails (such as opening a meeting) require you to be signed in to mytranscript.

15.0 Personal Settings

Your personal settings let you tailor mytranscript to how you work. You reach them by choosing Settings (shown as "My profile") in the navigation. This chapter covers preferences, language, and your calendar settings.

Opening settings
Choose Settings from the navigation. Settings are organized into tabs:

• Preferences — theme and language.

• Calendar — your connected calendar.

• Personal Rules — your personal recording rules.

Preferences: theme
Under Preferences you can choose how mytranscript looks:

• Light mode

• Dark mode

• Auto (system) — follows your device's setting.

Your choice applies immediately and is remembered.

Preferences: language
mytranscript is available in several languages. Under Preferences, choose your Language. The interface updates right away. Available languages include:

• English

• Nederlands (Dutch)

• Deutsch (German)

• Čeština (Czech)

• Français (French)

• Español (Spanish)

• Українська (Ukrainian)

• Polski (Polish)

The language setting changes the mytranscript interface. It does not change the language of your meeting recordings or transcripts.

Calendar settings
The Calendar tab shows whether a calendar is connected and lets you connect or disconnect one. For full details, see "Calendar integration".

Personal recording rules
The Personal Rules tab is where you control which of your calendar meetings get recorded automatically. See "Personal recording rules" for full details.

Recording usage
mytranscript shows how much of your monthly recording allowance you have used, including minutes used and minutes remaining. If your organization's plan has a limit, keep an eye on this so you are not surprised when it is reached. See "Notifications" for what happens when you reach the limit.

Signing out
You can sign out from the user menu or from settings. See "Signing in from OTYS" for details on sessions and signing out.

16.0 Tips and troubleshooting

This chapter covers the most common issues and how to resolve them. If a problem persists after trying these steps, contact your organization administrator, who has additional tools to investigate.

The bot did not join my online meeting
If an online meeting was not recorded, open the meeting to see the reason. Common causes and fixes:

• The bot waited in the lobby but was not admitted. Someone in the meeting needs to admit the bot from the waiting room, just like any other participant. Admit it promptly when it requests to join.

• Nobody joined the meeting. The bot leaves if no one shows up. Make sure the meeting actually took place at the scheduled time.

• The bot could not get recording permission. The meeting's settings may block recording. Check the platform's permissions, or record the meeting manually next time.

• The meeting link was wrong. Confirm the link is a valid Teams, Google Meet, or Zoom join link, starting with http:// or https://.

To try again, you can create the meeting again with the correct link, or enable recording for the event on the "Calendar" screen.

Processing is taking a long time
After a meeting ends, it moves through Processing, Transcribing, and AI Review before becoming Completed. This usually takes a few minutes, but longer meetings take longer. If a meeting seems stuck for much longer than expected, refresh the page. If it still does not complete, contact your administrator.

The recording is empty
If you see a message that no one spoke during the meeting, the recording was captured but no speech was detected. This usually means everyone was muted or no audio reached the meeting. For in-person meetings, check that your microphone was enabled and your device was close enough to the speakers.

The transcript or speaker names look wrong

• Use the speaker editing option to correct who said what (see "AI outputs").

• If the whole transcript looks wrong, you can reprocess the meeting from the actions menu. Note that reprocessing replaces your manual edits to the summary and actions.

The video will not play

• The video may have expired. Recordings are kept for a limited time; after that the video is removed but the transcript and summary remain. The meeting tells you if the video has expired.

• If the video should still be available, try refreshing the video from the player. This gets a fresh link.

I reached my recording limit
If your plan has a monthly limit and you reach it, new recordings are paused until the limit resets or your administrator raises it. You will receive an email when this happens. Contact your administrator if you need more minutes.

Signing in from OTYS did not work

• Make sure you are signed in to OTYS first, then open mytranscript from OTYS.

• If you see a message that your OTYS account has no email address, add an email to your OTYS user account and try again.

• If your session expired, simply open mytranscript from OTYS again.

• If you are told your account is inactive or belongs to a different organization, contact your administrator.

• As a fallback, you can request an email login code from the mytranscript login screen, as long as your email is already known to mytranscript.

My meeting notes did not appear in OTYS

• Confirm the participant has the correct email and is set as a candidate or contact (not a colleague).

• There can be a short delay after the meeting completes.

• If notes still do not appear, ask your administrator to check the OTYS sync status. See "Meeting results in OTYS".

Offline recording did not upload

• Reconnect to the internet and keep the app open.

• If uploads do not resume automatically, choose Retry uploads.

• See "Recording in-person meetings" for how offline recording works.

Who to contact
For anything you cannot resolve here, contact your organization administrator. They can review users, recording rules, the OTYS connection, and detailed logs to help diagnose the issue.

17.0 Glossary

This glossary defines the terms used throughout the documentation.

Action item. A concrete follow-up, decision, or task that the AI extracted from a meeting. Action items are grouped into Tasks, Follow-ups, Decisions, and Other actions.

AI Review. The processing stage where mytranscript identifies speakers and generates the summary and action items.

Bot (note-taker). The automated participant that joins an online meeting on Teams, Google Meet, or Zoom to record it. It is visible to everyone in the call.

Calendar integration. Connecting your work calendar (Google Calendar or Microsoft Outlook) so mytranscript can see upcoming meetings and record them automatically.

Candidate. A person in OTYS being considered for a role. Meeting notes for a candidate are written to their OTYS record.

Chapters. Sections that mytranscript creates within a recording so you can jump to a specific part of the meeting.

Completed. The status of a meeting that has finished processing and is ready to watch, read, and review.

Contact. A person in OTYS such as a client contact. Meeting notes for a contact are written to their OTYS record.

External share. Sharing a meeting with someone outside your organization through a secure link and a verification code.

In-person meeting. A face-to-face meeting recorded directly on your phone or laptop, rather than through an online meeting bot.

Internal share. Sharing a meeting with a colleague inside your organization, who then sees it under "Shared with me".

Key points. The most important takeaways from a meeting, listed alongside the summary.

Online meeting. A meeting on Teams, Google Meet, or Zoom that mytranscript records by sending a bot into the call.

OTP (one-time code). A short numeric code, valid briefly, used either to sign in by email or to open an externally shared meeting.

OTYS. The recruitment system your organization uses. You sign in to mytranscript through OTYS, and meeting notes flow back to OTYS records.

Participant. A person who took part in a meeting. Participants can be colleagues, candidates, or contacts, and each can have a role such as Interviewer or Interviewee.

PWA (Progressive Web App). mytranscript installed on your phone or tablet from your browser, used especially for in-person recording.

Recording rule. A rule that decides whether a calendar meeting is recorded or skipped. Rules can be set by your organization or by you personally.

Single Sign-On (SSO). Signing in to mytranscript automatically using your OTYS account, without a separate password.

Summary. The AI-written overview of a meeting.

Sync. The process of writing a meeting's summary and action items to the related candidate or contact in OTYS.

Transcript. The full written text of what was said in a meeting, with speaker names and timestamps.