Your first meeting
Upload a recording, watch it move through processing, and read the summary VoiceCap generates.
This walks through the shortest path from an audio file to a searchable summary: upload, wait for processing, read the result.
Verify your email address first. Until you open the verification link, signing in lands you on Confirm your email rather than the dashboard, and uploading and recording are both blocked. See Email verification.
Upload a recording
- Click New Meeting in the sidebar and choose Upload a recording (or click Upload File if you're already on the New Meeting page).
- Drop an audio or video file, or click to choose one. VoiceCap fills in a Title from the filename; edit it if you want something else.
- Pick a Language, or leave it on auto-detect.
- Click Upload Meeting.
Recording in your browser works the same way from the Record Audio tab. To have the AI notetaker join a live call, paste the call's link into the New Meeting menu; see Meeting bot. See Uploading audio for the details specific to file uploads.
What happens after you upload
The meeting moves through a fixed set of statuses, shown as a badge on the meeting:
| Status | What's happening |
|---|---|
| uploading | Your file is being uploaded to storage. |
| pending | The upload finished and the meeting is queued to start. |
| processing | The audio is being transcribed. |
| summarizing | The transcript is in and VoiceCap is generating the summary. |
| completed | Everything is done, including post-processing. |
| failed | Something went wrong. |
You don't need to keep the tab open. VoiceCap moves the meeting through these statuses on its own and the page updates when you come back to it.
Reading the summary
Once a meeting reaches completed, its page shows the transcript alongside Summary, Action Items, Key Topics, Speakers, and any Decisions captured during the meeting.
Viewers can't upload or record: the New Meeting page redirects them back to their meetings list.
Two quick questions
If you created your organization (you're its Owner) and your account is new, the first time you open your dashboard home VoiceCap asks two questions on a one-time Get started screen. People who join an existing organization don't see it.
Where do your meetings happen? decides what comes next:
- Online or Both takes you to a calendar step. Connect Google Calendar or Microsoft Outlook there, and VoiceCap shows your next three meetings and whether each will be recorded. Click Record or Don't record to switch a meeting, then Looks good to go to your dashboard home. Both also shows links to the phone app. Not ready to connect a calendar? Click Send the notetaker to one meeting to paste a single meeting link, or Skip for now to go to your dashboard home. You can connect a calendar later from Calendar in the sidebar. If calendar connection is turned off for your organization, you land on your dashboard home instead.
- In person shows links to the phone app in the App Store and Google Play, and Or try a test recording in your browser, which opens the Record Audio tab of New Meeting.
What are most of your meetings? is optional: pick any of Client calls, Sales, Hiring, Projects and Internal team, or none. Your answers are saved to your account. The summary shown beside the questions is an example of what every meeting turns into, not one of your meetings.
You can click Skip for now instead of answering. Either way the screen is shown once and doesn't come back, even if you leave it through the sidebar. If you signed up from a meeting someone shared with you, that meeting opens first, and the questions appear the next time you open your dashboard home.
The sample meeting
Until you have a meeting of your own, your dashboard home shows a sample meeting card. Click Open the sample to see what a finished meeting looks like: a summary, decisions with who made them, action items with names and dates, and a transcript you can search. Each timestamp jumps to that moment in the transcript.
The sample is in English only. It doesn't use any of your minutes, and it doesn't appear in your meetings list or in search. Click Delete sample on the card or on the sample page to remove it for you. A deleted sample can't be restored.
The setup checklist
Your dashboard home shows a Get set up checklist until you finish it or dismiss it. It only lists the steps that apply to you, with how many you've done:
- Connect calendar opens the Calendar page.
- Capture your first real meeting opens New Meeting and shows ≈ 3 min, a rough estimate of how long the step takes. It checks itself off once any meeting in your organization is finished.
- First phone recording opens a QR code to scan with your phone (see Getting the app). Once you have the app, it tells you to open VoiceCap on your phone and tap Record. It checks itself off when you finish a recording of your own with the latest version of the app. Uploaded files don't count.
- Invite a teammate opens your team settings. Only Owners and Admins see it.
- Connect Claude or ChatGPT appears once you can see three finished meetings, if AI connectors are on for your organization. Viewers see it too. It opens the Connect Claude and Connect ChatGPT buttons, and checks itself off once you approve an AI client on VoiceCap's consent screen. It stays checked even if you disconnect that client later. See MCP server.
On the Free plan, Connect calendar and First phone recording also show +60 min until your organization has earned that bonus (see Plans and billing), and Invite a teammate shows Free. On a paid plan the +60 min and Free notes aren't shown.
Viewers, and people without an organization, see a Get the phone app step instead of the recording steps. It opens the same QR code and checks itself off once you sign in to the app.
If you had already finished the rest of the checklist before the phone step was added, the checklist doesn't come back just for it or for Connect Claude or ChatGPT. The QR code is also on the New Meeting page, and the connect buttons are on the Ask your AI card.
Your dashboard home on day one
Until there's a meeting on your Meetings page, your dashboard home looks different:
- If your calendar is connected, a Next meeting line names the next meeting the notetaker will join and when. Click Change to open that meeting on the Calendar page, where you can switch it to Don't Record. If nothing is coming up in the next 7 days, the line says so and links to your calendar.
- The checklist sits next to the sample meeting card.
- Or capture something right now offers three shortcuts into New Meeting: Paste a meeting link, Upload past recordings and Record in the browser.
Viewers see the checklist and the sample card, without the next meeting line or the shortcuts.
After three meetings
Once you can see three finished meetings, your dashboard home shows an Ask your AI card. It suggests a question built from one of your own meetings and has the Connect Claude and Connect ChatGPT buttons. The card shows while AI connectors are on for your organization and you haven't connected an AI client yet. Close it with the X in its corner, and it doesn't come back.