Help Center · AI tools

Record, transcribe, follow up

Let Your Day Schedule listen to a meeting and hand you a transcript, an AI summary, your action items, and a ready-to-send follow-up email — before your coffee's cold.

The meeting listener lives at Dashboard → Meetings. Start a session, let it listen, and it turns the conversation into a transcript, a summary, action items, and a follow-up email draft.

Record a meeting

Open Dashboard → Meetings and start a session (optionally linked to a booking/client). Or start straight from your calendar: open a booking and hit Take notes — the session is linked to that booking automatically, with the client pre-selected.
Your browser asks for microphone access — the listener transcribes what the mic hears, live, so it works for in-person meetings and for video calls playing through your speakers.
Watch the transcript build in real time; stop the session when the meeting ends.

Tell people they're being recorded. Recording-consent laws vary by region, and in many places everyone on the call must agree. A one-line heads-up at the start is good practice everywhere. For client meetings, a booking page can show a "may be transcribed" notice at booking time and record the disclosure — or the client's opt-out — as evidence. See Let clients know a meeting may be transcribed.

Record on Mac

Use Mac app 0.2.7 or newer for cloud recording with the updated service. If the app asks you to update, install the newer version before trying cloud recording again.

On Apple Silicon Macs, the app also supports a local transcription model. Download a model first, then choose local transcription in the recorder. Audio transcription runs on your Mac and uses no cloud transcription allowance. Saving the meeting and generating its AI summary still use YourDay's online services; local transcription does not make the entire meeting workflow offline.

Cloud allowance

Meeting recording and mobile Daily dictation share your monthly cloud transcription allowance. Each new cloud connection, including a reconnect, needs five hours of available allowance as a temporary reservation. Recording microphone and system/tab audio together uses two connections, so it needs ten hours available. This is a hold against your included allowance, not an extra payment or a claim that you recorded for that long.

When the provider reports a finished connection, YourDay adjusts the hold to actual audio usage on a later cloud-start attempt. A failed start or a missing provider report can leave a hold in place. If a short recording unexpectedly leaves you unable to start another, contact support@yourdayschedule.com; repeatedly retrying may create more holds.

Uploaded phone and Watch recordings also need five hours of available allowance per processing attempt. YourDay uses Soniox for these uploads and adjusts the hold when processing returns a confirmed audio duration. If processing fails, the private upload remains available within its recovery window; another attempt needs a new hold. Retrying an already-saved transcript only regenerates its summary and uses no further transcription allowance.

Deleting a meeting does not erase cloud usage or an outstanding hold. The monthly allowance resets on the first day of the month at 00:00 UTC. Local transcription on Mac does not use this allowance.

Keep recording while you work

You can open another page inside the YourDay dashboard without stopping the meeting. The Meetings item in the sidebar shows a live timer, and a recording bar lets you return or stop from anywhere in the dashboard.

YourDay plays a short reminder when you leave the recorder. If browser notifications are allowed, it reminds you after 15 minutes away and then every 30 minutes. Long recordings show a warning after two hours. At three hours, a five-minute countdown starts; choose Continue 1 hour or YourDay stops and generates the summary automatically.

Refreshing or closing the browser tab stops browser audio capture. YourDay attempts to save a transcript checkpoint every 15 seconds. Only checkpoints successfully saved to your account can be recovered from Meetings after the tab closes.

If stopping shows Retry saving, capture has stopped but the server has not confirmed saving the final transcript. Keep that tab open and choose Retry saving when your connection returns. This retries the save without turning the microphone back on. The unsaved transcript and notes remain in that tab's memory; closing or refreshing it, or signing out, can lose them. YourDay warns before closing a tab with an unfinished save.

Audio storage and recovery

Live browser audio is streamed for transcription and is not stored by YourDay. The saved transcript and summary are text.

Device recordings that upload an audio file use temporary server storage for transcription. If transcription fails before its text is saved, successfully uploaded audio can be retried within a 24-hour recovery window, measured from the first upload request. Retrying does not extend that window. Once the transcript is saved, YourDay attempts to delete the temporary audio; a summary failure can then be retried from the saved text.

Automatic cleanup is scheduled after the recovery window plus a two-hour grace period for upload links already issued. Cleanup runs every 15 minutes, so the normal scheduled cleanup window ends about 26 hours and 15 minutes after the first upload request. This is a cleanup schedule, not a guaranteed deletion deadline: active processing, delayed jobs, or storage errors can postpone deletion. Recovery still expires at 24 hours. After that, a recording without a saved transcript needs a new upload.

Catch up during the meeting

The Catch up panel sits beside your notes while the listener runs:

Catch me up summarizes everything since your last recap (or the meeting start the first time).
2m, 5m, and 10m recap only that recent window.

The recap streams in while transcription continues. It uses the live transcript and your notes, stays private to you, and does not change the final transcript or end-of-meeting summary.

After the meeting

A completed session gets five tabs:

Summary — an AI recap of what was discussed and decided.
Transcript — the full text, searchable.
Action items — the tasks you committed to, each with an Add as task button for your to-do list. What the client promised is extracted separately: it seeds the portal recap checklist and the client's memory (below), never your task list.
Email — a drafted follow-up email based on the conversation. When you both agreed to meet again and the client has nothing booked, the draft ends with your booking link for that meeting type (and your package store if several sessions came up) — delete the line if it's wrong.
Notes — your own notes on the session.

Send the follow-up

From the session you can email the client directly — either the summary or the follow-up draft. Edit the subject and body before sending; it goes out with your branding and your reply-to, like every other client email.

If the meeting belongs to a booking with guests, they're listed in the send dialog pre-checked — each guest gets their own copy. Untick anyone you'd rather leave off. Sending to someone who isn't a client yet? Enter their email and choose Add as client and send when prompted.

Once an email goes out, the date appears under the send button (e.g. "Sent Thu, July 30, 2026") — on the Summary tab for summaries and the Email tab for follow-ups — so you always know whether the client already received their recap.

Client memory

Each recorded meeting with a linked client also updates one private record for that person — client memory. Open the client under Dashboard → Clients — or open their dossier from the Up next card or a meeting's client field — and the Memory panel shows:

Goals and Facts — the durable things ("son Daniel, 11th grade at Lincoln High").
Decisions — dated, newest first.
Open questions — things you said you'd find out.
Commitments — what each side still owes. Yours tick off when the matching task in your Tasks list is done; theirs when they tick the item in their portal recap.
Next meeting — what you agreed about meeting again.
Health — one neutral line on how the relationship is going.

The record is rebuilt from the summary after every session (it never re-reads the transcript), so a client you've recorded with before gets their memory the next time you record with them. Edit any line — your edits win over the next update — or Rebuild from sessions to regenerate it from the last five recorded meetings. If you record a session and link the client afterwards, use Rebuild.

Memory feeds three other places: the Up next card's "Since last time" block on the home dashboard — the five items worth acting on first, with the full record a click away under Open dossier (see Start every meeting prepared) — Daily ("where are we with Maria?"), and the next-session line in the follow-up draft. It is only ever visible to you — clients see the recap you share and the email you send, and memory is not synced to HubSpot.

If something's off

The transcript is empty or garbled — check the right microphone is selected in your browser and that the meeting audio is actually audible to it.
Recording won't start — check the error first. For blocked microphone access, re-allow it for yourdayschedule.com in the address-bar permissions. For a Mac update request, use version 0.2.7 or newer, or choose a downloaded local model.
Cloud recording says the monthly limit is reached — there may be too little unreserved allowance to start, even after a short recording. See Cloud allowance; contact support if a hold appears stuck, or use local transcription on Mac.

Still stuck? Email support@yourdayschedule.com — we answer quickly.