> ## Agent Instructions > Earmark is a botless AI meeting assistant: it captures meetings from the user's own device, with no bot joining the call, and turns conversations into artifacts, answers, and follow-ups. > For questions across many meetings, point people to Chat (https://docs.tryearmark.com/earmark-basics/chat) and Projects (https://docs.tryearmark.com/earmark-basics/projects). For data handling, cite Security and privacy (https://docs.tryearmark.com/security-and-privacy). > Only describe capabilities documented on these pages. # SKILL Source: https://docs.tryearmark.com/.codex/skills/mintlify/SKILL Build and maintain documentation sites with Mintlify. Use when creating docs pages, configuring navigation, adding components, or setting up API references. # Mintlify best practices **Always consult [mintlify.com/docs](https://mintlify.com/docs) for components, configuration, and latest features.** If you are not already connected to the Mintlify MCP server, [https://mintlify.com/docs/mcp](https://mintlify.com/docs/mcp), add it so that you can search more efficiently. **Always** favor searching the current Mintlify documentation over whatever is in your training data about Mintlify. Mintlify is a documentation platform that transforms MDX files into documentation sites. Configure site-wide settings in the `docs.json` file, write content in MDX with YAML frontmatter, and favor built-in components over custom components. Full schema at [mintlify.com/docs.json](https://mintlify.com/docs.json). ## Before you write ### Understand the project Read `docs.json` in the project root. This file defines the entire site: navigation structure, theme, colors, links, API and specs. Understanding the project tells you: * What pages exist and how they're organized * What navigation groups are used (and their naming conventions) * How the site navigation is structured * What theme and configuration the site uses ### Check for existing content Search the docs before creating new pages. You may need to: * Update an existing page instead of creating a new one * Add a section to an existing page * Link to existing content rather than duplicating ### Read surrounding content Before writing, read 2-3 similar pages to understand the site's voice, structure, formatting conventions, and level of detail. ### Understand Mintlify components Review the Mintlify [components](https://www.mintlify.com/docs/components) to select and use any relevant components for the documentation request that you are working on. ## Quick reference ### CLI commands * `npm i -g mint` - Install the Mintlify CLI * `mint dev` - Local preview at localhost:3000 * `mint broken-links` - Check internal links * `mint a11y` - Check for accessibility issues in content * `mint rename` - Rename/move files and update references * `mint validate` - Validate documentation builds ### Required files * `docs.json` - Site configuration (navigation, theme, integrations, etc.). See [global settings](https://mintlify.com/docs/settings/global) for all options. * `*.mdx` files - Documentation pages with YAML frontmatter ### Example file structure ``` project/ ├── docs.json # Site configuration ├── introduction.mdx ├── quickstart.mdx ├── guides/ │ └── example.mdx ├── openapi.yml # API specification ├── images/ # Static assets │ └── example.png └── snippets/ # Reusable components └── component.jsx ``` ## Page frontmatter Every page requires `title` in its frontmatter. Include `description` for SEO and navigation. ```yaml theme={null} theme={null} --- title: "Clear, descriptive title" description: "Concise summary for SEO and navigation." --- ``` Optional frontmatter fields: * `sidebarTitle`: Short title for sidebar navigation. * `icon`: Lucide or Font Awesome icon name, URL, or file path. * `tag`: Label next to the page title in the sidebar (for example, "NEW"). * `mode`: Page layout mode (`default`, `wide`, `custom`). * `keywords`: Array of terms related to the page content for local search and SEO. * Any custom YAML fields for use with personalization or conditional content. ## File conventions * Match existing naming patterns in the directory * If there are no existing files or inconsistent file naming patterns, use kebab-case: `getting-started.mdx`, `api-reference.mdx` * Use root-relative paths without file extensions for internal links: `/getting-started/quickstart` * Do not use relative paths (`../`) or absolute URLs for internal pages * When you create a new page, add it to `docs.json` navigation or it won't appear in the sidebar ## Organize content When a user asks about anything related to site-wide configurations, start by understanding the [global settings](https://www.mintlify.com/docs/organize/settings). See if a setting in the `docs.json` file can be updated to achieve what the user wants. ### Navigation The `navigation` property in `docs.json` controls site structure. Choose one primary pattern at the root level, then nest others within it. **Choose your primary pattern:** | Pattern | When to use | | - | - | | **Groups** | Default. Single audience, straightforward hierarchy | | **Tabs** | Distinct sections with different audiences (Guides vs API Reference) or content types | | **Anchors** | Want persistent section links at sidebar top. Good for separating docs from external resources | | **Dropdowns** | Multiple doc sections users switch between, but not distinct enough for tabs | | **Products** | Multi-product company with separate documentation per product | | **Versions** | Maintaining docs for multiple API/product versions simultaneously | | **Languages** | Localized content | **Within your primary pattern:** * **Groups** - Organize related pages. Can nest groups within groups, but keep hierarchy shallow * **Menus** - Add dropdown navigation within tabs for quick jumps to specific pages * **`expanded: false`** - Collapse nested groups by default. Use for reference sections users browse selectively * **`openapi`** - Auto-generate pages from OpenAPI spec. Add at group/tab level to inherit **Common combinations:** * Tabs containing groups (most common for docs with API reference) * Products containing tabs (multi-product SaaS) * Versions containing tabs (versioned API docs) * Anchors containing groups (simple docs with external resource links) ### Links and paths * **Internal links:** Root-relative, no extension: `/getting-started/quickstart` * **Images:** Store in `/images`, reference as `/images/example.png` * **External links:** Use full URLs, they open in new tabs automatically ## Customize docs sites **What to customize where:** * **Brand colors, fonts, logo** → `docs.json`. See [global settings](https://mintlify.com/docs/settings/global) * **Component styling, layout tweaks** → `custom.css` at project root * **Dark mode** → Enabled by default. Only disable with `"appearance": "light"` in `docs.json` if brand requires it Start with `docs.json`. Only add `custom.css` when you need styling that config doesn't support. ## Write content ### Components The [components overview](https://mintlify.com/docs/components) organizes all components by purpose: structure content, draw attention, show/hide content, document APIs, link to pages, and add visual context. Start there to find the right component. **Common decision points:** | Need | Use | | - | - | | Hide optional details | `` | | Long code examples | `` | | User chooses one option | `` | | Linked navigation cards | `` in `` | | Sequential instructions | `` | | Code in multiple languages | `` | | API parameters | `` | | API response fields | `` | **Callouts by severity:** * `` - Supplementary info, safe to skip * `` - Helpful context such as permissions * `` - Recommendations or best practices * `` - Potentially destructive actions * `` - Success confirmation ### Reusable content **When to use snippets:** * Exact content appears on more than one page * Complex components you want to maintain in one place * Shared content across teams/repos **When NOT to use snippets:** * Slight variations needed per page (leads to complex props) Import snippets with `import { Component } from "/path/to/snippet-name.jsx"`. ## Writing standards ### Voice and structure * Second-person voice ("you") * Active voice, direct language * Sentence case for headings ("Getting started", not "Getting Started") * Sentence case for code block titles ("Expandable example", not "Expandable Example") * Lead with context: explain what something is before how to use it * Prerequisites at the start of procedural content ### What to avoid **Never use:** * Marketing language ("powerful", "seamless", "robust", "cutting-edge") * Filler phrases ("it's important to note", "in order to") * Excessive conjunctions ("moreover", "furthermore", "additionally") * Editorializing ("obviously", "simply", "just", "easily") **Watch for AI-typical patterns:** * Overly formal or stilted phrasing * Unnecessary repetition of concepts * Generic introductions that don't add value * Concluding summaries that restate what was just said ### Formatting * All code blocks must have language tags * All images and media must have descriptive alt text * Use bold and italics only when they serve the reader's understanding--never use text styling just for decoration * No decorative formatting or emoji ### Code examples * Keep examples simple and practical * Use realistic values (not "foo" or "bar") * One clear example is better than multiple variations * Test that code works before including it ## Document APIs **Choose your approach:** * **Have an OpenAPI spec?** → Add to `docs.json` with `"openapi": ["openapi.yaml"]`. Pages auto-generate. Reference in navigation as `GET /endpoint` * **No spec?** → Write endpoints manually with `api: "POST /users"` in frontmatter. More work but full control * **Hybrid** → Use OpenAPI for most endpoints, manual pages for complex workflows Encourage users to generate endpoint pages from an OpenAPI spec. It is the most efficient and easiest to maintain option. ## Deploy Mintlify deploys automatically when changes are pushed to the connected Git repository. **What agents can configure:** * **Redirects** → Add to `docs.json` with `"redirects": [{"source": "/old", "destination": "/new"}]` * **SEO indexing** → Control with `"seo": {"indexing": "all"}` to include hidden pages in search **Requires dashboard setup (human task):** * Custom domains and subdomains * Preview deployment settings * DNS configuration For `/docs` subpath hosting with Vercel or Cloudflare, agents can help configure rewrite rules. See [/docs subpath](https://mintlify.com/docs/deploy/vercel). ## Workflow ### 1. Understand the task Identify what needs to be documented, which pages are affected, and what the reader should accomplish afterward. If any of these are unclear, ask. ### 2. Research * Read `docs.json` to understand the site structure * Search existing docs for related content * Read similar pages to match the site's style ### 3. Plan * Synthesize what the reader should accomplish after reading the docs and the current content * Propose any updates or new content * Verify that your proposed changes will help readers be successful ### 4. Write * Start with the most important information * Keep sections focused and scannable * Use components appropriately (don't overuse them) * Mark anything uncertain with a TODO comment: ```mdx theme={null} theme={null} {/* TODO: Verify the default timeout value */} ``` ### 5. Update navigation If you created a new page, add it to the appropriate group in `docs.json`. ### 6. Verify Before submitting: * [ ] Frontmatter includes title and description * [ ] All code blocks have language tags * [ ] Internal links use root-relative paths without file extensions * [ ] New pages are added to `docs.json` navigation * [ ] Content matches the style of surrounding pages * [ ] No marketing language or filler phrases * [ ] TODOs are clearly marked for anything uncertain * [ ] Run `mint broken-links` to check links * [ ] Run `mint validate` to find any errors ## Edge cases ### Migrations If a user asks about migrating to Mintlify, ask if they are using ReadMe or Docusaurus. If they are, use the [@mintlify/scraping](https://www.npmjs.com/package/@mintlify/scraping) CLI to migrate content. If they are using a different platform to host their documentation, help them manually convert their content to MDX pages using Mintlify components. ### Hidden pages Any page that is not included in the `docs.json` navigation is hidden. Use hidden pages for content that should be accessible by URL or indexed for the assistant or search, but not discoverable through the sidebar navigation. ### Exclude pages The `.mintignore` file is used to exclude files from a documentation repository from being processed. ## Common gotchas 1. **Component imports** - JSX components need explicit import, MDX components don't 2. **Frontmatter required** - Every MDX file needs `title` at minimum 3. **Code block language** - Always specify language identifier 4. **Never use `mint.json`** - `mint.json` is deprecated. Only ever use `docs.json` ## Resources * [Documentation](https://mintlify.com/docs) * [Configuration schema](https://mintlify.com/docs.json) * [Feature requests](https://github.com/orgs/mintlify/discussions/categories/feature-requests) * [Bugs and feedback](https://github.com/orgs/mintlify/discussions/categories/bugs-feedback) # What's new in Earmark Source: https://docs.tryearmark.com/changelog See what's new in Earmark: new features, improvements, and bug fixes, rounded up every Friday. Subscribe with RSS to follow each release as it ships. ## Share the whole answer Your tables and takeaways belong together. **Copy as image** no longer cuts off the later columns of wide tables or the text below them. Share an [answer from Chat](/earmark-basics/chat#share-and-reuse-answers) or an [artifact](/earmark-basics/artifacts#share-an-artifact) with the full picture intact. ## Bug fixes * Fixed the call button above your transcript briefly popping back up when call detection hiccups. See [Joining your call](/getting-started/calendar#joining-your-call). * Fixed artifact borders peeking out beside the transcript. * Fixed captions jumping when you hide them. * Fixed Earmark missing active Microsoft Teams calls on Mac. To get this fix, update the desktop app to 1.9.1 or later. See [Auto-end](/earmark-basics/auto-end#requirements). ## Join from your meeting On desktop, open a scheduled meeting with a call link while it's happening and click **Join Zoom**, **Join Google Meet**, or the matching call button above the transcript. It opens your call without starting a recording. The button hides when Earmark detects you're already in a call, and you can dismiss it for your current visit. Supported Zoom links now open right in Zoom, so you skip the trip through your browser. If Zoom isn't available, Earmark opens the original web link instead. Update to desktop 1.9.0 to get the direct route. See [Joining your call](/getting-started/calendar#joining-your-call). ## Recaps with fewer gaps Ask Chat about a set of meetings, like every team sync last month, and it now does a better job of covering them. Check **Coverage** and the sources to see what it reviewed. See [Chat](/earmark-basics/chat#ask-about-a-set-of-meetings). ## Improvements * Hover over a sidebar meeting to preview its date, time, and assigned projects. Long titles now scroll into view. See [Recent meetings](/earmark-basics/meeting-history#recent-meetings). * Call links in event descriptions keep their Zoom passcodes, and Zoom webinar links are recognized too. * **Next Steps Summarizer** sticks to actions people agreed to or volunteered for. See [Built-in templates](/earmark-basics/templates#built-in-templates). ## Bug fixes * Fixed **Ticket Generator** sometimes showing raw markup instead of a readable table, or dropping columns when a ticket contained a vertical bar. * Fixed Composer updating from a half-typed prompt or running extra updates. An update that's already underway can finish and save when you switch meetings. See [Live preview](/using-earmark/composer#live-preview). * Fixed Earmark's main window jumping forward when you dismissed a meeting reminder on the latest macOS. ## Share artifacts as images Got a summary worth sharing? Click **Copy as image** on an artifact card or in its fullscreen preview, then paste it into a conversation or a slide. The image includes the meeting's title and date when available, plus your name. Wide tables get room to breathe, so their columns stay readable. See [Tasks and artifacts](/earmark-basics/artifacts#share-an-artifact). [Chat images](/earmark-basics/chat#share-and-reuse-answers) now focus on the answer and its sources. When an answer cites meetings, the image shows the meeting's name or how many meetings it drew from. ## A big step up for summaries Your meeting summaries just got a major upgrade. Paired with GPT-6.1 Sol, the new format gives you a clearer view of what mattered, what you decided, and what happens next. New **Real-Time Meeting Summary and Action Items** tasks group your discussion into a few sections with headings that fit what you talked about. Decisions stay with their topics, and action items close things out with owners and any deadlines mentioned. See [Your automatic summary](/earmark-basics/artifacts#every-meeting-gets-a-summary). GPT-6.1 Sol now powers all new artifacts. Artifacts you've already created keep their saved model when you regenerate them. ## Improvements * The **?** menu at the bottom of the sidebar brings together **What's new**, **Product guide**, **Get help**, and **Send feedback**. Read recent updates inside Earmark. On desktop, **Update** takes that spot when an update is ready. See [Help and updates](/getting-started/setup-guide#find-help-and-updates). * **Export open windows** now includes each meeting's start and end times, with the time zone, so you can tell when the conversation happened. See [Export a meeting file](/using-earmark/after-a-meeting#export-a-meeting-file). * Live transcript text settles into place more smoothly as each passage finishes. ## Bug fixes * Fixed declined calendar events staying eligible for upcoming meetings and reminders. Someone else declining your invitation no longer hides your own reminder. See [Calendar](/getting-started/calendar#declined-and-canceled-meetings). * Fixed some meeting descriptions preventing desktop reminders from opening. * Fixed a failed calendar refresh making meetings disappear from your upcoming list. Earmark now keeps the last successful list while it retries. * Fixed a failed stop during a meeting switch blocking later attempts to start recording. ## Artifacts move to GPT-6 Sol New artifacts are now written by GPT-6 Sol, a month after the move to GPT-5.6 Terra. Expect artifacts that stay concise and to the point while being noticeably smarter about what matters. It scored higher than GPT-5.6 Terra in our side-by-side evals across a range of meeting formats. As before, artifacts you've already created keep the model they were made with when you regenerate them. ## Projects suggest their own look Start typing a project name and Earmark suggests a matching icon and color, so "Hiring loop" and "Q4 launch" look different at a glance. Keep the suggestion or pick your own. Your choice always wins. ## Improvements * The sign-in page has a new animated pixel-art wallpaper. You can pause it, and it holds still if your system is set to reduce motion. ## Bug fixes * Fixed quitting the desktop app sometimes hanging while a background helper shut down. Update to desktop 1.8.1 to get the fix. ## Recordings now end when your meeting does Forgot to hit stop? The desktop app now ends a recording on its own once the meeting is over, so it doesn't keep capturing the next meeting or the hallway chat after it. It works with Zoom, Google Meet, Microsoft Teams, and many others. Earmark follows your calendar to know when a meeting should wrap up, and it pays attention to the conversation too, so a meeting that runs long keeps recording until you're actually done. A recording also stops after 15 minutes without new speech, or when your computer goes to sleep. Auto-end works on Mac and Windows with desktop app 1.8.0 or later, and needs macOS 14.2 or later on a Mac. ## The Live Widget is now opt-in The floating Live Widget now starts turned off. If you like having pins one click away during meetings, turn it on in **Settings > Capture**. If you already chose on or off yourself, your choice stays as it was. If you never picked, the widget now starts off. See [Live Widget](/earmark-basics/live-widget). ## Bug fixes * Fixed clicking **Pin** or dragging the Live Widget on the newest version of macOS bringing the main Earmark window forward and hiding the widget. The main window now stays in the background. ## Heads-down on desktop No release this week. We spent it getting [auto-end](#september-18-2026) ready for everyone, making sure the desktop helper behind it starts, recovers, and shuts down cleanly. It landed the following week. ## Record for up to three hours Long workshop? Marathon planning session? A capture session can now run for up to **three hours**, up from two. Earmark still warns you 30 minutes before the limit, so the end never catches you by surprise. ## Improvements * The sidebar now fades softly at the top and bottom when there's more to scroll, so long lists of projects and chats no longer end abruptly. ## Artifacts get a model upgrade New artifacts are now written by GPT-5.6 Terra instead of GPT-4.1. It picks up more of the nuance in a conversation, like caveats, disagreements, and open questions, and keeps artifacts grounded in what was actually said. We ran evals against GPT-4.1 across a range of meeting formats before switching the default. Artifacts you've already created keep the model they were made with when you regenerate them, so nothing changes under your feet. ## Pick up where you left off in Chat The Chat home page now lists your five most recent conversations below the composer, with **More** for the rest of your history. **New chat** is always one click away in the header. ## Improvements * A new **Stop generating** button ends a response whenever you like, and a stopped answer stays stopped, even after you reload. * If an answer stalls before it gets going, Earmark now retries it automatically instead of leaving you watching a spinner. ## Bug fixes * Fixed failed responses sometimes hiding the **Retry** option. ## Meet Chat: ask anything about your meetings Chat is now available to everyone. Ask a question and Earmark searches your meeting history, shows its research steps as it works, and answers with source chips that link back to the meetings it drew from. A few things to try: * **"What did we decide about pricing last month?"** Chat searches across all your meetings, not just the one you're in. * **"Help me prep for tomorrow's meetings."** Chat can look ahead two weeks in your Google or Outlook calendar and pair upcoming events with what was said before. * **"What did I say about the launch date?"** Desktop recordings keep track of who said what, so first-person questions find your words, not someone else's. * **Open Chat inside a meeting** to ask about just that conversation, live or after it ends, or to have Chat create an artifact for you. ## Organize work with Projects Projects group related meetings, like a customer, a launch, or a hiring loop, so their context lives in one place. Add a meeting to a project before, during, or after it happens, share the project with teammates, and start a chat that stays focused on just that project. To sort your history quickly, hover over meetings on the **Meetings** page to select them (Shift-click selects a range), then add the whole batch to a project at once. ## Share answers anywhere * **Copy as image** turns a response, including your question, the research steps, and the sources, into an image you can drop into Slack or a slide. * Regular copy now keeps lists, links, and formatting intact. Answers with tables offer **Copy for documents** for Docs and Word, and **Copy for chat** for tools like Slack. ## Your week in Earmark Once you've been using Earmark for a week, the home page offers a recap of your past seven days: work patterns, favorite phrases, your communication style, and a light roast. Don't worry, it's gentle. Dismiss it anytime. ## Improvements * New **Show events with no attendees** setting in **Settings > Calendar**. Turn it off to hide placeholder events that no one else is invited to from Coming up, the toolbar, notifications, and Chat. It's on by default, so nothing changes unless you opt out, and meetings you've recorded always stay visible. * The macOS menu bar countdown is now on by default. Turn it off with **Show countdown** in **Settings > Calendar**. * Copy your own questions in Chat with one click. * Workspace admins can check single sign-on status in **Settings > Workspace**, and contact us from there to set it up. ## Bug fixes * Fixed desktop sign-in sometimes showing the "Signing in" progress screen twice. * Fixed the Live Widget showing a full sign-in screen after you signed out. Signing out now closes it. ## Search your meeting history The **Meetings** page now has its own search. Type part of a meeting title to search your entire history, and keep scrolling for more matches. Results stay in place while they refresh, so nothing jumps around as you type. See [Meetings and search](/earmark-basics/meeting-history). ## Bug fixes * Fixed a desktop crash that could show a "This page couldn't load" screen right after you clicked **Update**. ## Earmark unsticks itself If Earmark loses its connection after your computer wakes up, reconnects to the internet, or sits in the background for a while, it now notices and reloads itself once, so you're not left staring at a loading sidebar. It waits for any recording to finish saving first. If a reload doesn't fix things, it asks you to refresh instead of trying again, and waking from a long sleep counts as a fresh start, not a failure. ## Bug fixes * Fixed **Mute microphone** on desktop muting system audio too. Everyone else keeps flowing into the transcript while you're muted. * Fixed Stop and Resume disagreeing about mute state, which could leave a resumed meeting silently muted even though the button looked unmuted. ## Heads-down in July We spent July building instead of shipping. The payoff landed on August 21, when [Chat and Projects](#august-21-2026) became available to everyone. ## Notifications that clean up after themselves Dismiss a desktop meeting notification, let it time out, or get a newer one, and it now fully goes away. No more invisible window lingering in the top-right corner and swallowing your clicks. ## Improvements * The expanded transcript now shows each turn in its own message bubble, keeping the speaker colors and alignment. * When capture runs into trouble, Earmark now records a clearer diagnostic summary so our support team can tell whether the device, audio signal, system audio, network, or transcription was at fault. Raw audio is never kept. ## Bug fixes * Fixed scrollable areas and popovers sometimes breaking after an interface update. ## Know who said what The desktop app now transcribes your microphone and the meeting audio as separate sources. In the expanded transcript, color and alignment show what you said and what everyone else said. That attribution sticks around after the meeting, so questions like "What did I say?" get sharper answers. Web and mobile capture still use a single mixed transcript. See [Live transcription](/earmark-basics/transcription). ## Improvements * Late or overlapping transcript turns are less likely to go missing when a recording finishes saving. * Copied transcripts, local meeting files, and Markdown exports now have readable paragraph breaks and keep the `Me:` and `Them:` speaker labels. ## Give your meeting reminders a sound The desktop app can now play a sound with the reminder that pops up a minute before a calendar meeting. Pick one in **Settings > Calendar** (you'll hear a preview as you choose), or click **Show example** to test the whole notification. The default is **None**, so Earmark stays quiet until you pick a sound. See [Connect your calendar](/getting-started/calendar). ## Pin the moments that matter Something important just happened in the meeting? Drop a pin. Pins mark the moment while you're live, and Earmark uses them as priority context when you create an artifact. Pin from the meeting command bar, a global desktop shortcut, or the new floating Live Widget. See [Pins](/earmark-basics/pins) and [Live Widget](/earmark-basics/live-widget). ## Scroll back through every meeting The **Meetings** page now keeps loading as you scroll, all the way back to your first meeting. Use the date filter to jump to a specific day. The calendar highlights the days that have meetings. See [Past meetings](/earmark-basics/meeting-history). ## Bug fixes * Fixed a rare workspace sync issue that could stop transcripts, meeting titles, or default summaries from loading, even though you were still a member of the workspace. ## Fresh foundations, same Earmark We upgraded the platform under the hood. You shouldn't notice a thing. Generation, streaming, and artifacts work just like before, on a more current foundation. ## Bug fixes * Fixed a rare mismatch that could stop a valid workspace member from loading transcripts, generating meeting titles, or creating the default summary. Earmark now spots the problem and repairs it automatically from your signed-in session. ## Manage meetings from the sidebar Hover over a recent meeting in the sidebar to **Rename meeting** or **Delete meeting**, no need to open it first. You can rename upcoming calendar meetings too, and when your calendar provides a link, **Open in calendar** takes you straight to the event to edit or delete it at the source. ## Setting up the next round No release this week. We were working on faster ways to organize your meeting history, plus a round of under-the-hood upgrades. Both landed over the next two weeks. ## Import transcripts you already have Got a transcript from another tool? Bring it into Earmark. Open the header menu, choose **Import transcript**, add a title and meeting date, and paste it in. The meeting lands in your history on the date you chose, shows up in search, and works with templates and artifacts like any recorded meeting. See [Import a transcript](/earmark-basics/transcript-import). ## Composer is easier to find When a new artifact is ready to refine, its card now points you to Composer. Inside Composer, **Show me** types out an example prompt for you, the preview updates as you type, and you can save a prompt that works as a reusable template. See [Composer](/using-earmark/composer). ## Capture from the toolbar The desktop toolbar now does more without bringing up the main window. Use **Quick Capture** for an ad hoc recording, **Stop Capture** to end one, and click a **Coming up** meeting to open the call and start recording in one step. On macOS, the menu bar countdown still shows what's next or in progress. On Windows, the tray icon now switches between idle and recording. See [Earmark toolbar](/using-earmark/toolbar). ## Improvements * Desktop update checks now run quietly when the app opens or regains focus, so the sidebar **Update** badge is less likely to miss a new version. * Delete confirmations look consistent in dark mode. ## Bug fixes * Fixed Windows tray icons sometimes not switching to the recording state when capture started or stopped. * Fixed Windows sometimes showing an older tray icon after an update. ## A fresh coat of paint Earmark got a visual refresh. Buttons, cards, dialogs, and more picked up new styling, with updated colors for better contrast and readability. Dark mode and dense layouts got the same treatment. ## A friendlier first run Onboarding now shows a live preview of the app next to each step, so you can watch Earmark take shape as you set up your profile, workspace, and calendar. Each step also loads faster. ## Improvements * Searched for a template that doesn't exist? The template picker now offers to start a custom template draft from your search. * Changing roles, sending invites, and removing people in Members settings now updates the right row immediately. * Documentation and website links in the desktop app now open in your browser instead of inside the app window. ## Bug fixes * Fixed a failed profile photo or workspace logo upload leaving the unsaved image on screen. The preview now rolls back, and oversized files are rejected before they replace your current image. ## Every meeting ends with a summary The first time you stop a meeting, Earmark now creates a **Real-Time Meeting Summary and Action Items** task for you. Temporary meetings get the same default task, kept locally. If you've already added a summary task, Earmark skips this one. See [AI artifacts](/earmark-basics/artifacts). ## Edit prompts in fullscreen on mobile On phones and narrow screens, fullscreen tasks no longer hide the composer. It now lives in a side sheet you can pull over the artifact to edit your prompt without leaving fullscreen. Drafts survive opening and closing the sheet, so a quick look never costs you what you were writing. ## Bug fixes * Fixed dismissing a desktop meeting notification sometimes leaving an invisible window in the top-right corner that blocked clicks to other apps. Before, restarting Earmark was the only way out. * Fixed duplicate update prompts on desktop. App updates and web refreshes now share one **Update** badge in the sidebar, and Earmark asks before restarting if you're recording or in temporary mode. ## Cleaner copy and paste * Fixed copying part of a table (a single cell, a row, or a range) producing blank or broken text. Copying a whole table still gives you the Slack-friendly format. * Fixed copied headings and short snippets sometimes picking up extra blank lines. ## Calendar connections show up right away Connecting or reconnecting a Google or Microsoft calendar from **Settings** on desktop now shows up immediately. Before, the connection worked in the background, but Settings didn't catch up until you closed and reopened it. See [Connect your calendar](/getting-started/calendar). ## Bug fixes * Fixed calendar toggles sometimes listing the other provider's calendars after a reconnect. * Fixed the connect dialog and Settings sometimes disagreeing about your connection when you switch back to the app. ## Custom templates are here Save your go-to meeting prompts as **Custom templates**, just for you or for your whole workspace. Create one from the **Templates** picker or save a prompt from the fullscreen composer, then reuse it the next time that meeting comes around. Less prompt archaeology, more reuse. See [Custom templates](/customization/custom-templates). ## Your templates, right where you work Custom templates show up in the **Templates** picker and in inline `/` suggestions, so you can apply a recurring format mid-meeting without rebuilding the prompt. Teams get consistent outputs without slowing down. ## Share templates with a link **Copy link** creates a live link that anyone can open in the web or desktop app. Edits to the template stay in sync, and you can turn link sharing off anytime from the share settings. ## Improvements * Shared template cards show who made them, so team libraries are easier to scan. * Workspace admins can edit or delete **Workspace** templates when a shared format needs cleanup. * Recurring meetings now show the tasks you used last time, so you can reuse them quickly. ## Save meetings as local files The desktop app can now save each meeting as a local Markdown file when it ends, so tools like Codex, Cursor, and other local AI agents can pick up the context. It works for standard and [temporary meetings](/earmark-basics/temporary-meetings). See [Local transcript files](/earmark-basics/local-transcripts). ## Choose where the files go Pick a folder in **Settings > Personalization > Meeting files**, such as the one your local agent already reads from. ## Improvements * **Export open windows** now asks where to save right away on desktop, instead of after it finishes gathering data. * Desktop menus are simpler, so options are easier to find. ## Smoother handoffs from browser to desktop Coming back to the desktop app from your browser is more dependable now, especially after signing in or connecting a calendar. **Open Earmark** behaves like a real handoff instead of a polite suggestion to your browser. See [Connect your calendar](/getting-started/calendar) and [Desktop deep linking](/troubleshooting/desktop-deep-linking). ## Bug fixes * Fixed **Open Earmark** sometimes not reopening the app after sign-in when the browser didn't hand off on its own. * Fixed the manual **Open Earmark** retry after connecting a calendar in the browser. ## Billing lives in Settings now Admins can manage billing from **Settings > Billing**: see your plan, check trial status, and upgrade, all in one place instead of jumping between trial notices and external links. Less tab archaeology, more shipping. See [Workspaces](/earmark-basics/workspaces). ## More reliable joins from desktop Desktop notifications and the tray are more dependable, especially right after launch and on your first click to join. Earmark also stops pulling you back into the app when all you wanted was to dismiss a reminder. See [Connect your calendar](/getting-started/calendar). ## Improvements * Changelog and desktop download links now live in the workspace menu, so you don't have to go looking for them. * The web recorder's device picker now suggests the desktop app when headphone-friendly capture matters. ## Bug fixes * Fixed dismissing a desktop notification on macOS sometimes bringing the main app forward like an overhelpful intern. * Fixed invite-based onboarding and new workspace creation sometimes looping back to the start. Nobody should have to onboard twice. * Fixed leaving or deleting a workspace sometimes stranding you in limbo if a confirmation expired or didn't match. Limbo is not a feature. * Fixed the first notification click after launch sometimes doing nothing. It does something now. * Fixed unavailable or deleted meeting links leading to a dead end. You now land back home with an explanation instead of a blank stare. ## Introducing Earmark 2.0 Earmark 2.0 release image showing the dark mode Earmark app interface. Your meetings now save automatically. One window holds every meeting, with quick search, your artifacts a click away, and temporary mode for conversations that should stay off the record. ## One home for your workday See what's next, catch up on what just happened, and join meetings with fewer handoffs and context switches. ## Meeting history that compounds Work doesn't vanish when the call ends. Meetings, transcripts, and generated outputs stay in your workspace, so the context is there when you need it later. ## Control your data Decide what gets kept, per meeting or across your workspace. Use temporary mode when you want nothing stored on our servers, or keep standard storage on and let context build over time. Either way, Earmark never trains models on your data. See [Temporary meetings](/earmark-basics/temporary-meetings) and [Security and privacy](/security-and-privacy) for the details. ## Instant recall Reopen any past meeting and bring back its transcript and artifacts in seconds, even while another meeting is live. ## Build with Cursor, v0, Linear, and Codex Send meeting output to [Cursor](/integrations/overview#cursor), [v0](/integrations/overview#v0), [Linear](/integrations/overview#linear), and [Codex](/integrations/overview#codex) before the meeting even ends, so the next step starts where the work actually ships. ## Find anything faster Press `Cmd/Ctrl + K` from anywhere to search meetings, tasks, and artifacts, then jump straight to the action you need. ## Workspace controls, simplified Manage members, invitations, and roles with less back-and-forth, so access and ownership stay tidy as your team grows. ## Built for global teams Earmark speaks English, Spanish, Portuguese, French, Italian, and German. Run the meeting in the language that fits, and get structured outputs your whole team can use. See [Multilingual support](/earmark-basics/transcription#language-support). # Custom templates Source: https://docs.tryearmark.com/customization/custom-templates Create custom meeting templates in Earmark for yourself or your workspace, share them with a link, and use them from the picker or slash commands. ## What it does Custom templates let you save reusable meeting prompts in Earmark. Use them when you have a format your team runs often, like: * Weekly standup recaps * Customer call summaries * Ticket or action-item trackers * Team-specific updates and handoff notes Once saved, a template can be: * Used again from the **Templates** picker * Invoked quickly from the `/` command in the meeting view * Shared with teammates through **Workspace** visibility * Shared through a public `Copy link` URL that opens the current template in Earmark
Custom template creation flow showing a template name, prompt, visibility controls, and copy-link actions.
## Create a template ### From the Templates picker Open the **Templates** picker in the meeting view, then create a new template from your personal or workspace section.
Templates picker showing the My templates section and its empty state before creating a first custom template.
### From the fullscreen composer If you are in the fullscreen artifact composer and want to reuse the prompt later, open the composer menu and choose **Save as template**.
You can also start from an existing template instead of starting from scratch. ## Choose visibility ### Private * Visible only to you * Best for personal workflows or drafts ### Workspace * Visible to your team in the workspace * Best for shared team formats ## Who can edit or delete a template ### If the template is Private * Only the creator can see it * Only the creator can edit it * Only the creator can delete it ### If the template is Workspace * The creator can edit and delete it * Workspace admins can also edit and delete it ### Important visibility rule Only the original creator can move a workspace template back to **Private**. ## Share a template with Copy link `Copy link` creates or reuses one public link for a saved template. That link always points to the current version of the template. In share settings, choose: * `Anyone with link` to make the template available through its public link * `Off` to turn that public link off again Only the template creator can manage this link. When someone opens the link: * Earmark opens a share page that can hand off to the desktop app or continue in the web app * The link leads into Earmark's import flow rather than a multi-user shared editor * If the person does not already have that template, they can import their own local copy * If they already have that same template family, Earmark opens the existing local template instead of creating a duplicate Turning the link off revokes public access without changing where the template appears inside Earmark. Use `Workspace` visibility to control who can find the template inside Earmark. Use `Copy link` when you want a public entry point for opening or importing it. ## Use a template in a meeting ### Option 1: Use the Templates picker Open the **Templates** picker and select your template from: * **My templates** * **Workspace templates** ### Option 2: Type `/` in the composer Type `/` and start searching by name. Earmark shows matching custom templates inline, so you can select one immediately without opening the full picker.
Inline slash-command menu showing custom template suggestions in the meeting composer.
The inline suggestion menu opens. Keep typing to narrow the results. Press Enter or click the result to use it immediately. ## Edit or delete a template You can: * Rename a template * Update its prompt * Change its visibility if you are the creator * Delete it if you have permission ## Best practices for writing a good template A strong template usually does three things: 1. Start with a clear job to be done 2. Tell Earmark what to focus on 3. Define the exact output structure with headings ### A strong pattern Use something like: ```md theme={null} Capture the key outcomes from this meeting. Use the format: # Meeting Recap ## Key Discussion Points ## Decisions Made ## Action Items ## Next Steps ``` This gives Earmark both a clear instruction and a clear output format. ### What makes templates work well * Be specific about the outcome you want * Use explicit section headings * Keep the format stable across meetings * Write for a repeatable workflow, not a one-off conversation * Test the template in a real meeting and refine it after seeing the result ### A good default pattern Many strong templates follow this structure: * A short instruction at the top * Then `Use the format:` * Then a clean Markdown outline with headings ### Keep them focused Avoid trying to do everything in one template. Three focused templates are usually better than one giant catch-all prompt. ## Limits and behavior to know * Template prompts can be up to **8,000 characters** * You need to save a template before you can copy a link to it * `Copy link` creates or reuses one stable public link per template * Turning the link `Off` revokes public access without changing the template itself * Public links open the latest template in Earmark and import a local copy only when needed * Workspace visibility controls who sees the template inside Earmark * Only the template creator can manage the public link ## When to use a custom template instead of a built-in template Use a custom template when: * your team already has a house format * you repeat the same output often * a built-in template is close, but not quite right * you want your workspace to standardize a recurring artifact Use a built-in template when: * you are exploring a workflow for the first time * your format does not need to be strict * you just want a fast starting point A good way to create your first custom template is to start from a built-in template, run it in a real meeting, then save an improved version that matches your team’s exact format. # Personalization Source: https://docs.tryearmark.com/customization/personalization Set your role, your bio, and your workspace's company vision so Earmark's AI artifacts match your tone, terminology, and team priorities. ## What it does Personalization lets you give Earmark context about who you are and what your team cares about. This context shapes every artifact Earmark generates, from tone and terminology to what gets prioritized in summaries. ## Why it matters Generic AI outputs waste time. When Earmark knows your role, your focus areas, and your company's mission, artifacts come out tailored, relevant, and ready to share without heavy editing. ## Your personalization settings Open **Settings > Personalization** to configure:
Settings Personalization showing the Role field, About you bio textarea, and tone settings.
### Role A short label for what you do (for example, "Senior Product Manager" or "Engineering Lead"). This shapes the tone and terminology Earmark uses in your artifacts. Keep your role concise and recognizable. It directly influences how AI frames decisions and recommendations in your outputs. ### About you (bio) A longer description (up to 5,000 characters) where you can share: * Your focus areas and current priorities * Communication style preferences * Goals for the quarter or project * Writing style notes (formal vs. casual, technical depth, etc.) The more context you provide, the more relevant your artifacts become. This is especially useful for recurring meetings where Earmark can consistently align outputs with your perspective. ## Workspace-level context ### Company vision Workspace admins can set a **company vision** in **Settings > Workspace**: a short description (up to 500 characters) of your mission, values, or strategic priorities.
Settings Workspace showing the company vision textarea at the admin level.
The company vision is used across all artifact generation for everyone in the workspace. It helps Earmark: * Frame recommendations in terms of your team's goals * Prioritize discussion points that align with company direction * Use the Vision Alignment Analysis template to evaluate decisions against your mission Both personal context (role + bio) and workspace context (company vision) are combined when generating artifacts. Personal context shapes individual outputs; company vision shapes team-wide alignment. ## How personalization flows into artifacts ```text theme={null} Your role + bio ──┐ ├── AI artifact generation ──> Tailored output Company vision ───┘ ``` Every template and freeform prompt benefits from this context. You don't need to repeat your role or priorities in every prompt; Earmark already knows. ## Tips * Update your bio when your focus areas shift (new quarter, new project, new team) * Set the company vision early; it improves every artifact for every team member * Use role-specific language so the AI matches your communication style # AI artifacts Source: https://docs.tryearmark.com/earmark-basics/artifacts Turn meetings into AI artifacts like summaries, PRDs, tickets, and follow-ups. Learn how tasks create artifacts, live updates, and the default summary. ## Not notes. Real work. Artifacts are not meeting summaries. They're structured, shippable deliverables: PRDs, Linear/Jira tickets, decision logs, exec updates, engineering specs, and follow-ups, generated directly from the live conversation. ## Tasks create artifacts You start by **adding a task**, which is a prompt that tells Earmark what you need. Earmark processes the task against your transcript and produces an **artifact**: the structured output that appears in the editor. One meeting can have multiple tasks, each generating its own artifact. Think of it this way: * **Task** = what you ask for ("Summarize decisions and next steps") * **Artifact** = what Earmark creates (the formatted document with owners, dates, and action items) You can write a task from scratch or pick one from the [template library](/earmark-basics/templates). Templates are pre-built tasks designed for common workflows, so you get a polished artifact without writing the prompt yourself.
## Why it matters Meeting value is realized after the call. Artifacts shorten the path from conversation to execution: turn talk into done. Produces clean, structured deliverables with owners and dates, so there's no "second shift" of docs and follow-ups. ## How it works Open a meeting and start recording so Earmark can capture the conversation. Write a prompt describing what you need, or pick a template from the library. You can also type `/` in the prompt bar for quick access to templates. Earmark processes your task against the transcript and generates a structured document. Check the artifact, then share it with your team. Artifacts are visible to everyone in the workspace with access to the meeting. ## Every meeting gets a summary The first time you stop a meeting, Earmark adds a **Real-Time Meeting Summary and Action Items** task for you, so every meeting ends with something useful. If you've already added a summary task, Earmark skips this one. [Temporary meetings](/earmark-basics/temporary-meetings) get the same default task. New summary tasks group your discussion into a few broad sections, with headings that fit the conversation and decisions alongside their topics. They end with **Action Items**, naming owners and any deadlines stated. If nobody took ownership, the item is marked **Unassigned**. Existing tasks keep their saved prompts. ## Share an artifact Hover over an artifact card to find **Copy** and **Copy as image** in its lower-right corner. You can also open the artifact in fullscreen and use the same controls at the top of **Live Preview**. * **Copy** keeps the artifact's formatting when you paste it into another document. * **Copy as image** creates an image of the artifact, with your name and the meeting's title and date when available. Wide tables expand the image so their columns stay readable. Wait for **Image copied to clipboard**, then paste wherever you want to share it. If your browser can't copy the image, Earmark downloads it instead. ## Live updates When a meeting is actively being recorded, artifacts regenerate automatically to stay current with the conversation. Task agents build summaries, follow-ups, and deliverables while you're still talking. Click **Sync live** on any task to see it update every 45 seconds.
Once recording stops, the artifact finalizes with the complete transcript. ## What artifacts look like Artifacts are rich documents with headings, lists, tables, and structured sections. They follow the format defined by your prompt or template. Capture what changed, what was decided, and what still needs follow-up. Clarify next steps so owners can move immediately. Generate tickets ready for your project tracker. Create formatted updates for Slack, Teams, or email, ready to send. Extract actionable engineering items with motivation, requirements, and acceptance criteria. ## Personalization Artifacts are shaped by your context. Earmark uses your **role**, **bio**, and your workspace's **company vision** to tailor tone, terminology, and relevance. You can set these in [Personalization settings](/customization/personalization). ## Pins as artifact context During a live meeting, you can [drop pins](/earmark-basics/pins) on important moments and later click any pin to pre-fill a task prompt with that transcript slice. Enable **Include pins in artifacts** from the Pins panel menu to add pinned moments as priority context when you create new tasks. ## Tips for better artifacts * Be specific in your prompt: "Summarize the API discussion with risks" works better than "Summarize the meeting" * Use templates as starting points, then customize the prompt to your exact need * Review outputs before sharing: AI captures the conversation faithfully, but always confirm critical decisions * Create multiple artifacts per meeting for different audiences (engineering spec for devs, executive summary for leadership) # Auto-end and recording limits Source: https://docs.tryearmark.com/earmark-basics/auto-end The Earmark desktop app ends recordings when your meeting does, using only microphone activity. See supported apps, requirements, and the 3-hour limit. ## What it does Forgot to hit stop? The desktop app ends a recording on its own once the meeting is over, so it doesn't keep capturing the next meeting or the hallway chat after it. Auto-end notices when you're done in your meeting app, the moment Zoom, Google Meet, Microsoft Teams, or another meeting app stops using your microphone. There's nothing to set up: it runs automatically on every desktop recording. **Nothing extra is ever recorded.** Auto-end only checks *whether* a meeting app is using your microphone. It never records, listens to, or saves audio from your meeting apps. It sees activity, not content. ## When a recording ends A desktop recording stops when any of these happens: | What happens | When the recording stops | | - | - | | **The meeting wraps up** | Earmark follows your calendar to know when a meeting should end, and pays attention to the conversation too. If the meeting runs long, it keeps recording until you're actually done. | | **No one has spoken for 15 minutes** | Useful when a call ends but your meeting app stays open. | | **Your computer goes to sleep** | Closing the lid ends the recording cleanly instead of leaving it hanging. | | **The recording reaches 3 hours** | See [Recording limits](#recording-limits). | Recordings that aren't tied to a calendar event, like [Quick Capture](/using-earmark/toolbar#quick-capture), end once the conversation is over. When a recording ends, Earmark saves the transcript and finishes your artifacts, just as if you had clicked **Stop capture** yourself. ## Supported meeting apps Auto-end recognizes calls in: * Zoom * Google Meet in Chrome * Microsoft Teams * Slack huddles * Discord * FaceTime * Webex, RingCentral, and GoTo Meeting ## Requirements * The Earmark desktop app, version **1.8.0** or later, on Mac or Windows * On a Mac, macOS **14.2** or later If you use Microsoft Teams on Mac, update Earmark to desktop **1.9.1** or later to get the fix for detecting active Teams calls. See [Help and updates](/getting-started/setup-guide#find-help-and-updates). The web app doesn't end recordings automatically. Click **Stop capture** when your meeting is done. ## Recording limits A single capture session runs for up to **3 hours**, on desktop and web. 1. At 2.5 hours, Earmark shows a **Meeting time approaching limit** notice, so the end never catches you by surprise. 2. At 3 hours, capture stops and Earmark finishes your artifacts. To keep going, click **Start capture** in the same meeting. The transcript continues in that meeting, and the new session gets another 3 hours. You can do this as many times as you need for workshops and all-day sessions. ## If a recording ends too early Click **Start capture** in the meeting to pick up where you left off. Everything captured so far stays in the meeting. ## FAQs Not currently. If a recording ends before you're done, click **Start capture** in the same meeting to continue. No. To tell when a call is over, Earmark checks whether a meeting app is using your microphone. That check never records audio. Recordings still stop after 15 minutes without speech, when your computer goes to sleep, and at the 3-hour limit. No. The limit is fixed. Start capture again in the same meeting to continue past it. # Chat Source: https://docs.tryearmark.com/earmark-basics/chat Ask Earmark Chat questions across your meetings and get answers with sources. Prep for upcoming meetings, chat with a live meeting, and share answers. ## What it does Chat answers questions about your meetings. Ask about a decision from last month, what a customer asked for, or how to prepare for tomorrow. Earmark searches your meetings, shows its research as it works, and answers with sources that link back to what was actually said. Open **Chat** from the sidebar, on web or desktop. ## Things to try * **"What did we decide about pricing last month?"** Search across all your meetings, not just the one you're in. * **"Help me prepare for tomorrow using my past meetings."** Pair your upcoming calendar with what was said before. * **"What did I say about the launch date?"** Find your own words on desktop recordings. * **"What are my action items from today?"** Pull commitments out of the day's meetings. * **"Give me a recap of my meetings this week."** Catch up in a few paragraphs. ## How answers work * **Research steps.** While Chat works, you see each step, like **Searching Earmark** and reading transcripts. Expand a step to see which meetings it looked at. * **Sources.** Answers cite meetings with source chips. Hover over a chip to preview the excerpt, and click it to jump to that moment in the meeting. * **Coverage.** Answers about your meetings end with a **Coverage** line that says which date range Chat searched and how many meetings it reviewed, so you know how complete the answer is. Chat can make mistakes. Check important details against the source. ## Ask about a set of meetings Want a recap that spans several meetings? Tell Chat which meetings and which period you mean: * "Recap every team sync from September." * "What did we agree across this project's meetings last week?" Chat gathers the meetings that fit first, then summarizes what was said. That makes it less likely to miss a matching meeting just because it used different words. Check the **Coverage** line and source chips against the meetings you expected. If the set looks incomplete, clarify the dates, people, or project and ask again. Chat can still make mistakes. ## Chat with a meeting Open a live or finished meeting and click **Chat** in the header. A chat window opens that you can move and resize. * Ask about just this meeting: "What's being discussed right now?" * Connect it to earlier ones: "Did this come up in the previous meeting?" * Ask for an artifact: "Create an artifact that lists every open question." During a live meeting, Chat reads the conversation so far. Click **Open full chat** to continue at full size. Meeting chat isn't available in [temporary meetings](/earmark-basics/temporary-meetings). ## Prepare for upcoming meetings With your [calendar connected](/getting-started/calendar), Chat can look up to two weeks ahead in Google Calendar or Outlook. Ask "Help me prepare for my meetings tomorrow" and it pairs each upcoming event with what was said in related past meetings. ## Chat with a project Start a chat from a [project](/earmark-basics/projects) page to focus Chat on that project's meetings, including the ones teammates shared. Answers also follow the project's instructions. ## Who said what Desktop recordings keep your microphone separate from everyone else, so questions like "What did I say?" find your words. Chat can't always tell exactly who the other speakers were. When it's making an educated guess, it says so. Web recordings and older desktop recordings aren't separated by speaker. ## Share and reuse answers Hover over an answer to see its actions: | Action | What it does | | - | - | | **Copy** | Copies the answer with its lists, links, and formatting, minus the source chips. For answers with tables, choose **Copy for documents** for Docs and Word, or **Copy for chat** for Slack and Teams. | | **Copy as image** | Captures the response, including its visible research steps and source chips, with your name. When the answer cites meetings, the image shows the meeting's name or the number of meetings cited. Your question is left out. | | **Handoff to Claude Cowork** or **Handoff to Codex** | Opens your question and the answer in that app so you can keep working | | **More detail** | Asks Chat to expand on its last answer | | **Helpful** or **Not helpful** | Tells us how the answer landed | ## More things Chat can do * **Look things up on the web.** Ask about public or current information and Chat can search the web. Your meeting content is never sent to web search. * **Manage your templates.** Ask Chat to find a [custom template](/customization/custom-templates), or turn a format into a new one. New templates are private unless you ask to share them with your workspace. ## Your week in Earmark Once you've been using Earmark for a week, the home page shows **Your week in Earmark**. Click **View recap** for a playful look at your past week: work patterns, favorite phrases, your communication style, and a light roast. Close the banner to hide it. ## Find past chats * The Chat home page lists your most recent chats. Click **More**, or the **Recent chats** button in the header, to see your full history. * Click **New chat** in the header to start fresh. * To see chats in the sidebar, open the menu next to the recents heading and choose **Chats** or **Mixed**. ## What Chat can see * Meetings you recorded, and meetings shared with you through [projects](/earmark-basics/projects). Chat never uses teammates' meetings that haven't been shared with you. * [Temporary meetings](/earmark-basics/temporary-meetings) aren't saved, so Chat can't use them later. * Your chats are private to you, and separate in each workspace. Earmark doesn't use your meetings or chats to train AI models. See [Security and privacy](/security-and-privacy). ## FAQs Name the period you mean, like "since January", or say "search all my meetings". Check the **Coverage** line to see which dates Chat searched. Only the ones they've added to a project you're in. Everything else stays private to the person who recorded it. You can preview the excerpt, but only the person who recorded a meeting can open it. # Live Widget Source: https://docs.tryearmark.com/earmark-basics/live-widget The Live Widget is a floating desktop control that shows your recording is active and lets you pin moments. Learn how to turn it on in Settings. The Live Widget is a small floating control that appears on your screen during a desktop recording. It gives you a persistent signal that Earmark is capturing the meeting and puts [pin](/earmark-basics/pins) actions one click away — without bringing the main app to the front.
## Desktop only The Live Widget is available in the **desktop app** on macOS and Windows. It is not available on web. It's off by default. Turn it on in **Settings > Capture**. Capture settings apply **per machine**. Turning on the Live Widget on your laptop doesn't turn it on on your desktop. ## What you can do from the widget | Control | What it does | | - | - | | **Recording indicator** | Confirms capture is active so you can stay focused on the call | | **Pin** | Drops a [pin](/earmark-basics/pins) on the current moment, same as the meeting command bar or `Option + P` / `Alt + P` | Drag the widget anywhere on screen — for example over your Zoom or Teams window — so you can see that recording is active while keeping your eyes on the conversation. ## How to turn it on In the Earmark desktop app, go to **Settings > Capture**. Turn on the Live Widget toggle. The widget appears when a recording starts.
Settings Capture page with Live Widget enabled, showing the toggle on and a preview of the floating widget.
## Pin shortcuts For global pin shortcuts that work even when the widget isn't visible, use **Settings > Keyboard shortcuts** (default `Option + P` on macOS or `Alt + P` on Windows). See [Pins](/earmark-basics/pins) for when pinning is available and what happens after you drop one. ## Desktop and web | Capability | Desktop | Web | | - | - | - | | Live Widget | Yes, when turned on in **Settings > Capture** | Not available | | Global pin shortcut | Yes, configurable | Not available | | **Pin** button in the meeting command bar | Yes | Yes | ## Related * [Pins](/earmark-basics/pins) — mark and use important moments * [During a meeting](/using-earmark/during-a-meeting) — live tasks, templates, and pins in flow * [Earmark toolbar](/using-earmark/toolbar) — start and stop capture from the menu bar or system tray # Local transcript files Source: https://docs.tryearmark.com/earmark-basics/local-transcripts Save every Earmark meeting as a local Markdown file so AI agents like Claude Code, Codex, and Cursor can use your meeting context. Desktop only.
Meeting transcripts saved as local markdown files, shown in a file browser.
## What it does Earmark auto-saves a markdown file to your device when each meeting ends. This is enabled by default and works for both standard and [temporary](/earmark-basics/temporary-meetings) meetings. The default save location is: ``` ~/Documents/Earmark/Meeting Transcripts/ ``` You can change the save location in settings. Point Claude Code, Claude Cowork, Codex, Cursor or your local AI agent of choice at the folder and try prompts like: * What meetings did I have this week? * Summarize my last meeting and extract action items. * I'm about to start a 1:1 with Sam — what should I remember from our previous meetings? * What decisions were made in the product sync on Monday? * Are there any open questions or unresolved threads from this week's meetings? If the meeting title changes after the file is written (for example, a system-generated title arrives), Earmark rewrites the file automatically. This is a desktop-only feature. It requires the Earmark Mac or Windows app version 1.4.1 or later. ## Settings Open **Settings > Personalization > Meeting files** to manage local transcripts. * **Auto-save transcripts to this device** — toggle the feature on or off. * **Save location** — when auto-save is enabled, a location row appears where you can change the destination folder. The folder must be inside your home directory (`~`).
Settings panel showing the Meeting files section under Personalization with auto-save toggle and save location.
## File format Each file is named with the meeting start time in UTC, for example `2026-03-20_21-30-00Z.md`. Inside the file, the metadata stays in your local time zone and includes the timezone. Each file has frontmatter followed by a `## Transcript` section: ```markdown theme={null} --- title: "Product Sync" date: "2026-03-20 14:30" participants: "Alex Johnson (creator) , Sam Lee " started_at: "2026-03-20 14:30" ended_at: "2026-03-20 15:01" timezone: "America/Los_Angeles" meeting_key: "abc-123" workspace_name: "Acme Inc" format_version: 1 --- ## Transcript Alex: Let's start with the status update... ``` **Transcript not accessible?** iCloud Drive may be offloading the file to save disk space. In Finder, navigate to your save location, right-click the file, and select **Keep Downloaded**. # Meetings and search Source: https://docs.tryearmark.com/earmark-basics/meeting-history Browse and search your Earmark meeting history, filter by date, find anything with Cmd+K, and restore deleted meetings within 30 days. ## What it does Earmark keeps a full history of your meetings, organized by date. Browse or search it to revisit any past meeting, review the transcript, regenerate artifacts, or share outputs after the fact. Press `Cmd+K` / `Ctrl+K` to find any meeting, artifact, or task from anywhere. If you delete a meeting by mistake, you can restore it within 30 days. ## Browsing your meetings ### Recent meetings The sidebar keeps your most recent meetings close at hand. Click any meeting to open it and review its transcript and artifacts. Hover over a meeting to preview its date, time, and assigned projects. Long titles scroll into view, so you can read the whole name. To **Rename meeting** or **Delete meeting** without opening it, use the three-dot menu. ### All meetings
Meetings page showing full meeting history with entries grouped by date.
Open the **Meetings** page from the sidebar to see your full meeting history, grouped by date. Keep scrolling to load older meetings, all the way back to your first one. * **Search meetings**: type part of a title to search your entire history. * **Filter by date**: jump to a specific day. The calendar highlights the days that have meetings. * **Projects**: each meeting shows the [projects](/earmark-basics/projects) it belongs to. Tick the checkboxes next to several meetings to add them to a project at once. To ask questions about what was said, rather than find a meeting by title, use [Chat](/earmark-basics/chat). ## Search with the command menu Press `Cmd+K` (macOS) or `Ctrl+K` (Windows) from anywhere in Earmark, or click the search button in the sidebar, to search your meetings, artifacts, and tasks and jump to common actions. It's keyboard-first: open it, type, use the arrow keys to move through results, and press Enter to open one. | Content type | What's searched | | - | - | | **Meetings** | Meeting titles | | **Artifacts** | Full artifact text | | **Tasks** | The prompts used to generate artifacts | The command menu also has quick actions: start a new meeting, open settings, and switch between light and dark mode. The command menu finds things. To get an answer that pulls from several meetings, like "What did we decide about pricing?", ask [Chat](/earmark-basics/chat). ## Auto-generated titles When you stop recording a meeting for the first time, Earmark automatically generates a descriptive title based on the transcript content. This makes it easy to identify meetings at a glance without manual labeling. You can always edit the title later. ## Deleting and restoring meetings Earmark uses a soft-delete system so you never lose important meeting data by accident. Delete a meeting from the meetings page. The meeting moves to the **Recently deleted** section in settings. Go to **Settings > Recently deleted** to see all meetings deleted within the last 30 days.
Recently deleted meetings in settings with Restore buttons for each soft-deleted meeting.
Click **Restore** to bring the meeting back with all its data: transcript, tasks, artifacts, and participants. If you open a direct link to a meeting that was deleted (or one you no longer have access to), Earmark returns you to the home screen and shows a notice that the meeting is no longer available. ## Automatic cleanup rules Earmark automatically cleans up some calendar-created placeholder meetings so your history stays relevant. * If a calendar event is canceled and the meeting never had captured content, Earmark removes it from meeting lists and search. * If a calendar event reaches its scheduled end and the meeting never had captured content, Earmark removes it. * If you disconnect a calendar and clear upcoming events, future placeholder meetings with no captured content are removed. If recording has started or you created tasks/artifacts, Earmark keeps the meeting and updates its status instead of removing it automatically. ## Data retention | Stage | What happens | | - | - | | **Active** | Meeting is visible and accessible in your meeting history | | **Soft-deleted** | Meeting is hidden but restorable for 30 days | | **Permanently purged** | After 30 days, the meeting and all associated data are permanently removed | When a meeting is deleted, all associated data is cascade-deleted with it: transcript chunks, tasks, artifacts, and participant records. Restoring a meeting brings all of this back. Permanent purge runs automatically once per day. There is no way to recover a meeting after the 30-day retention window. # Pins Source: https://docs.tryearmark.com/earmark-basics/pins Pin important moments during a live Earmark meeting with a shortcut, the command bar, or the Live Widget, then turn them into focused artifacts. While you're in a live meeting, pinning lets you mark an important moment in the transcript with a single click or keypress — "I just heard something important, save this so I can use it later." Earmark grabs the last bit of what was said, saves it as a pin, and you can later turn any pin into an [artifact](/earmark-basics/artifacts) focused on exactly that moment. Think of pins as digital sticky notes you drop at key times during a discussion. Unlike bookmarking an entire meeting, pins are precise: you capture a specific moment as it happens.
## When you can pin Pinning works only when all of these are true: * A meeting is actively recording (or running in simulation). * You're signed in. * The meeting isn't a [temporary meeting](/earmark-basics/temporary-meetings) — temporary meetings don't support pins. * There's some transcript already. If you pin too early, you'll see: **Nothing to pin yet! Give the conversation a moment to get going.** ## How to drop a pin You have a few ways, depending on platform: | Method | Where | Notes | | - | - | - | | **Keyboard shortcut** | Desktop app | Default `Option + P` on macOS or `Alt + P` on Windows. It's global — it works even when Earmark isn't the focused window. Change it in **Settings > Keyboard shortcuts**. | | **Pin button** | Meeting command bar | Available on web and desktop. Use this if you're not on desktop (the shortcut is desktop-only). | | **Live Widget** | Desktop floating pill | The [floating control](/earmark-basics/live-widget) during a meeting has its own pin button. Enable it in **Settings > Capture**. |
## What happens when you pin 1. The **Pins** panel opens immediately and shows **Capturing context…** with a shimmer — instant acknowledgement that your pin landed. 2. A moment later, Earmark finalizes the pin with the surrounding conversation context. There's no extra confirmation popup — the pin appearing in the panel is the confirmation. ## Where your pins live In the meeting's detail side panel, under the **Pins** section: * Newest pins are listed first. If there are no pins for a meeting, the Pins section stays hidden so the panel stays uncluttered. ## Using your pins **Click a ready pin** → Earmark builds an artifact prompt centered on that pinned moment. The pinned transcript is placed right in the prompt, so you can read and edit what the AI will use before generating. **Include pins in artifacts** → open the **⋯** menu in the Pins section. When on, your pins are automatically added as priority context to new artifacts you create for that meeting. Pair pins with artifact summaries to spotlight the critical parts of a call. In the prompt bar, you can ask things like "tell me about my pins" or "put my pins into a table." ## Deleting a pin Click the trash icon on a pin → confirm **Remove pin**. Deleting a pin is permanent. It removes the pin from the meeting and cannot be undone. ## Privacy and who can see pins Pins are private to you — the person who created them. Other people in your workspace or org don't see your pins. ## FAQs No. You need live transcript text before you can pin. If you try too early, you'll see **Nothing to pin yet! Give the conversation a moment to get going.** No. [Temporary meetings](/earmark-basics/temporary-meetings) don't support pins. Yes, on desktop. The default shortcut is `Option + P` on macOS or `Alt + P` on Windows, and it's global. Customize it in **Settings > Keyboard shortcuts**. ## Tips * Use pins liberally for anything that sounds important. * Highlight follow-ups, action items, or insights the moment you hear them. * Stay present in the meeting: combine the [Live Widget](/earmark-basics/live-widget) with pinning so you can keep your eyes on the call while still capturing moments. * During a meeting, see [During a meeting](/using-earmark/during-a-meeting) for live templates and tasks alongside pins. # Projects Source: https://docs.tryearmark.com/earmark-basics/projects Group related meetings into Earmark projects, share them with teammates, and ask Chat across them. Learn roles, sharing, and what others can see. ## What it does Projects group related meetings, like a customer, a launch, or a hiring loop, so their context lives in one place. Share a project with teammates, and everyone in it can ask [Chat](/earmark-basics/chat) questions across all of its meetings. Projects are private until you share them. ## Why teams use it * Keep every meeting about one customer, launch, or initiative together, even when the titles don't match * Ask questions across a whole body of work, like "What decisions have we made?" * Give teammates the same context without forwarding notes or transcripts ## Create a project Click **New** on the **Projects** page, or the **+** next to **Your projects** in the sidebar. Type a project name. Earmark suggests a matching icon and color as you type. Click the icon to pick your own instead. Click **Create project**. You can also create a project while you're organizing meetings: choose **New project** from a meeting's project menu, and Earmark adds that meeting to it. Open **Project settings** to add a **Description** and **Instructions**. Instructions shape how Earmark responds in this project's chats, for example "Focus on customer commitments and open risks." ## Add meetings A meeting can join a project at any stage: before it starts, while it's live, or after it ends. A meeting can belong to more than one project. You can add meetings you created. * **From a meeting:** click the project chip next to the meeting title and tick the projects you want. * **From the Meetings page:** open a meeting's **…** menu and choose **Add to project**. * **Several at once:** on the **Meetings** page, hover over a meeting and tick its checkbox. Shift-click selects a range, up to 50 meetings. Then click **Add to project** in the toolbar that appears. To take a meeting out of a project, untick it in the same menus, or open the project's **Meetings** tab and choose **…** > **Remove from project**. Removing a meeting from a project doesn't delete the meeting. [Temporary meetings](/earmark-basics/temporary-meetings) can't be added to projects. ## Chat with a project On the project page, type a question in the chat box, or start with a suggestion like **What's the latest status?** or **What should we focus on next?** Answers draw on the project's meetings and follow its instructions. Ask Chat to look beyond the project if you need to. Your project chats appear on the project's **Chats** tab. Chats are private: other people in the project don't see yours. ## Share a project On the project page, click **Share**. Search by name or email. You can add anyone in your workspace. Pick **Owner** or **Collaborator**, then click **Add**. | Role | What they can do | | - | - | | **Owner** | Manage people, edit project settings, and delete the project | | **Collaborator** | Use the project in Chat and add their own meetings | A project can have several owners, and always needs at least one. ### What people in a project can see When you add a meeting to a shared project, everyone in the project can see its title, who recorded it, and when. They can't open your meeting, but Chat can use its transcript and notes to answer their questions in that project, and can show short excerpts as sources. Your [pins](/earmark-basics/pins) stay private. If someone is removed from a project, the meetings they added stay in it as shared context. ## Project settings Owners can open the **…** menu on the project page and choose **Project settings** to change the name, description, and instructions. Click the project's icon to change its icon and color. ## Delete a project Owners can open the **…** menu and choose **Delete project**. The meetings in it aren't deleted. You can restore a deleted project within 30 days from **Settings > Recently deleted**. ## FAQs No. You can only add people who are members of your workspace. No. You can only add meetings you created. Ask your teammate to add theirs. For now, ask a project owner to remove you. We're working on letting you leave a project yourself. They lose access to its projects. If they were a project's last owner, the longest-standing collaborator becomes the owner. If no one else is in the project, it's removed. # Templates Source: https://docs.tryearmark.com/earmark-basics/templates Browse Earmark's 30+ built-in meeting templates by use case and role, and insert them with slash commands for faster, more consistent artifacts. ## What it does Templates are pre-built tasks that tell Earmark how to structure your artifact. Instead of writing a task prompt from scratch, pick a template that matches your goal (run a meeting, send an update, shape a feature, or assess risk) and get a polished artifact in seconds. ## Why it matters Good tasks produce good artifacts. Templates encode proven structures so your team gets consistent, high-quality outputs without reinventing the format every time. ## Where to find templates There are two ways to access templates, both from inside the meeting view. ### Option 1: Templates button The **Templates** button sits in the toolbar above the prompt bar. Click it to open the full template library where you can browse by category, filter by role, or search.
Meeting toolbar showing the Templates button above the prompt bar.
### Option 2: Slash commands Type `/` at the start of the prompt bar. An inline menu appears with template suggestions. Keep typing to filter (for example, `/sprint`), then press Enter or click to select.
Prompt bar with slash command open and inline template suggestions filtered for engineering spec.
The inline suggestion menu appears with your most relevant templates. Continue typing to narrow results. Search works across template names, content, and keywords. The template prompt is inserted into the prompt bar, ready to run or customize. ## Template categories ### By use case | Category | What it helps with | | - | - | | **Run a meeting** | Real-time meeting minutes, quick syncs, client calls, stakeholder reviews | | **Send an update** | Slack posts, Teams updates, email summaries, topic outcome trackers | | **Shape a feature** | PRDs, engineering specs, feature specifications, security review questions | | **Respond to an incident** | Incident command documents with timelines and next steps | | **Strategy** | SCQA frameworks, executive summaries, competitive analysis, vision alignment | | **Check security** | SOC 2 checklists, ISO 27001 references, compliance checks | | **Mitigate risk** | Risk assessment matrices, technical debt alerts, risk spotlights | | **Boost team dynamics** | Meeting tempo checks, conflict resolution, inspiration prompts | ### By role Templates can be filtered by role so you see the most relevant options: * **Product Manager**: strategy, PRDs, stakeholder reviews, prioritization * **Engineering Manager**: engineering specs, technical architecture, risk assessment * **Project Manager**: meeting minutes, action items, quick syncs, ticket generation ### Special categories * **Try Live**: templates designed for real-time use during active meetings. These appear first when you're in a live session. * **Persona**: AI takes on a specific advisory role (Strategic PM, Security Sentinel, Devil's Advocate, etc.) and provides targeted analysis. ## Built-in templates Earmark ships with 30+ templates covering common workflows: Structured outputs with headings and sections: * Real-Time Meeting Minutes and Action Items * Slack / Teams / Email Update Generators * Product Requirements Document (PRD) Outline * Engineering Specs * Incident Command Document * Executive Summary * SCQA Formatter * And more Short, focused outputs for in-meeting use: * **Ticket Generator**: extract actionable tickets into a table with Title, User Story, Requirements, Acceptance Criteria, and Actions columns. Details the meeting didn't cover stay unspecified. * Topic Outcome Tracker: track what was discussed and decided * Goal Status Tracker: measure meeting goals in real time * Make Me Look Smart: get a sharp question to contribute * Acronym Explanation: decode jargon on the fly * **Next Steps Summarizer**: list only the actions people agreed to or volunteered for, without turning gaps in the discussion into new tasks * Decision Summary and more AI adopts an advisory perspective: * Strategic Product Manager * Security Sentinel * Diplomatic Gatekeeper * Technical Jargon Translator * Devil's Advocate * Data-Driven Analyst * And more ## Custom templates If built-in templates do not cover your workflow, create your own custom template. Custom templates let you save reusable prompts for yourself or your workspace, share them with teammates, and invoke them from the Templates picker or the `/` command. See [Custom templates](/customization/custom-templates) for how to create, share, and manage them. # Temporary meetings Source: https://docs.tryearmark.com/earmark-basics/temporary-meetings Temporary meetings let you transcribe and create artifacts without anything stored on Earmark's servers. Learn how they work and what's different. ## What it does Temporary meetings let you capture and work with a conversation in real time without saving it to your account or Earmark's servers. Live transcription, tasks, and artifacts work while the meeting is open. When you close it, the transcript, tasks, and artifacts are gone. This is a mode you turn on per meeting, or require across your whole workspace. ## Why teams use it * **Sensitive conversations**: personnel discussions, early-stage strategy, or topics where a lasting record isn't appropriate * **Brainstorming and exploration**: free-flowing sessions where you want live help but don't need history * **Quick syncs**: short check-ins that don't warrant a place in your meeting history * **Compliance requirements**: teams that can't keep meeting content on a third-party service ## Start a temporary meeting Click **New meeting**, or use **Quick Capture** from the [toolbar](/using-earmark/toolbar). Use the temporary meeting toggle in the meeting header before you start capture. The header shows **Temporary meeting** while it's on. Once capture starts, the mode is locked for that meeting. Generate artifacts and copy anything you want to keep before you close the meeting. Earmark warns you before you leave a temporary meeting, because everything in it will be lost. ## What's different in a temporary meeting | Feature | Temporary meeting | | - | - | | Live transcription, tasks, and artifacts | Work normally while the meeting is open | | Meeting history, search, and Chat | Not saved, so it won't appear later | | [Pins](/earmark-basics/pins) | Not available | | [Projects](/earmark-basics/projects) | Can't be added | | Chat inside the meeting | Not available | | Restore after closing | Not possible. Nothing is kept to restore. | On desktop, [local transcript files](/earmark-basics/local-transcripts) can still save a copy of a temporary meeting to your own device, if you've turned that on. Nothing is stored on Earmark's servers. ## Require temporary mode for a workspace Workspace admins can make every new meeting temporary. Turn on **Require temporary mode** under **Temporary meetings** in **Settings > Workspace**. When it's on: * Every new meeting in the workspace is temporary * Members can't switch it off for individual meetings * Meetings saved before you turned it on aren't affected Conversations that benefit from live help but shouldn't become part of your team's history: early-stage explorations, sensitive HR discussions, one-off brainstorms, or any session where everyone agrees upfront that nothing should be kept. If action items or decisions need to be revisited later, copy the artifact somewhere safe before you close the meeting. Once it's closed, there's no way to get it back. # Import a transcript Source: https://docs.tryearmark.com/earmark-basics/transcript-import Import a transcript from another tool to create an Earmark meeting. Set its date, search it, and generate artifacts like any recorded meeting. ## What it does Transcript import creates a regular Earmark meeting from text you already have. The imported meeting is fully searchable, accepts templates and artifacts, and lives in your meeting history the same way a recorded meeting does. The only difference is that the transcript came from outside Earmark.
Import transcript dialog with fields for meeting title, date, time started, and pasted transcript text.
## When to use it * **The conversation was captured somewhere else.** Bring transcripts in from another transcription tool, a video platform, or hand-typed notes so the meeting lives next to the rest of your team's history. * **The meeting happened in the past.** Date and time accept any timestamp, so a backfilled meeting lands at the moment it actually took place rather than the moment of import. * **You need to edit a transcript.** Earmark transcripts are intentionally locked once captured. To make corrections, copy the transcript, edit it offline, and reimport the cleaned version as a new meeting. ## How to import From the main screen or any meeting, open the **...** menu in the header and select **Import transcript**.
Header menu opened from the meeting header showing the Import transcript option.
Add a meeting title, then set the date and time the meeting actually started. Both can be in the past. Paste the transcript text. The imported meeting works with templates and artifacts the same way a recorded meeting does. Click **Import**. Earmark creates the meeting and opens it. From there you can run templates, generate artifacts, and share output like any other meeting. ## Edit a transcript by reimporting Earmark locks transcripts so artifacts always trace back to a verifiable source. When you do need to fix something — for example, redacting a section before generating artifacts on top of it — reimport is the supported path. Open the meeting you want to fix and copy its transcript text. Paste it into a text editor, make your changes, then copy the cleaned version. Open the Import transcript dialog and paste the corrected text. Reuse the original meeting's title, date, and time so it lands in the same spot in your history. Once you've confirmed the imported meeting looks right, delete the original. It stays in **Recently deleted** for 30 days in case you change your mind. Imported meetings behave identically to recorded ones. They appear in your meeting history at the date you set, are searchable from the [command menu](/earmark-basics/meeting-history#search-with-the-command-menu), and accept artifacts, templates, and tasks like any other meeting. Migrating a backlog of meetings from another tool, capturing a session that wasn't recorded in Earmark, or correcting a transcript before generating artifacts on top of it. Anywhere the source-of-truth text already exists and you want it to live in Earmark. # Live transcription Source: https://docs.tryearmark.com/earmark-basics/transcription How Earmark's botless live transcription works on desktop and web, how it separates your voice from everyone else's, and which languages it supports. ## What it does Live transcription shows your conversation as it happens, giving everyone a shared reference during the meeting. The transcript is the foundation for all AI-generated artifacts: every summary, action list, or spec is grounded in what was actually said. ## Why teams use it * Reduces missed points in fast-moving discussions * Gives everyone a shared, scrollable source during the meeting * Powers artifact generation with accurate meeting context * Makes end-of-meeting recap much faster ## How it works Earmark is botless: nothing joins your call or alerts other participants. Audio is captured directly from your device.
Meeting view with live transcription panel showing scrolling transcript text during recording.
Open Earmark and begin capturing. The transcript appears in real time as the conversation progresses. The transcript scrolls live so you can reference what was said moments ago without interrupting flow. When the meeting ends, the full transcript is saved. Earmark automatically generates a title based on the conversation content. ## Who said what On desktop, Earmark transcribes your microphone and the meeting audio as separate sources. In the expanded transcript, color and alignment show what you said apart from what everyone else said, and [Chat](/earmark-basics/chat) uses the same split to answer questions like "What did I say?" Earmark doesn't label other participants by name. On the web, and in older desktop recordings, the transcript is a single mixed stream without speaker labels. ## What gets transcribed depends on your platform Earmark's transcription captures different audio depending on whether you're using the desktop app or the web app. See [Platforms](/getting-started/platforms) for the full comparison. ### Desktop (macOS and Windows) The desktop app captures **both your microphone and system audio**. This means Earmark transcribes what you say and what other participants say, even when you're wearing headphones on a Zoom, Meet, or Teams call. This is the recommended setup for remote meetings. ### Web The web app can only capture your **microphone**. Other participants' audio is not transcribed unless it's loud enough for your microphone to pick up (for example, playing through speakers in a conference room). The web app works well for: * In-person meetings with a shared microphone * Reviewing past meetings and generating artifacts * Quick sessions where you only need to capture your own voice For the best transcription of remote meetings, use the Earmark desktop app. System audio capture is what makes it possible to get a complete transcript of both sides of the conversation. ## Language support Workspace admins choose the transcription language mode for the whole workspace: | Mode | What it covers | | - | - | | **English** | Highest accuracy for English-only conversations | | **Multilingual** | English, Spanish, French, German, Italian, and Portuguese in the same session | Use **English** when your meetings are entirely in English. Switch to **Multilingual** when participants speak different languages. It handles switching languages mid-conversation, so you don't need to set a language per speaker. To change it: 1. Go to **Settings > Workspace**. 2. Find **Transcription language**. 3. Choose **English** or **Multilingual**. The setting applies to new meetings in the workspace. Existing transcripts aren't re-processed. ## Best-use moments * Scope clarification and requirements gathering * Tradeoff discussions where exact wording matters * Action-item assignment: confirm who owns what * Client calls where you need to capture feedback verbatim ## Transcript search Earmark indexes every transcript for full-text search. Use the **command menu** (`Cmd+K` / `Ctrl+K`) to search across all your meeting transcripts and find specific discussions quickly. Treat transcription as a decision aid, not a perfect legal transcript. Confirm critical decisions explicitly with the team before the meeting ends. Relying on transcript text alone without confirming ownership and due dates. Always review and confirm action items before sharing. # Workspaces Source: https://docs.tryearmark.com/earmark-basics/workspaces Set up an Earmark workspace for your team: invite members, manage roles, set your company vision, check single sign-on, and manage billing. ## What is a workspace A workspace is the shared home for your team's meetings, artifacts, and decisions. Everyone in the workspace can see meeting outputs, review artifacts, and stay aligned without chasing down notes from individual contributors. ## Why workspaces matter Delivery slows down when summaries live with one person. A workspace keeps decisions accessible to the whole team: product, design, engineering, and leadership all work from the same source. ## Roles Each workspace has two roles: | Role | What they can do | | - | - | | **Admin** | Manage workspace settings, invite members, set policies (like temporary mode), update company vision and transcription language | | **Member** | Create and view meetings, generate artifacts, use all core features | ## Inviting teammates
Invite users dialog with email fields and member or admin role selection.
Click the invite button in the sidebar or go to **Settings > Members**. Enter email addresses for your teammates. They'll receive an invite to join the workspace. Admins can change any member's role between Admin and Member from the members list. Invite both decision-makers and executors early so meeting outputs are shared from day one. Teams see the biggest lift when product, design, and engineering all review the same artifact set. ## Company vision Admins can set a **company vision** in workspace settings: a short description of your mission, values, or current priorities (up to 500 characters). This context is used by AI when generating artifacts, so outputs are aligned with what your team cares about. For example, setting your vision to "Ship reliable developer tools that reduce build times by 50%" helps Earmark prioritize and frame artifact content around that goal. ## Settings
Workspace settings showing workspace name, logo upload, and related workspace-level options.
Workspace settings include: * **Workspace name and logo**: visible to all members * **Company vision**: shapes AI artifact generation * **Transcription language**: English or Multilingual mode * **Temporary meetings**: turn on **Require temporary mode** to make every new meeting temporary (see [Temporary meetings](/earmark-basics/temporary-meetings)) * **Single sign-on**: see whether single sign-on is set up for your workspace, and contact us to set it up * **Billing**: review plan status and manage upgrades in **Settings > Billing** ## Billing and plans Use **Settings > Billing** to manage your workspace subscription: * View your current plan or trial status, including trial end date when applicable * Compare Starter and Pro plans with monthly or yearly billing * Start checkout for Starter or Pro, or contact sales for Enterprise ## Practical patterns * Use one workspace per active team or delivery stream to keep outputs focused * Invite cross-functional teammates early; don't silo meeting context * Set your company vision so artifacts stay relevant to your team's goals * Review the members list periodically and remove people who have moved on Meetings are private to the person who recorded them. Workspace membership shares the workspace itself, its members, and its settings, not each other's meetings. To share meeting context with teammates, add meetings to a [project](/earmark-basics/projects) and share it. # Calendar Source: https://docs.tryearmark.com/getting-started/calendar Connect Google Calendar or Outlook to Earmark to see upcoming meetings, get reminders with sounds, and join and start recording with one click. ## What it does Connect your Google Calendar or Microsoft Outlook to Earmark so your scheduled meetings appear automatically in the sidebar. Your day at a glance. Instantly see what's coming up, how many meetings you have left, and how long you have. Join and start capturing with one click.