Recording, transcript and AI insights

The meeting page

The page of a meeting shows the subject, the status pill, the date it was held, the series number (if any) and the buttons for attendees, Edit meeting and Delete meeting. Below are four tabs:

How to record a meeting in the browser

1. The Record with this device (Запис с това устройство) area with the Start recording (Започни запис) button.
2. The placement tip for the device.
3. The drop area under "or upload a file" (или качете файл): drop the audio file here, or click choose a file (изберете файл).
4. The accepted formats and the size limit.

Recording works in a current browser on a phone, tablet or laptop, over a secure (HTTPS) connection. To record a meeting in Meetings:

1. Open the meeting on the device you will record with and go to the Recording (Запис) tab.
2. Put the device in the middle of the table, not on bare concrete. A cheap clip-on microphone improves the transcript more than anything else.
3. Click Start recording (Започни запис). Allow microphone access when the browser asks ("Waiting for microphone access…").
4. While recording, the tab shows "Recording" (Записва се), the elapsed time and the approximate size. Use Pause (Пауза) and Resume (Продължи) for breaks.
5. Keep the screen open: locking the phone or switching to another app stops the recording. Where the browser supports it, BuildColab keeps the screen on ("The screen will stay on while you record.").
6. At the end, click Stop recording (Спри записа). The dialog "Stop the recording?" (Да спра ли записа?) shows the recorded length and warns that stopping uploads the recording and starts processing at once, and that a meeting takes only one recording.
7. Click Stop and upload (Спри и качи), or Keep recording (Продължи записа) to continue.

The recording is uploaded and processing starts: "Recording uploaded — processing has started" (Записът е качен — обработката започна).

Safety net: the copy on this device

While you record, BuildColab keeps a copy of the recording in the browser on that device. If the tab closes, the phone runs out of battery or the upload fails, the recording is not lost:

• When you open the meeting again on the same device and browser, you see "A recording on this device was not uploaded" (На това устройство има некачен запис) with its start time, length and size, and the buttons Upload anyway (Качи въпреки това), Save a copy (Запази копие) and Discard the recording (Изтрий записа).
• The meetings list shows the banner "Recordings stored on this device" (Записи, пазени на това устройство) for every such recording.
• If a phone call takes the microphone, the recording pauses and continues by itself when you come back to the tab.
• If the browser cannot keep a copy, the tab says "It exists only in this tab — keep the tab open until it is uploaded."

Use Save a copy to download the audio to your device before uploading if the recording looks damaged ("This browser cannot play the recording back, so it may be damaged."). Discard the recording deletes it from the device permanently.

How to upload an audio file

Use upload when the meeting was recorded with another device, such as a phone's voice-memo app or a dictaphone.

1. Open the meeting and go to the Recording (Запис) tab.
2. Under Upload the recording (Качете записа), drop the audio file on the area, or click choose a file (изберете файл). Accepted: "MP3, M4A, WAV, WebM, OGG or FLAC · up to {size}"; the size limit is shown on the screen.
3. Click Upload and process (Качи и обработи). Keep the tab open until the upload finishes: "an interrupted upload has to start over". Cancel upload (Прекрати качването) stops it.
4. When the upload completes, processing starts.

One audio file per meeting. Upload errors: "That file is {size} — larger than the {limit} limit.", "That is not an audio file BuildColab can transcribe.", "This meeting already has a recording.", "Too many uploads at once. Wait a moment and try again." and "The recording was refused. Check the format and the length."

Processing and costs

Processing runs on BuildColab's servers: "You can leave the page — the meeting keeps processing." The meeting moves through Uploaded, Transcribing and Analyzing to Ready, and the page updates by itself. When it is ready, the Recording tab shows "Ready for review" with "{speakers} speakers · {lines} lines transcribed" and the button Review the suggestions (Прегледай предложенията). BuildColab sends no e-mail when processing finishes.

1. The title Processing the recording; the spinner turns while BuildColab works.
2. The stages Created, Audio uploaded, Transcribing, Extracting tasks and Ready for review: finished stages are green, the current one is blue. Below: "This runs on our servers. You can leave the page — the meeting keeps processing."
3. The status pill next to the meeting title follows the same steps (here Analyzing).

Before processing starts, BuildColab checks that the company has credits. Credits are taken from the company that owns the meeting: for a project meeting, the company of the person who created it. The charges appear in the credit history as meeting_transcription and meeting_analysis. See Credits (BORO, file processing).

The transcription and the AI output are in the meeting's language, which is the app language (Bulgarian or English) of the person who created the meeting. The Report tab shows it under Language as a language code (eng, bul).

When processing fails

A failed meeting shows Failed (Неуспешна), "Processing failed" (Обработката не успя) and "Reason: {code}". Fix the cause, then click Try again (Опитай отново); processing resumes at the step that failed.

The transcript and speaker matching

The Transcript (Транскрипция) tab lists every line of the meeting with the speaker and the time. Lines the transcription heard poorly are dimmed ("Dimmed lines were heard poorly."). Click Play from here (Пусни оттук) on a line to listen from that moment. Long meetings load in parts: click Load more lines (Зареди още реплики); the counter shows "{loaded} of {total} lines".

1. The Speakers legend with the hint "Fix a wrong match once and every line by that voice is renamed."; each voice shows how long it spoke and its share of the talking.
2. The match states: Not matched (Speaker 1, nobody linked), guessed (the AI linked the voice) and confirmed (a person set the match).
3. The Match to attendee list of a voice: pick the right attendee, or Nobody, to fix the match.
4. A transcript line with its time and speaker.
5. The audio player: Play plays the recording; Play from here on a line jumps to that moment.

The transcription separates the voices (Speaker 1, Speaker 2, …). The AI then guesses which attendee each voice belongs to, from what is said in the meeting (names, roles, who is addressed). The Speakers (Говорители) legend shows, for each voice, how long it spoke ("spoke {duration}"), its share of the talking and its match:

To fix a match, open the voice's Match to attendee (Свържи с присъстващ) list and choose the right attendee, or Nobody (Без съответствие). "Fix a wrong match once and every line by that voice is renamed." "Speaker matched" (Говорителят е свързан) confirms it. If the right person is missing from the list, add them as an attendee first (see Meetings and series). BuildColab stores no voiceprints; matching is done from the text and the attendee list only.

Reviewing the suggestions

The Suggestions (Предложения) tab, titled "Suggested task changes", lists what the AI understood as agreed work, in three groups:

1. The group New tasks with its count.
2. The chips of a card: the kind New task, the target board (Finishing works) and the confidence (High).
3. Heard in the meeting opened: the transcript lines the suggestion came from, with time and speaker; Hide the quote closes it.
4. The buttons of an accepted card: Un-accept, Dismiss and Edit (a card still To review shows Accept instead of Un-accept).
5. The bar Create 1 task at the bottom creates the accepted suggestions on the board; it shows only while at least one suggestion is accepted. The two cards below were already created (Created).

The AI knows the open tasks of the meeting's target board, so it can recognize when people talk about existing work. One analysis produces at most 60 suggestions and 40 decisions.

Each card shows the confidence: High, Medium or "Low confidence — check the transcript" (Ниска увереност — проверете транскрипцията). Click Heard in the meeting (Чуто в срещата) to see the lines the suggestion came from, and Play from here to listen to them.

How to edit a suggestion

1. Click Edit (Редактирай) on the card.
2. Change the fields: Task (Задача, the title), Description (Описание), Owner (Отговорник, one of the meeting's attendees, or Nobody), Due (Краен срок), Priority (Приоритет, or No priority), for changes also New status (Нов статус, or Unchanged), and Target board (Целево табло) for this card only.
3. Click Done (Готово). The card shows the badge "edited" (редактирана). Changes are saved immediately: "Suggestion saved".

The owner is chosen from the meeting's attendees, because the person who took on the job was in the room. An attendee linked to an account becomes the task's assignee and must be able to access the target board. An outside attendee cannot be assigned; the task is created without an assignee and the description says "Responsible (external): {name}" (Отговорник (външен): {name}).

How to create the tasks on a board

1. Accept each suggestion you want with Accept (Приеми); dismiss the rest with Dismiss (Откажи).
2. Check the board chip on each accepted card. Cards without their own board use the meeting's Target board; if neither is set, set a board on the card or set the meeting's target board with Edit meeting.
3. Click Create {count} tasks (Създай {count} задачи) in the bar at the bottom. The bar appears only while at least one suggestion is accepted.
4. The dialog Tasks created (Създадени задачи) lists what was Created (Създадени), with the new task numbers, and what Could not be applied (Неприложени), with the reason. Click Open the board (Отвори таблото) to see the tasks, or close the dialog.

Each created task gets a line at the end of its description saying which meeting it came from, for example "From the meeting "Weekly site meeting 12" (2026-10-06)". When a company meeting creates tasks on a project board, the line only says the task came from an internal company meeting, so other companies on the project do not see the meeting's subject. Assignees receive the usual task-board assignment e-mail, in the language saved in their profile (Bulgarian if none is saved). The tasks appear on the Report tab under Tasks from this meeting and in the Tasks column of the meetings list.

Creating needs Can edit access to the target board. Suitable boards are the project's boards and the boards of the company that recorded a project meeting, or, for a company meeting, the company's boards and the boards of its projects that you can see. Each card is applied on its own, so one failure does not stop the others. Typical failures: "the target task no longer exists" (the task was archived or deleted after the meeting; the card shows "Task at the time of the meeting" so you can see what it was about), "The target board no longer exists.", and "Tasks from this meeting cannot go to that board. Pick another one." A failed card can be fixed and created again.

How to re-run the extraction

1. Open the Recording (Запис) tab of a processed meeting.
2. Click Extract tasks again (Извлечи задачите отново). It "Re-reads the transcript and replaces the current suggestions. The transcript is kept."
3. Confirm "Replace the current suggestions with a fresh extraction?".

Suggestions still open (To review, Accepted or Failed) become Superseded and new ones are produced; suggestions already created as tasks stay. The transcription is not charged again, but the new analysis is charged as BORO usage. Use it after correcting speaker matches or after adding the right target board, or when the tab shows "No task changes found" (Не са намерени промени по задачите).

The report

The Report (Отчет) tab, titled "Meeting report" (Отчет от срещата), is the written record of the meeting: a Summary (Резюме), the Decisions (Решения) taken, the Tasks from this meeting (Задачи от тази среща) already created on boards, and Details (Данни): Held, Length, Language, Speakers, Lines, Extraction run (the number of the extraction the report comes from; the first one is 0) and Attendees. There is no export button; copy the text if you need it elsewhere. Before processing, the tab shows "No report yet".

1. The Summary, grouped by topic.
2. The Decisions taken in the meeting.
3. Tasks from this meeting: the tasks already created on boards, each with the badge Created; click one to open it.
4. Details: Held, Length, Language, Speakers, Lines, Extraction run and Attendees.

The transcript, report and suggestions are kept as the record of the meeting. BuildColab stores the audio for playback; if you need to keep the recording yourself, use Save a copy before uploading.

Common questions

Related

• Meetings
• Meetings and series
• Tasks: details, subtasks, comments, activity
• Credits (BORO, file processing)
• What BORO can do