This guide walks you thought how to utilize OnBoard’s recording and transcription feature using Zoom or Microsoft Teams. 

Before we begin, you must be set as the Organization’s Administrator. 

Enabling the Meeting Recording and Transcription Feature

Start by logging into OnBoard, and navigate to the Settings page. From here, click the Feature tab at the top of the page and scroll down until you see the section for OnBoard Intelligence – Meeting Minutes, Recording & Transcription. Ensure that the toggle is enabled.

If enabled, every meeting with the Remote Details containing  Zoom or Microsoft Teams URLs will automatically be recorded and transcribed. 

Please note that recordings and transcripts will be deleted automatically after 90 days, unless manually deleted by the user.

Scheduling Meeting Recording and Transcription

To schedule the recording and transcription for your upcoming meeting, click on Setup Remote Meeting.

If your organization is utilizing the Zoom or Microsoft Teams Integration, select the appropriate account from within the Configured Accounts dropdown. 

Alternatively, you can add the meeting URL and other applicable details under the Configure Manually section.

When done, select Save Changes.

For convenience, you can also manage your remote meeting details from within Minutes. Clicking on Manage Meeting Recording will open the Remote Meeting pane and allow you to configure the meeting for recording and transcription. 

Recording and Transcription within the Meeting

At the start of the scheduled meeting, the OnBoard Recording Assistant will join your Zoom or Microsoft Team meeting. Note that the OnBoard Recording Assistant may join the meeting’s waiting room and will need to be admitted into the meeting. 

For Zoom meetings, the host of the Zoom account will need to approve the recording of the meeting. Click Approve.

Within OnBoard, you will see the recording status of the meeting. A time counter will also be displayed.

Click Pause Recording to pause the video recording and transcription of the meeting. Please note that no video or audio will be recorded while paused. 

If you wish to end the video recording and transcription prior to the end of the meeting, click End Recording. You will receive a confirmation modal to confirm the action.