Plenary Conversation

This page explains how the Host records and transcribes the plenary conversation and how the Coordinator summarizes it.

Process Model

Coaching at Scale Plenary Conversation 0.4.1

Procedures

1

Send Conversation Reminder

Role: Coordinator

• Retrieve Conversation ID.

• Trigger the Send Conversation Follow-up Reminder to Host (push) Zap.

2

Enable Audio Transcription

Role: Host

• A Zoom Pro, Business, Education, or Enterprise account is required.

• Sign in to the Zoom web portal as an admin.

• Navigate to Account Management > Account Settings.

• Click the Recording & Transcript tab.

• Ensure Cloud recording is enabled. If not, toggle it on and confirm.

• Check the box for Create audio transcript in the Advanced cloud recording settings and save the changes.

See this Zoom page for more information.

3

Record Zoom Meeting

Role: Host

• Sign in to the Zoom Desktop app.

• Start your meeting.

• In the meeting controls, click the Record icon and select Record to the Cloud (or type Alt+C).

4

Submit Meeting Transcript

Role: Host

• Sign in to the Zoom web portal.

• Go to Recordings & Transcripts and click the Cloud recordings tab.

• Hover over Audio transcript and click the download button to download the transcript in VTT format to your desktop.

• Rename the transcript file using the Conversation ID (e.g., HSB-20250325-PHAN.vtt).

• Click here to open Dropbox.
• Click Add files.

• Select Files from computer.

• Select your VTT transcript file.

• Click Upload.

5

Summarize Meeting Transcript

• Adding the transcript to Dropbox triggers the Add Meeting Summary to Conversation Record Zap.

• The Zap uses the Kagi Universal Summarizer "Muriel" model.

6

Share Meeting Summary

Role: Coordinator

• Open the Conversations table.

• Review the Meeting Summary:

  • Does the summary make sense?

  • Is it formatted correctly in HTML?

• Click the Share Meeting Summary button to trigger the Share Meeting Summary Zap.