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Use this guide when you need step-by-step meeting capture and follow-up. CoMeeting turns a discussion into transcript, notes, summary, searchable context, and Sofie follow-up work.

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Start the right meeting type

Choose the capture mode based on the meeting setting.
ModeUse it forBefore you start
In-personA room discussion near your device.Place the microphone where it can hear speakers.
VirtualA remote call when virtual capture is supported.Share the correct tab, window, or audio source when prompted.
Follow your organization’s rules for recording, consent, and meeting capture. Tell participants when a meeting is being captured.

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Capture a meeting

1

Open CoMeetings

Click CoMeetings in the sidebar or use Start CoMeeting from the home shortcuts.
2

Name the meeting

Use a title that includes the topic, project, or workstream.
3

Choose in-person or virtual

Select the capture mode that matches the discussion.
4

Check audio

Confirm the microphone or shared audio source is active.
5

Start capture

Begin the meeting capture when participants are ready.
6

Pause or resume when needed

Pause capture for breaks or discussion that should not be captured.
7

End capture

Stop the meeting and wait for the transcript, notes, and summary to process.
Good meeting titles:
  • Deviation DI-2026-014 SME interview
  • PPQ sampling plan review
  • Tech transfer weekly - analytical readiness
  • CAPA effectiveness metrics review

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Improve capture quality

For in-person meetings:
  • Put the device near the main speakers.
  • Reduce background noise.
  • Ask speakers to identify themselves when the meeting has many participants.
  • Repeat key decisions before moving on.
For virtual meetings:
  • Confirm the browser or operating system shares audio.
  • Keep the call volume audible.
  • Avoid multiple open audio sources.
  • Check that capture is still running after screen-share changes.

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Review the transcript

After the meeting, review the CoMeeting before relying on it. Check:
  • Speaker names or speaker references.
  • Technical terms.
  • Product, batch, equipment, and document identifiers.
  • Dates and action owners.
  • Decisions versus discussion.
  • Any transcription errors that change meaning.
Use Sofie to help review: 
Review this CoMeeting transcript. Return a table with decisions, action items, owners, due dates, risks, unresolved questions, and transcript sections that need correction.

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Use notes and summary

Use Notes for human-curated meeting notes. Use Summary for the main themes, decisions, and follow-up items. Good follow-up prompts: 
Turn this CoMeeting into action items with owner, due date, source discussion, dependency, and open question columns.

Create a CoDraft SME interview memo from this CoMeeting. Separate observed facts, SME opinion, assumptions, decisions, and evidence needed.

Compare this CoMeeting against the Workspace files. List statements that need source confirmation.

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Search meetings

Use meeting search when you need to find a prior discussion. Search by:
  • Meeting title.
  • Product, process, equipment, site, batch, lot, deviation, CAPA, or protocol identifier.
  • Owner name.
  • Decision text.
  • Phrases such as root cause, release assay, sampling rationale, acceptance criteria, or follow-up.
When you find the meeting, open it or add it to chat as context.

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Use a CoMeeting in chat

1

Open chat

Start a new chat or continue the chat connected to the project.
2

Add context

Click +, choose Add context, and select the CoMeeting.
3

Add related context

Add the Workspace, CoDraft, CoSheet, or files that should be compared with the meeting.
4

Ask for a structured output

Request a table, action list, memo, or CoDraft section.
Example: 
Use this CoMeeting and the Workspace files to create a follow-up table. Include decision, supporting source, action owner, due date, unresolved question, and whether the decision appears supported by available files.

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Create follow-up artifacts

Move meeting output into the right surface:
Follow-up needUse
Interview memo, meeting brief, investigation narrativeCoDraft
Action tracker, issue log, risk register, decision logCoSheet
Project context with files and related meetingsWorkspace
Repeatable meeting-to-report workflowOrchestrate
Use a CoSheet for action items when owners, due dates, and status will change over time. Use a CoDraft when the output needs narrative context.

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Share a meeting

Before sharing:
  • Review the transcript and summary.
  • Confirm the meeting belongs in the selected Workspace.
  • Check whether sensitive discussion should be summarized instead of shared directly.
  • Add notes that clarify decisions or unresolved questions.
  • Confirm recipients need access.
A CoMeeting can contain draft thinking, disagreement, or sensitive discussion. Share it with the same care you would use for source files.