Email meeting summaries

TranscribeX can email the AI summary and transcript to you, or your team, when a meeting recording finishes. This is a Pro feature, marked Beta in Settings. Open it at Settings › Email.

Set it up

1. Turn on Auto-send Email with Summary and Transcript after Transcription. It’s off by default.
2. Under Recipients, enter one or more email addresses. Separate them with commas, spaces, semicolons or new lines.
3. Choose a Transcript Attachment Format: Segments (the default, one line per segment with timestamps) or Text (one block of text).

For a useful email, also turn on Auto Generate AI Summary after transcription in Settings › Automation. See meeting automation.

What the email contains

• Subject: Notes: ‘ plus the recording title and the date.
• Body: the AI summary. If the recording is attached to a calendar event, attendees and start and end time come first, and your live-page notes are added at the end. If there’s no summary, the body says so and the transcript is still attached.
• Attachment: the transcript as a text file, with timestamps and speaker names when available.

Emails are sent for microphone, app and meeting recordings after transcription (and after auto export, if that’s on). If the recipient list is empty, nothing is sent.

Who receives it

Emails are only ever sent to the recipients you list. TranscribeX never sends them to calendar event participants or any other address.

How emails are sent

Hosted sending (default)

By default TranscribeX uses its hosted email server, secured by Amazon AWS. You don’t need to set anything up. Emails come from noreply@transcribex.io.

TranscribeX runs no server that stores or caches your recordings or transcripts. Everything is recorded and transcribed on your Mac, the email is sent from your Mac to the mail server, and TranscribeX keeps no copy. Your audio is never sent, only the summary and transcript text.

Your own SMTP server

To send through your own email account instead:

1. Turn on Use Custom SMTP Settings.
2. Enter SMTP Host (for example smtp.example.com) and Port.
3. Enter SMTP Username and SMTP Password. Many providers need an app-specific password here, not your normal login password.

The connection security follows the port:

• 587 (the default), 25 or 2587: TranscribeX connects, then upgrades with STARTTLS.
• 465 or any other port: TLS from the start.

Troubleshooting

• No email arrives. Check your spam folder first. Then check that the recording finished transcribing, that the toggle is still on, and that each recipient is a valid address. A failed send doesn’t stop the job: the recording is still marked complete.
• Custom SMTP doesn’t work. Check the port matches your provider’s setting (587 for STARTTLS, 465 for SSL/TLS), and use an app password if your account has two-step verification. Host, username and password must all be filled in.
• The body says no summary is available. Turn on Auto Generate AI Summary after transcription and make sure your default AI service works.