Automate what happens after a meeting

The Automation pane decides what TranscribeX does with a recording once you stop it. It applies to microphone recordings and to app and meeting recordings. Imported files aren’t affected. Open it at Settings › Automation.

The steps, in order

Each step runs after the one before it finishes.

1. Auto Transcribe after recording (on by default). Transcribes the full recording with your default model from Settings › Transcription › Default Model. If it’s off, the recording waits in the library until you start it.
2. Auto Speaker Diarisation after transcription (Pro, on by default). Labels who said what, and recognizes saved voice profiles. Models that don’t produce timestamps can’t be diarized. See speaker diarization.
3. Auto Generate AI Summary after transcription (Pro, on by default). Writes a summary with key points, decisions and action items, using your summary prompt and your default AI service.
4. Auto export Transcripts and AI Summary after transcription (Pro, off by default). Saves files to disk. Options below.
5. Keep auto-exported files updated after edits (on by default). Keeps those files in sync when you edit later.

If you set up email summaries, the email is sent after the export step. If calendar events are on, the recording is renamed after the matching event before the summary and export.

Auto-export options

These appear once auto export is on.

• Combine Summary and Transcript: creates one Markdown file with the AI summary first, followed by the transcript. Separate transcript and summary files are skipped. It needs Auto Generate AI Summary after transcription to be on.
• Export Formats (when not combining): any of Text, PDF, JSON, CSV, Markdown, SRT and VTT. Text is selected by default. For Text and PDF you choose Text (one block of text) or Segments (one line per segment with timestamps). When the AI summary step is on, the summary is also saved as its own Markdown file with Summary in the name.
• Export Speaker Names (off by default): include speaker names when diarization data is available.
• Export Location: Export to source location (same folder as media files) is the default, which is your recordings folder. Untick it and click Select Export Location to use another folder.
• Include Timestamp in File Name (on by default): prefixes file names with the date.

Exports of recordings attached to a calendar event start with the attendees and the event’s start and end time. Notes you typed on the live page are added to the summary under OTHER NOTES. Format details are in export.

Keep auto-exported files updated after edits

With this on, editing the transcript or regenerating the AI summary while the job is open rewrites its last auto-exported file, with the same export settings. It also covers files created by bulk transcription auto export. Turn it off if you edit exported files by hand and don’t want them replaced.

Recommended setup

For hands-off meeting notes on Pro:

1. Set a good default model in Settings › Transcription › Default Model, for example Parakeet V3 for European languages. See choosing a model.
2. Set up an AI service and mark it Default in Settings › AI Service. The built-in Local LLM keeps everything on your Mac.
3. In Settings › Automation, keep the first three steps on, turn on auto export, and tick Combine Summary and Transcript and Export Speaker Names.
4. Choose an export folder that syncs, such as an iCloud Drive or Obsidian folder, with Select Export Location.
5. Turn on calendar events so files are named after the meeting, and meeting detection with Auto-start Recording for Meetings.

After each call you get one Markdown file named after the meeting, with attendees, summary, action items and a speaker-labelled transcript.