How to use evermeeting
Quick help for those who have less time
To create a meeting, just tap on the + symbol on the top right hand corner of your screen.
After tapping, you will see a new screen for the meeting info: name, location, duration, etc.
If you only know part of the info, don’t worry: you will be able to fill in the rest from "Basic Info" when the meeting is over and you have learned the info.
Be warned: if you do not enter a date, the meeting creation date will be entered by default.
After tapping “Start” to begin your meeting, tap “Rec” to start recording audio. We recommend keeping the device as close as possible to the audio source: sound quality would be affected and transcriptions would not be clear and coherent.
If you take a break during the meeting or want to delete certain information, you have the “Pause” button. Remember you can only record once per meeting, although you have no time constraints.
You have created a meeting and now you want to jot down the meeting info.
First tap “Start” to begin the meeting. Then, access the toolbar (flag) on the bottom left-hand corner of the screen. This is where the marks are located: you can insert them anywhere and add any type of information to your meeting.
If you have also activated the audio tapping on “Rec”, all the notes you insert will be linked to the audio: you can highlight a passage, clear up a point or assign a task to someone linked to something stated during the meeting.
There is an “x” button in the Meeting list screen, on the bottom right-hand corner. When you tap it, you will see that similar, red-colored icons will appear next to each meeting. Select the ones you wish to delete. Then press the black “x” button again to make the red icons disappear.
Deleting marks works exactly the same way. Under your meeting, opposite your tools, you will see exactly the same “x” as in the list screen. Select the red “x’s” to delete those marks.
Once you have recorded the meeting, you will not be able to listen to the audio until it is uploaded.
Audio upload has two stages:
Uploading: cloud with arrows pointing upwards means the meeting is uploading
Processing: cloud with a spinning wheel means the meeting is getting processed
Take into account that the longer the meeting, the longer the audio processing time. Audio duration is proportional to server upload time. Also, your network connection speed plays a role: if fast, it will take less; if your network or Wi-Fi is slower, the process might take a bit longer.
Your audio is uploaded! Listen to it pressing “Play” or tap on the audio-linked marks, if any. They highlight those parts you might want to listen to exactly from the audio timeline minute selected.
The Agenda is an excellent tool to create the most important issues of the meeting and avoid beating around the bush and focusing on the important points, like on a book’s index.
We recommend you create the Agenda before the meeting. Share it with the attendees so everyone knows what the meeting is about.
If you have already created the meeting, you can always access “Basic Info” and edit or create a new Agenda, as long as the meeting is still pending.
To create an Agenda, tap on the new meeting menu or on “Basic Info”. Then, press the button with the numbered bars. You will see a window to create the Agenda. You need to press the “+” sign located on the top left corner for each Agenda item. If you messed up, tap on the “x” button. If they are not in the right order, tap and drag them on the right side and don’t let go until you have positioned them correctly.
Save your changes and… voilá!
You have your Agenda.
We use a timeline because meetings are linear: the have a start, an end, and they develop during a specific period of time.
Evermeeting use a logical timeline. Meaning? Everything is set on this line –notes, tasks, etc. – and linked to a specific time in the audio, adding to the issue at hand in that precise moment.
You can share a meeting when you create it, from the “New Meeting” dialog box or from “Basic Info”.
To share, all you need do is enter the receiver’s email manually or import it from your contact list pressing the arrow sign.
Remember that if you enter it by hand and you are going to be entering several email addresses, you will need to leave a space between each email.
You will see “iCal” on the text cascade on the Settings screen; access it by tapping on the bolt button next to your photo. In the next screen, activate your synchronization. You can import your events from the next: 24h, 48h or 7 days, as you wish.
Select the calendar you wish to synchronize.
Save the changes.
Tap the button next to Favorites when you’re in the Meeting List screen. There, you will be able to import event configured in the iCal screen.
Once your meeting is finalized, you will receive a summary with all the timeline information by email. The Documentation Section will also hold an attached pdf copy of this summary.
When the meeting is over, you will have an attached pdf timeline summary in the Documentation Section. To view it, go to attachments on “Basic Info”. Here, you will be able to view all the information attached to any one meeting.
If you pre- or review the attachment of your documentation (see prior point), you can send the information pressing on the “Share” icon.
You can only transcribe the audio if you have uploaded it on the cloud and it is available for playback.
The transcription tool is located next to the “Basic Info” button, on top of the audio progress bar.
Remember that it will only be displayed when the audio is uploaded and ready for playback.
You need transcription minutes in order to transcribe. If you don’t have any, go to Setting, Products, and purchase the package of your choice.
You can choose between:
Automatic; performed through automated transcription processes which require good audio quality. It is perfect for short speeches; for example, the conclusions of a meeting. Maximum delivery time is 4 hours.
Manual; performed by specialized audio transcription typists. Fully manual and high quality. Specially indicated for conversations of any length between several parties. Maximum delivery time is 48 hours.
You can transcribe selecting the portion of the audio you need on the timeline and pressing the “a” button. If you want to transcribe from the very beginning, just tap “a” directly.
When you have finished selecting the transcription slots on your timeline, the screen displayed next will enable you to select transcription type and language. Send the transcription when you’re finished.
The process might take a few minutes depending on the transcription type you selected.