When a meeting is scheduled or you paste a link, Run Meet provisions a recording bot that joins the call as a named participant. Here’s the pipeline, with the actual numbers.
The Run Meet pipeline, from join to clear next steps
When a meeting is scheduled or you paste a link, Run Meet provisions a recording bot that joins the call as a named participant. Here’s the pipeline, with the actual numbers.
1
Join
For calendar meetings, the bot is scheduled to enter 60 seconds before the start time, so it’s waiting in the lobby before anyone speaks. It handles waiting rooms and host admission, and it gives up gracefully rather than lurking: it leaves if nobody joins within 8 minutes, and after 5 minutes if it’s stuck in a waiting room or in a call it isn’t permitted to record.
2
Record
The full call is captured as a single mixed MP4, up to 90 minutes per meeting. The video is stored with your meeting, so watch the recording is always available.
The recording is stored with your meeting
3
Transcribe
After the call, the recording is transcribed asynchronously. When the platform provides separate audio streams per participant, we use them, which is why the transcript reads as “who said what” rather than a wall of undifferentiated text.
Diarized transcript: who said what
4
Summarize
A structured summary is generated from the transcript in three parts:
a TL;DR you can read in about 30 seconds
the decisions that were made
action items — each with an owner and a due date when the conversation contains them
The summarization prompt is deliberately constrained to stay grounded in the transcript. We tested this with a garbled, half-empty call: the TL;DR said the transcript was garbled and declined to invent decisions. That’s the behavior you want from notes you’ll forward to a client.Summaries can be generated in any of 25 languages, independent of the language spoken in the call.
TL;DR, decisions, and action items
5
Hand off
The transcript is written into a Runable chat as context. This is the step other notetakers don’t have — see Follow-up actions for why it matters.
Every stage has explicit failure states. A locked meeting, denied admission, an empty call, failed transcription, and the 90-minute cap each surface as distinct statuses instead of a generic “something went wrong.”
We built it this way because a notetaker you can’t trust to tell you when it failed is a notetaker you have to babysit, which defeats the point.
