First meeting guide

How Roundtable works

Meeting notes for real rooms, not just video calls.

Roundtable uses the phones and laptops already around the table to capture clearer in-room audio. For hybrid meetings, invite the Roundtable bot to the video call so remote speakers are captured too.

Get started See the steps

Roundtable results page showing AI notes and transcript

Roundtable is built for meetings where people are actually in the room. Instead of relying on one laptop at the end of the table, each in-room participant joins from their own phone or laptop.

Roundtable uses those microphones to capture clearer speech, reduce duplicates, and produce notes, decisions, and action items. If remote people are joining by Zoom, Google Meet, or Teams, invite the Roundtable bot too.

The flow

Four steps to better meeting notes

Create a meeting

The host creates a Roundtable meeting and optionally adds a Zoom, Google Meet, or Teams link.

Add a video-call link only if remote participants are joining. Otherwise, leave it blank.

Roundtable dashboard with example meetings and summary previews

Roundtable host lobby showing QR code and in-room participants

Invite the room

People in the room scan the QR code or open the join link on their phone or laptop.

Each in-room participant joins as themselves. This helps Roundtable understand who is closest to each voice.

Start recording

The host starts room recording when everyone is ready.

Roundtable does not start recording the room automatically. The host controls when room microphones go live.

Roundtable participant recorder showing microphone and mute controls

Roundtable results page showing summary, action items, open questions, and transcript

Get notes

After the meeting, Roundtable creates a summary, decisions, action items, open questions, and a readable transcript.

For hybrid meetings, Roundtable combines room audio with the video-call transcript.

Meeting types

Works for in-person and hybrid meetings

In-person meetings

People in the room join from their phones or laptops. Roundtable uses the microphones nearest each speaker to produce clearer notes and better attribution than one shared laptop recording.

Host creates a Roundtable meeting
In-room participants join by QR code or link
Host starts room recording
Roundtable keeps the clearest version of overlapping audio

Hybrid meetings

Invite the Roundtable bot to your Zoom, Google Meet, or Teams call. Room devices capture people in the room. The bot captures remote speakers.

Host adds the video-call link
Host invites the Roundtable bot
In-room participants still join Roundtable
Remote participants join the video call as normal
Notes combine both sources

The bot hears the video call. The room devices hear the room.

Roundtable host lobby showing in-room and video-call participants

Roles

What each person needs to do

Host

Create the meeting, invite the bot if there is a video call, and start recording when everyone in the room is ready.

In-room participants

Scan the QR code, enter your name, allow microphone access, and leave the Roundtable page open.

Remote participants

Join Zoom, Google Meet, or Teams as usual. They do not need to open Roundtable.

Room audio

Why not just use one laptop?

One laptop at the end of the table hears everything from the same place. Quiet speakers get missed, nearby speakers dominate, and remote audio can bleed back into the room recording.

Roundtable uses the microphones already near each person, then removes duplicates and keeps the clearest version.

More microphones. Less guessing.

Ben

Frank

Host

shared table

Maya

Priya

Sam

Control

You control when recording starts

Room recording

Roundtable does not automatically record the room. The host starts and ends room recording. In-room participants can mute themselves at any time.

Hybrid calls

For hybrid meetings, the Roundtable bot only joins the video call when invited by the host.

Best results

A few habits make the notes clearer

Ask each in-room speaker to join from their own phone or laptop
Place devices near the people speaking
Keep the Roundtable tab open during the meeting
Invite the bot for hybrid calls
Start room recording before the discussion begins

If one device is used for the whole room, Roundtable can still produce notes, but speaker attribution will be weaker.

Ready to try it in your next meeting?

Create a Roundtable session, share the link with the room, and leave with notes before the discussion disappears.

Get started