MeetingMind

About MeetingMind

In the modern workplace, the challenge of effective meeting documentation is a universal pain point. Juggling note-taking with active participation is nearly impossible, leading to missed details, forgotten action items, and hours wasted reconstructing discussions. MeetingMind is the definitive solution, an intelligent meeting assistant built exclusively for macOS that automates the entire capture and analysis process. It's designed for professionals, managers, remote teams, and students who rely on Zoom meetings and need flawless, actionable records without the manual effort.

MeetingMind solves this by acting as your silent co-pilot. It automatically detects when you join a Zoom meeting and begins recording both your microphone and the system's audio with intelligent adaptive gain to ensure crystal-clear capture. Leveraging powerful on-device AI via WhisperKit, it delivers real-time, speaker-attributed transcripts that are instantly searchable. Its integrated AI assistant can highlight key takeaways, track decisions, and even answer your questions about the live discussion. With a privacy-first architecture that processes everything locally on your Apple Silicon Mac, your sensitive conversations never leave your device. The core value proposition is simple: reclaim your focus, ensure perfect recall, and transform every meeting from a passive event into a searchable, actionable asset.

Features of MeetingMind

Automatic Zoom Meeting Detection

MeetingMind eliminates the need to remember to hit record. Once installed, it intelligently monitors your system and automatically detects when you join a Zoom meeting. It seamlessly aligns recording with your schedule, starting and stopping without any manual intervention. This ensures you never miss the beginning of an important discussion because you were fumbling for the record button, making capture completely effortless and reliable.

Dual-Source Audio Capture with Adaptive Gain

To capture a perfect audio record, MeetingMind records both your microphone (for your comments and questions) and your system audio (for other participants' voices and shared media) simultaneously. Its advanced adaptive gain technology dynamically balances these audio sources in real-time, preventing echo, distortion, and clipping. This results in a clean, studio-quality recording that is essential for generating accurate, reliable transcripts and summaries.

On-Device AI Transcription & Assistant

Privacy and speed are paramount. MeetingMind uses the efficient WhisperKit engine to perform transcription directly on your Mac, providing instant, speaker-attributed transcripts in clean markdown format. The built-in AI assistant allows you to chat with your meeting content in real-time or after the fact, asking for summaries, action item lists, or specific details. You can connect local Ollama models or use an OpenRouter key for enhanced, yet still private, processing.

Menu Bar Integration & Markdown Export

Designed for a frictionless workflow, MeetingMind operates discreetly from your macOS menu bar, ready to work but invisible when not needed. After your meeting, all outputs—including the full transcript, AI-generated summary, and tracked action items—are automatically saved as beautifully formatted markdown files. This makes them easy to search, share, and integrate into your existing note-taking or project management tools.

Use Cases of MeetingMind

Project Managers Running Client Check-Ins

Project managers can fully engage in client or stakeholder meetings without the distraction of frantic note-taking. MeetingMind automatically captures every requirement, change request, and agreed-upon deadline. Afterward, the AI assistant instantly generates a summary with clear action items and owners, which can be exported directly to project tickets, ensuring nothing falls through the cracks and communication remains impeccable.

Remote Teams Conducting Daily Stand-Ups

For distributed teams, daily syncs are vital but fast-paced. MeetingMind records each team member's update, providing a searchable transcript of blockers and progress. The live transcript allows team leads to follow along closely, and the post-meeting summary creates a perfect record for absent members, eliminating the "what did we say yesterday?" problem and keeping everyone aligned effortlessly.

Students & Researchers in Virtual Lectures or Interviews

Students attending online lectures or researchers conducting qualitative interviews can use MeetingMind to capture every word. They can stay immersed in the material or conversation, knowing a perfect transcript is being created. Later, they can use the AI chat to query specific parts of the discussion or generate study guides and thematic summaries from the exported markdown notes, vastly improving research efficiency.

Freelancers Documenting Scope and Feedback

Freelancers and consultants can use MeetingMind to automatically record kickoff calls and feedback sessions with clients. This creates an unambiguous record of project scope, revisions, and approval points. Having an AI-generated list of decisions and requests from each conversation protects both parties, prevents scope creep, and provides clear documentation for deliverables.

Frequently Asked Questions

How does MeetingMind ensure privacy and security?

MeetingMind is built on a privacy-first architecture. All audio processing, including transcription and AI analysis, occurs locally on your Mac using on-device engines like WhisperKit. Your meeting audio and data never need to be sent to or stored on external cloud servers. For enhanced AI features, you can optionally connect to your own private Ollama models or OpenRouter key, maintaining full control over your data.

What is included in the free version?

The free version of MeetingMind is robust and includes 60 minutes of recording per day, which is perfect for daily stand-ups or short meetings. It includes all core features: automatic Zoom detection, live transcription, dual-source audio capture, AI-generated summaries, and local on-device processing. This "forever free" tier allows you to fully experience the product's value before deciding to upgrade.

Is the Unlimited version a subscription?

No. The Unlimited version is a one-time purchase available through the Mac App Store. This grants you unlimited recording time with no daily caps, along with all features from the free version. The purchase includes lifetime updates and does not require any ongoing subscription fees, providing long-term value and cost predictability.

Do I need to inform participants I am recording?

Yes, absolutely. MeetingMind is a tool to assist you, but you are solely responsible for complying with all applicable laws and regulations regarding the recording of conversations. These laws vary by region and often require the consent of all participants. Always provide clear disclosure and obtain necessary consent before recording any meeting.