The Three Ways a Meeting Reaches Zyntro
Three different starts, one set of results.
What It Is
Everything Zyntro produces about a meeting is worked out from a transcript. So the only real question is how the transcript gets made, and there are three answers.
Zyntro attends the call. For a video meeting on a Google Meet link, the Zyntro Meeting Observer joins shortly before the start, sits in the call as a visible participant, and records it. You do nothing.
You record it yourself. A meeting in a room, or over a phone call, has nothing for the Observer to join. You record it on your phone in the Zyntro mobile app, and upload it when you are done.
You supply it afterwards. A conversation that happened entirely outside Zyntro — on someone else's video platform, or a call you only have notes of — can still be processed. You give Zyntro a transcript, a recording or a video link after the fact.
From the moment a transcript exists, the three are indistinguishable. The same summary, the same debrief, the same contact update, the same follow-up.
Why It Matters
Because the route decides what you have to do, and what can quietly fail.
The first route is the one that needs no effort during the day, which also makes it the one where a problem goes unnoticed. If the Observer did not attend — no Google Meet link, no connection, the setting switched off — the call happens perfectly well and simply produces nothing. There is no gap in your day where you would notice.
The second route needs you to remember, in the moment, to open your phone and press record. It is the only route where something you cannot recover is at stake: until the recording finishes uploading, the only copy of it is on your phone.
The third route is the safety net, and it is worth knowing it exists before you need it. A meeting the Observer missed is not a lost meeting if anybody recorded it, or if the platform it happened on produced a transcript.
Because it also tells you where to look when something is wrong. A video meeting with no transcript is almost always a connection or a setting. An in-person meeting with no transcript is almost always an upload that did not finish, or a calendar entry that was never a meeting in the first place.
How It Works
Zyntro attends the call
When a video meeting is created on a Google Meet link, Zyntro schedules the Observer against it. The Observer joins a minute or so before the start time and appears in the participant list by name, so everyone present can see that the meeting is being recorded. When the call ends, the recording is transcribed and processing begins.
This route depends on three things being true: somebody in your organisation has connected Google Meet, the meeting actually has a Google Meet link, and the Observer is switched on. Any one of those being false means no recording — silently.
You record it yourself
Open the meeting in the Zyntro mobile app and start recording. The app keeps the screen awake while it records, because a phone that sleeps mid-meeting stops recording.
When you stop, you can play the recording back, and then upload it. The upload is the moment it becomes safe — before that, the recording exists only in your phone's memory. Once it has uploaded, transcription begins and the rest proceeds as normal.
This route needs the calendar entry to be a meeting in the first place, which means somebody else has to be involved in it.
You supply it afterwards
The Retrospective route takes three kinds of input: a transcript pasted in as text in whatever shape you have it, an audio recording uploaded as a file, or a link to a video. Zyntro tidies a pasted transcript into the form it needs, transcribes an audio or video source, and then treats the result like any other meeting.
The same route is also how you repair a meeting that should have worked. On a meeting that was never recorded, the detail screen offers Recover Meeting Intelligence, which is this route reached from the meeting itself.
The three routes side by side
| Zyntro attends | You record it | You supply it | |
|---|---|---|---|
| Works for | Video calls on a Google Meet link | In-person and phone meetings | Anything, at any time afterwards |
| What you do during the meeting | Nothing | Record it in the mobile app | Nothing |
| What you do afterwards | Nothing | Upload the recording | Supply a transcript, recording or video link |
| Needs a Google Meet connection | |||
| Needs the calendar entry to be a meeting | |||
| Visible to the other participants | Yes — the Observer is in the participant list | Only if you say so | Not applicable |
| Charged | No separate charge | Yes, per recording | Yes, per source |
| What you get | Transcript and full intelligence | Transcript and full intelligence | Transcript and full intelligence |
Examples
A discovery call booked through your form
The booking creates a video meeting on a Google Meet link. The Observer joins before you do, records the call, and the debrief is in your inbox afterwards. You did nothing except turn up. This is the route most sales conversations take.
A coffee with a prospect
There is no link to join, so this is the second route. Attach the contact to the calendar entry beforehand — that is what makes it a meeting — then open it in the mobile app and record. Upload before you leave, while you still have signal.
A client insists on using their own video platform
The Observer cannot attend, so it is the third route. Most platforms will give you a transcript or a recording afterwards. Paste or upload it against the meeting and you get the same debrief as if Zyntro had been there.
A video call where the Observer never appeared
Usually the Google connection needed renewing, or the meeting had no Google Meet link. If anyone on the call recorded it, the third route recovers it; if not, the meeting is unrecoverable and the thing to fix is the connection.
A one-to-one you booked with yourself to prepare
Nobody else is involved, so it never becomes a meeting and nothing here applies. That is deliberate — otherwise your blocked-out thinking time would turn up in the Meetings list alongside your customer calls.
Important: A calendar entry becomes a meeting only when somebody else is involved. Either a contact is attached to it, or a guest is invited to it. An entry with nobody but you on it stays a calendar entry: it will not appear under Meetings, it cannot be recorded, and it will not produce intelligence. If you want a meeting you are attending in person to be recordable, attach the contact to the calendar entry — that one step is what makes it a meeting.
