Online meetings — the helper listens, shows materials and keeps minutes

Open a video meeting right from a group room. The helper joins as a participant, shows captions for each speaker, finds and shows materials that match what's said, like "Shall we look at the quote again?", and turns requests made during the meeting into work. When people speak different languages, each speaks their own and hears the others interpreted into theirs. When the meeting ends, the minutes stay in the room without anyone clicking anything.

Why meet in a room#

In Chapter 15, you talked by text in a group room. This time, you meet face to face in the same room.

When someone says "the quote from last time," "let's look at the floor plan again," or "how far along is the travel expense settlement?" in a meeting, someone shares their screen and goes hunting for the file. But those materials are already inside Lite: files shared in the room, each person's outputs, processes in progress, and documents in shared folders.

And requests made in the meeting ("Please redo it with the amount 5% lower") get forgotten once the meeting ends, or someone has to write them down again. A Lite meeting opens inside a room, so what was said stays in that room as is, and requests lead to suggestion cards.

What you need#

Try it 1 — start the meeting and consent#

1. Open the group room from Chapter 15 (Jinyoung Jang, Minji Kim, Seoyeon Park).
2. Click Start meeting in the room header. On the screen before you join, you can turn the camera and microphone on or off.
3. Turn on I consent to transcription and saving to the room and click Join.

Each person consents separately. For anyone who doesn't consent, the browser doesn't send their audio to the server, and the server doesn't accept it either. What they say doesn't appear in captions or minutes, and the minutes list them as someone who didn't consent.

The other two also join by clicking Start meeting in the same room (Join meeting · n if it's already in progress).

Try it 2 — speak, and materials appear#

What was said in the meeting (the script from our run):

A few seconds after Minji Kim's words appeared in the captions, a quote appeared in the Materials panel. Next came the floor plan, and then the progress of the travel expense settlement in progress. Minji Kim claimed this travel expense settlement after a site trip ("Moonlight Coffee Store #2 site, Busan"), and you'll start and approve one yourself in Chapter 18. If there's no process in progress yet, this material doesn't appear. The helper picks among everything you may see, so the quote it finds can be one of your own files (in our run, My file Moonlight Coffee quote.xlsx) rather than the one shared in the room.

Check

• Each material card shows the words it was based on, like "Helper found it · Minji Kim: "Shall we look at the Moonlight Coffee qu…"".
• The progress card shows the status of each step (Submit travel expenses · Done, Policy review (expense review agent) · Done, Approval · In progress · Jinyoung Jang) and the step output (Policy review report).
• Materials appear only to people who can see them. Files shared in the room are visible to all members, and process progress only to people involved in that case (Chapter 18).

How materials are found#

It works the same way as the room helper in Chapter 15. From the rolling captions, ① rules filter out chitchat, and ② a small routing model picks "Do these words point to materials, and to what?" Only the last few lines of speech go to the routing model. In our run's meeting, the routing model took about 0.4 seconds per call (median), and no big AI model was used even once to notice things.

Try it 3 — show it to everyone#

Team lead Jinyoung Jang clicks Show to everyone on the quote card. The quote opens on every participant's stage (the big screen in the middle).

Each person sees their own copy, so even if Minji Kim edits a cell, it doesn't change the others' screens or team lead Jinyoung Jang's original. Note that this isn't co-editing, where everyone edits the same document at the same time. Click Take down to remove it from the stage.

Try it 4 — requests during the meeting#

The conversation continues:

Minji Kim's request appears as a suggestion card at the top of the Materials panel.

When team lead Jinyoung Jang clicks Start, her agent gets the meeting captions and the quote that was shown, and starts working. The room gets "Handed to the agent · Draft the quote".

Check: When the result is ready, an Agent result card appears in the Materials panel, the card turns into "✓ Draft the quote — the result is in the materials", and a "Jinyoung Jang's agent · …" message and the file are posted in the room. In our run, it produced Moonlight Coffee Store 2 quote (revised -5%).xlsx: the same items and quantities with every unit price 5% lower (total 149,600,000 → 142,120,000 KRW, VAT included). It can take ten minutes or more for the result to come, but even if you end the meeting first, the work continues and the result is posted to the room.

Try it 5 — after the meeting, the record stays in the room#

The meeting ends when someone clicks End meeting (Leave only takes you out). Open the room, and even though nobody wrote anything down, the following are there.

To-dos in the minutes that have someone responsible appear to that person as a Start / No card. If no one is responsible, they appear to all participants.

This record looks exactly the same when you open the room on the Process GPT screen. People who joined the meeting late, or who join the room later, can read what was decided.

Try it 6 — a meeting in two languages#

In Chapter 15, the team started a room with Yuki Sato, the lighting designer at the partner studio in Tokyo (an example person). She speaks Japanese; team lead Jinyoung Jang and Minji Kim speak English. Nobody needs a human interpreter: each person speaks their own language and listens in theirs.

1. Set your main language. It's in Settings › Accounts › About me › Main language, and also on the screen before you join, as The language I speak. What you pick there is saved for your account.

1. Open the room "Yuki Sato, Minji Kim" and click Start meeting. The other two join from the same room.
2. Because the main languages differ, interpretation turns on by itself. The top of the screen shows AI interpretation · English ⇄ 日本語 and an Interpretation on switch, and each tile shows the person's language.

What was said (the script from our run, with what Jinyoung Jang read):

In our run, transcription heard 照明 (lighting) in Yuki's request as 消費 (consumption), and the translation followed what was written down. The request still came through as a Draft the quote card.

When Yuki finishes a sentence and pauses, this happens on Jinyoung Jang's and Minji Kim's screens:

You never hear your own words interpreted, and between two people with the same main language nothing is translated or interpreted. On Yuki's screen, it's the other way round: Jinyoung's and Minji's English reads and sounds in Japanese.

The helper works across languages too. Yuki's request in Japanese was read through its English translation and became a Draft the quote card on Jinyoung Jang's screen, and Start handed it to her agent as in Try it 4.

Switches for interpretation#

After the meeting, in each person's language#

The room keeps the minutes blocks with each line's language and its translations. Jinyoung Jang reads Yuki's lines in English, and Show original shows them as said.

The final minutes are written once, in the meeting's language (the language of the person who started it, here English), and translated into each member's main language. Yuki reads the summary, decisions and to-dos in Japanese, with AI translation · English and Show original.

Consent and switches#

The operator sets the server-wide switches in the server settings (Chapter 25).

Known limits#

• Up to 6 people: participants' browsers connect to each other directly, so the current version allows up to 6 people per meeting. For bigger meetings, use another video meeting tool.
• Behind a company firewall: on some company networks, direct connections between browsers are blocked, so the meeting can't connect. The current version has no relay server to connect them instead, so use it on the same company network or the regular internet.
• Not co-editing: Show to everyone opens the same material as each person's own copy.
• Transcription errors: transcription can get words wrong (in our run, it wrote "Seongsu" as "Seong-su"). Finding materials judges words together with what comes before and after, so it's usually not affected.

Next#

That's the end of Part 4, "Working as a team." You're starting to see that the same flow — receiving the email, the floor plan, proposal and quote, the design review, the quote review, the proposal meeting and the reply — repeats even when the customer changes. In Part 5, you make this flow into a process. First, you design one yourself by chatting (Chapter 17).