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# Capturing a session

Capturing a session means recording it so Klarity can produce a transcription and then a summary. This is what feeds the client's memory, session after session. Video capture relies on an assistant that joins your call; **in person**, you capture the exchange straight from Klarity — with your mic or by importing a recording. Either way, it requires the client's **consent**.

# Understanding capture

For a recorded video session, recording starts automatically at the scheduled time: the assistant **asks to join** your room (which must be open), you **admit** it, then it captures the audio. When the session ends, it moves through the **Processing** and then **Generating summary** states on its own, with no action from you. The audio is processed encrypted, then **automatically deleted 24 h after the summary is generated** — a GDPR guarantee. Only the summary and the text transcript are kept afterwards.

|| The assistant **never** enters your room **on its own**: on Google Meet, Microsoft Teams and Zoom alike, it's **up to you to admit it** from the waiting room, **for every session**. This is a safeguard of the video tool (not Klarity): only the host can let an external participant in.

| The capture channel is shown in the session's **Metadata** panel: **Recorded video**, **Unrecorded video**, **In person · mic**, **Phone** or **Other**. Once the session is captured, the **Source** panel spells out how it was recorded: **Captured in person — mic recording** or **Captured in person — audio import**.

Automatic recording is optional and is set **per session type**. In a type's editor (**Agenda › Availability › session type**), the **Record audio and generate a summary** setting turns capture on or off: disable it for formats with no coaching content (an administrative call, for example). A video session whose type doesn't record then appears as **Unrecorded video**, with no transcription or AI summary.

|| If no video link was known at booking time, the session shows a **Not recorded — missing video link** badge and a **Set up a recording channel** button. Connect Google Calendar or add a room link to the session type: you'll then be able to re-enable capture from the agenda.

| Automatically generating a **Microsoft Teams** link only works with a **work or school** Microsoft account. With a personal **outlook.com** account, Teams can't create the link for you: paste a room link into the session type, otherwise the session stays **Not recorded**.

|| Another case: the link exists but is **invalid or unsupported**. The session then shows an **Invalid meeting link** banner (a **Not recorded · invalid link** badge in the agenda and lists) with a **Check the meeting link** action. Fix the link: recording resumes automatically, with nothing else to do.

# Starting the recording

1. Open your video room before the time: the assistant can only join a room that's already open. Once it arrives, it waits up to **15 min** in the waiting room for you to admit it.
2. At the scheduled time, recording starts: the session moves to **Recording**.
3. To start early, use **Start recording now** (banner) or the **Start recording now** button (session header): the session is moved to the current time and the assistant joins the call. You can start recording up to **15 min** before the scheduled time.

When the call ends, the session automatically moves to **Processing**, then **Generating summary**. The summary is usually ready **a few minutes** after the session ends.

| If nobody joins the call, the assistant waits **10 min** alone, then leaves. If you step out to fix your mic or camera, it gives you **2 min** to come back before stopping the recording.

## Starting a session now

If the session begins right away, there's no need to schedule it in advance. From the **New session** button (agenda or client file), choose **Start a session now**: the session is created on the spot and capture starts immediately.

- **Recordable Google Meet video** — the **video link is required** (the bot must be able to join the call). As soon as the session is created, recording starts and the bot joins the call.
- **In person** — the **capture sheet opens right after** creation: you then start mic recording or import, as described below.

Klarity confirms with a **Session started** toast. See Creating a session manually for the full composer.

| If recording can't start, the session is still created: restart capture from its file.

# Admitting the assistant into your room

Whatever the tool, the assistant appears under a clearly identifiable name (**Klarity assistant**) and waits for your go-ahead. You click **once** at the start, then it stays for the whole session:

- **Google Meet** — a **"… wants to join"** request appears when the assistant arrives. Click **Admit**.
- **Microsoft Teams** — the assistant waits in the **lobby**. Click **Admit** on the notification.
- **Zoom** — if your room has a **waiting room**, the assistant waits there: click **Admit** in the **Participants** panel.

| If you forget to admit the assistant, it waits up to **15 min** then leaves without recording. If it couldn't join at all, Klarity **retries once** with a fresh assistant; if that fails too, the session moves to **To finalize** and you close it by hand. The session stays valid, but without a transcription: remember to admit it as soon as it appears.

|| On Zoom and Teams, you can disable the waiting room / lobby for your sessions so the assistant enters without a click — only do this if you control who can join your permanent room. Google Meet always requires manual admission.

| **Reminder on first launch (Google Meet).** The very first time you start a recordable **Google Meet** call, Klarity shows a **Remember to admit the recording bot** window: the bot asks to join the meeting shortly after it starts, and you click **Admit** when Meet shows the request — without this step, the session can be neither recorded nor summarized. This reminder is shown **only once** (Zoom and Teams are excluded, since admission there depends on your room's configuration).

# Capturing an in-person session

An **in-person** session is captured straight from Klarity, with no video assistant. The banner of a scheduled in-person session reads **Capture the session live, or import the recording afterwards**, and the **Session capture** panel (the **Capture this in-person session** block) offers **two paths**:

- **Record with the microphone (beta)** — records the exchange live with your **computer's mic**. Ideal when you and your client are in the same room.
- **Import the recording** — adds an audio or video file you recorded elsewhere (voice recorder, phone, screen recording).

Either way, Klarity transcribes the exchange then generates the summary and memory, exactly like a video session.

|| Don't confuse this with **Dictate a note**: dictation transcribes **your voice only** into your notes, with no summary or memory. In-person capture records the **full exchange** with your client.

## Record with the microphone (beta)

1. On the in-person session, open the **Session capture** panel and click **Record with the microphone (beta)**.
2. The first time, your browser asks for **mic** access: allow it.
3. Click **Start recording**. The timer runs; you can **Pause** then **Resume** (pause isn't available on every browser).
4. At the end of the session, click **Stop** and confirm: the recording is uploaded and transcription starts. Capture **cannot resume** once stopped.

|| ⚠️ **Keep the screen on and don't close this tab** during the session: the recording happens in your browser. If you try to close the tab, Klarity offers to **Continue recording**, **Stop and generate the summary** or **Discard the recording**.

| Quality depends on your mic and the room — it's not guaranteed. For a better transcript, place a **USB desk mic** between you, in a quiet room.

| If your browser isn't well suited to capture, a banner at the top of the app tells you so: **For stable audio and video capture, we recommend Google Chrome or Mozilla Firefox** (Safari is fine on Mac too). Follow the recommendation before an important capture.

| Max length: **2 h per capture** (beyond that, transcription isn't guaranteed) — this cap may vary with your setup. **15 min** before the limit, a countdown warns you.

## Import a recording

1. In the **Session capture** panel, click **Import the session recording**.
2. Drag and drop your file into the drop zone, or click to **browse your files**.
3. Start the import: transcription begins, then the summary is generated.

| Accepted formats: **MP3, M4A, WAV, OGG** or video (**WebM, MP4**) — a single file, up to **2 GB**. Import the **full exchange** with your client, not just your voice. The **Which recording should I import?** link recaps these pointers right in the panel.

|| Session capture (mic and import alike) is available on the **Professional** and **Signature** plans, within your **capture quota**. As with video, the client's **consent** is required before capturing, and the audio is automatically deleted **within 24 h** of the summary being generated (immediately if the client withdraws consent).

# Keeping an eye on your recording quota

Capture time (video and in-person alike) counts against your plan's **recording quota**. Klarity warns you **before** it blocks a session:

- **Quota nearly exhausted** — when your planned sessions risk exceeding the remaining time, a **Capture quota nearly exhausted — this session might not be recorded** warning appears on the session concerned. Nothing is blocked: it's an early heads-up.
- **Quota reached** — the session shows a **Recording quota reached** box ("This session won't be recorded. Renews on {date}.") and the record button is disabled, with the renewal date in a tooltip. Affected sessions carry the **Not recorded (quota reached)** badge. An **Unlock** button offers to raise your quota; the session itself takes place normally, just without capture.

| Your detailed usage (hours used / included) is tracked in **Plan & billing › Consumption**. The quota renews with each billing period.

# Consent is required

Without the client's consent, recording is disabled and the report email can't be sent. A **Client without consent** badge then appears on the session, with a **Resend the consent link** action. The capture modes tolerated in the absence of consent are set in **Settings › Sessions & memory**, in the **Consent** section (the **If the client hasn't given consent yet** setting).

|| A session created manually for a client without consent stays within your private scope: you can generate an AI summary for your own use, but the report email can't be sent.

| 💡 **Tip:** in **Settings › Sessions & memory**, adjust the **Recording start**, the **Visible recording signal** and the **Review before locking the summary** (the summary stays editable during the enrichment window) to your comfort.

# Related articles
- The lifecycle of a session
- Taking session notes
- Creating and editing a session type
- Configuring your sessions & memory
- The client's consent
- My session wasn't recorded