Articles on: Sessions

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, and 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 deleted once the transcription is validated.


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, Phone or Other.


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.


Starting the recording


  1. Open your video room before the time: the assistant can only join a room that's already open (it waits up to 5 min).
  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.


When the call ends, the session automatically moves to Processing, then Generating summary.


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.


💡 Tip: if you forget to admit the assistant, it waits up to 5 min then leaves without recording. 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.


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.


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Updated on: 18/07/2026

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