Skip to main content

Recording Google Meet Meetings with Vinyl

This comprehensive guide explains how to set up, start, manage, and troubleshoot recordings of your Google Meet meetings using Vinyl.

Clarenz Miralles avatar
Written by Clarenz Miralles
Updated over a month ago


Recording Your Google Meet Meetings

Once you've connected Vinyl to your Google Calendar, you're ready to start recording your Google Meet meetings. This guide covers the entire process from scheduling to accessing your recordings.
​

Ways to Record Google Meet Meetings

Vinyl offers two methods to record your Google Meet meetings:
​

1. Schedule in Advance (Recommended)

This method ensures Vinyl is prepared to join and record your meeting:

  1. In your Vinyl dashboard, go to the Calendar tab

  2. Find your Google Meet meeting in the calendar view

  3. Toggle the recording switch to ON

  4. Optionally, click the meeting to configure:

    • AI summary preferences

    • Participant notification settings

    • Custom speaker names

Pro Tip: For recurring meetings, you can set Vinyl to record every instance or select specific occurrences.
​

2. Record an Active Meeting

If a meeting has already started:

  1. In your Vinyl dashboard, click Record Now

  2. Select "Google Meet" as the platform

  3. Paste the Google Meet link from your meeting

  4. Click "Join and Record"

  5. Vinyl will join your meeting as a participant

Before the Recording Starts

Participant Notification

It's both a legal requirement and good practice to inform participants when recording:

  1. Automated Notifications: Vinyl can send an email to all participants before the meeting, notifying them about the recording. Configure this in your meeting recording settings.

  2. In-meeting Announcement: When Vinyl joins your Google Meet, a system message appears showing a new participant has joined. Additionally, you should:

    • Verbally announce that the meeting is being recorded

    • Explain how the recording will be used

    • Give participants an opportunity to leave or turn off their camera if uncomfortable

  3. Google Meet Invitation Template: Consider adding a note to your meeting invitations, such as:
    ​

    Note: This meeting will be recorded using Vinyl for transcription and summarisation purposes. By joining the meeting, you consent to being recorded.

Legal Compliance

Recording laws vary by location. In general:

  • One-party consent jurisdictions require only one participant (you) to consent to recording

  • All-party consent jurisdictions require everyone to be informed and consent

Always err on the side of caution by getting explicit consent from all participants.
​

Google Meet-Specific Setup

For the best experience with Google Meet:

  1. Meeting Options:

    • Ensure "Join before host" is enabled if you want Vinyl to join automatically

    • For restricted meetings, add [email protected] directly to the meeting invite

During the Recording

Identifying an Active Recording

When Vinyl is recording your Google Meet:

  1. Vinyl appears as a participant named "Vinyl Recording Assistant" (or your custom name)

  2. Unlike some platforms, Google Meet does not display a persistent recording indicator, so verbal notification is important

Best Practices for Quality Recordings

For optimal transcription and summary quality:

  1. Clear Audio

    • Use a good quality microphone or headset

    • Find a quiet location with minimal background noise

    • Mute when not speaking

  2. Speaker Clarity

    • Speak at a moderate pace

    • Avoid talking over others

    • Introduce yourself before speaking in larger meetings

  3. Meeting Structure

    • Start with introductions for better speaker identification

    • Clearly state agenda items and transitions between topics

    • Explicitly state decisions and action items

Managing the Recording in Progress

During the meeting, you can:

  1. Stop Recording Early

    • Locate Vinyl in the participant list

    • Click on the participant and select "Remove"

    • You can re-invite Vinyl later if you wish to resume recording

Special Google Meet Scenarios

Recording Large Google Meet Meetings (20+ participants)

Larger meetings present unique challenges:

  1. Join Early

    • Schedule Vinyl to join 5 minutes before the meeting start

    • Google Meet sometimes has capacity issues, and earlier participants are prioritised

  2. Structured Speaking

    • Use Google Meet's "Raise Hand" feature to manage speaking turns

    • Have participants state their name before speaking

    • Designate a moderator to call on speakers

Working with Google Meet Breakout Rooms

Currently, Vinyl has limitations with breakout rooms:

  1. Main Room Recording Only

    • Vinyl can only record the main meeting room

    • When breakout sessions begin, Vinyl will remain in the main room
      ​

  2. Alternatives for Breakout Coverage

    • For important breakout discussions, consider separate Vinyl recordings

    • Schedule breakouts as separate meetings

    • Have key points repeated in the main room after breakouts conclude

Recording with Google Meet Hardware Kits

For meetings using dedicated Google Meet hardware in conference rooms:

  1. Audio Quality

    • Google Meet hardware typically provides excellent audio quality

    • Position the hardware microphone centrally for best results

    • Remind in-room participants to speak toward the microphone

  2. Integration Considerations

    • Vinyl joins these meetings just like any other Google Meet

    • No special configuration is needed

    • Audio from room systems is typically clearer than from individual laptops

After the Meeting

Processing Time

After your Google Meet meeting ends:

  1. Vinyl will automatically leave when the meeting ends

  2. Processing begins immediately

  3. Typical processing times:

    • Transcription: 1-5 minutes (depending on meeting length)

    • Summary: 3-10 minutes

    • Full processing: Usually complete within 15 minutes of meeting end

Accessing Your Recording

To find your completed recording:

  1. Check your email for the notification (if enabled)

  2. Or go to your Vinyl dashboard and look under "Recent Recordings"

  3. Click on the meeting to access:

    • AI-generated summary

    • Full transcript with speaker identification

    • Audio recording

    • Action items and key points

Post-Meeting Editing

After processing, you can:

  1. Edit the Transcript

    • Correct any transcription errors

    • Identify unlabeled speakers

    • Add comments or highlights

  2. Customise the Summary

    • Edit or expand the AI-generated summary

    • Add additional key points

    • Adjust action items

  3. Share the Results

    • Send to meeting participants

    • Export to your documentation system

    • Generate a shareable link with custom permissions

Troubleshooting Google Meet Recording Issues

Vinyl Not Joining the Meeting

If Vinyl fails to join your Google Meet:

  1. Check Calendar Integration

    • Verify your Google Calendar is connected in Vinyl settings

    • Ensure the meeting has Google Meet conferencing enabled

  2. Check Meeting Settings

    • Confirm the recording toggle is set to ON for this meeting

    • Verify the meeting hasn't been cancelled or rescheduled

  3. Manual Intervention

    • Use "Record Now" to manually add Vinyl to an active meeting

    • Copy the Google Meet link and use the direct recording option

Audio Quality Issues

If your transcript has accuracy problems:

  1. Google Meet Audio Settings

    • Check if participants were using proper microphones

    • Consider enabling/disabling Google Meet's noise cancellation

    • Ask participants to use headphones to reduce echo

  2. Multiple Speakers

    • Remind participants to speak one at a time

    • Use a meeting facilitator for larger groups

    • Implement a hand-raising system

Google Meet Access Issues

If Vinyl is denied access to your meeting:

  1. Check Organisation Policies

    • Some Google Workspace configurations restrict external participants

    • Contact your IT administrator to whitelist Vinyl

  2. Check Meeting Settings

    • Ensure "Guests can join" is enabled for your meeting

    • Add [email protected] directly as a participant if needed

Google Meet Features and Considerations

Google Meet's Built-in Recording vs. Vinyl

Feature

Google Meet Recording

Vinyl Recording

Storage

Uses Google Drive storage

Stored in Vinyl's secure cloud

Transcription

Basic captions only, no speaker identification

Advanced AI transcription with speaker identification

Summarisation

Basic summarisation

AI-generated meeting summaries and action items

Sharing

Limited to Google Drive sharing

Flexible sharing with customizable permissions

Processing Time

Variable depending on meeting length

Usually completed within minutes

Content Search

Limited search capabilities

Full text search across all meetings

Using Google Meet on Different Devices

Vinyl works with Google Meet regardless of how participants join:

  1. Desktop Web Browser (recommended)

    • Most reliable experience for Google Meet

    • Full feature access

    • Best audio quality for transcription
      ​

  2. Mobile App

    • Vinyl can record meetings with mobile participants

    • Audio quality may vary depending on mobile connectivity

    • All Vinyl features work normally
      ​

  3. Google Meet Hardware

    • Conference room systems work well with Vinyl

    • Often provides superior audio for better transcription

    • No special configuration needed

Frequently Asked Questions

Q: Does Vinyl work with Google Meet's companion mode?
A: Yes, Vinyl records meetings regardless of whether participants join via companion mode or directly.
​

Q: How does Vinyl handle Google Meet's live translation feature?
A: Vinyl records the original spoken audio. If you're using Google Meet's live translation, Vinyl will capture the original language, not the translations.
​

Q: Can I record Google Meet breakout rooms?
A: Currently, Vinyl can only join and record the main room, not individual breakout rooms.
​

Q: Will Vinyl record if I'm using the Google Meet mobile app?
A: Yes, as long as the meeting is scheduled and toggled for recording in your Vinyl dashboard, Vinyl will join and record regardless of how you join the meeting.
​

Q: Does Vinyl work with Google Meet hardware kits in conference rooms?
A: Yes, Vinyl is compatible with Google Meet hardware. Audio quality tends to be very good with these professional setups.
​

Q: Can I use both Vinyl and Google Meet's built-in recording?
A: Yes, they can work simultaneously, but it's usually unnecessary to use both.
​

Q: How quickly will my transcript be ready after a Google Meet?
A: Transcripts are typically available within minutes of the meeting ending. Longer meetings may take more time to process.
​

Q: Will participants see that Vinyl is recording the meeting?
A: Yes, Vinyl joins as a visible participant, but unlike Google Meet's native recording, there's no automatic recording indicator. This is why verbally informing participants is essential.
​

Need More Help?

If you're experiencing issues with Google Meet recordings, contact our support team:

Did this answer your question?