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Guide
How to transcribe an in-person meeting on a laptop, privately
Not every meeting is a video call. A client visit, a board session, an interview or a deposition happens around a table, and the usual AI note takers do not help: there is no call for a bot to join. A Windows laptop on the table can record the room and transcribe it on the same machine, without uploading the audio.
The short answer
- Tell everyone in the room that you are recording, before you start.
- Use microphone-only mode: in a room there is no system audio to capture.
- Put the laptop, or a USB microphone, in the middle of the table, away from the keyboard you type on.
- With AirGapScribe the transcript is created on your PC and the audio is not uploaded.
Before you press record
Say it out loud: "I am going to record this meeting to take notes; is everyone OK with that?" With nobody joining a call, nobody gets an automatic notice, so the room only knows if you tell it. The rules on recording conversations change from country to country.
Getting good audio from a laptop
- Center the microphone. The built-in microphone sits on the laptop. Turn the laptop so the screen does not stand between the microphone and the people speaking, or use a USB conference microphone in the middle of the table.
- Keep the keyboard quiet. Typing next to the microphone ends up in the recording. If you take notes by hand or on another device, the transcript is cleaner.
- Avoid the noise you can control. Air conditioning, a projector fan or cups on the table near the microphone all compete with the voices.
- Do a 10-second test. Record a few words from the far end of the table and listen back before the meeting starts.
Step by step with AirGapScribe
- Install it from the Microsoft Store. It is free, and the Whisper Small speech model ships with the app, so there is nothing else to download.
- Switch to microphone only. By default AirGapScribe records your microphone and your computer's audio together, which is right for calls. In a room, microphone only is the right mode.
- Start the recording when everyone has agreed, and stop it when the meeting ends.
- Read the transcript on your PC. Speakers are separated as Speaker 1, Speaker 2. With Pro you can rename them, edit the text, and have a local assistant draft minutes, a summary, tasks and a follow-up email.
What goes online, and what does not
The meeting audio is not uploaded. AirGapScribe connects to the internet only to validate a Pro license from time to time (a valid license keeps working up to 14 days without a connection), to download a larger model if you choose one, and for Microsoft Store updates. You can check it yourself with Resource Monitor, a PowerShell command or airplane mode.
Honest limits
- The free plan covers sessions up to 45 minutes. Many meetings run longer; Pro removes the limit and costs $5.99 per month or $49 per year.
- A single laptop microphone in a large room picks up the nearest voices best. People at the far end, cross-talk and noise lower the accuracy. Review anything you will rely on.
- Windows 10 and 11 only. There is no Mac, Linux or mobile version.
- Local processing reduces what leaves your computer. It does not by itself make you compliant with your industry's rules. Check them.
Questions
Which mode should I use for an in-person meeting?
Microphone only. There is no system audio to capture when everyone is in the same room.
Do I need an external microphone?
Not always. The built-in microphone works for a small table; a USB conference microphone in the middle helps in bigger rooms.
Is the audio uploaded?
No. It is transcribed on your PC. The app goes online only to validate a Pro license, to download a larger model if you choose one, and for Microsoft Store updates.
How long can I record on the free plan?
Sessions of up to 45 minutes. Pro removes that limit.