How to use ExtraMeeting
Record a meeting, and it comes back written down: who said what, when, with notes, decisions and action items. This page walks through every part of it.
1Get started
You need a Rowads account. There is nothing to install to read your meetings.
- Open Your Meetings and sign in with Extra ID, the same sign-in as the rest of Extra.
- Record a meeting: with the ExtraMeeting phone app, or with a Pocket recorder (see Pocket recorder & extension).
- The recording appears in your list within a few seconds and is transcribed on its own. You get the transcript as soon as it is ready. You don't need to keep the page open.
2Your meetings
Your meetings are listed on the left, newest first and grouped by day. Click one to read it on the right.
Reading a transcript
- Click a timestamp (for example 0:47) to play the audio from that moment. The player sits above the transcript.
- Click the title to rename the meeting.
- Search meetings at the top of the list by title or by who was there.
- The download button saves the transcript or the notes as a text file. The bin deletes the meeting.
Who was there, and sharing
+ Add person records who attended. Add someone by their email address and the meeting is shared with them. It then appears under Shared with me in their own list, read-only, when they sign in with that email. Remove the person (✕ on their chip) to stop sharing.
While it is transcribing
A new recording shows its progress and updates on its own. A long meeting takes a few minutes. If a recording fails, open it and press Try again: the audio is kept, so you never need to upload it again.
3Name the speakers
ExtraMeeting tells the voices apart and puts a name on the ones it knows. A voice it can't name yet is called Speaker A, Speaker B and so on.
- Click the speaker's name next to anything they said.
- Pick a person or type a name, then press Rename.
- The name changes on every line they said in that meeting.
4Notes
The Notes tab turns the transcript into three lists: key discussion points, decisions made, and action items with who owns each one.
- No notes yet? Press Generate notes. It takes a few seconds.
- Renamed a speaker or fixed the attendees? Press Regenerate at the bottom of the notes. This replaces the old notes; there is no undo.
5Pocket recorder & the Chrome extension
A Pocket is a small team recorder. Plug it into your computer and the ExtraMeeting Chrome extension imports its recordings to your account, then clears them from the recorder so the next person doesn't get your meetings.
Install the extension (once)
- In Your Meetings, click Extension at the top right. A zip file downloads.
- Unzip it. Open
chrome://extensionsand turn on Developer mode (top right). - Click Load unpacked and choose the unzipped folder. Pin the ExtraMeeting icon to the toolbar.
Use it
- Click the extension icon. It signs you in by itself. If it asks, sign in with Extra ID.
- The first time, plug a Pocket in, press Choose the Pocket drive and pick the drive named POCKET. When Chrome asks, choose Allow on every visit.
- Press Sync now. From then on, new recordings import on their own about every 30 seconds while Chrome is open.
The links under the button take you to:
| Your Meetings | the console, with your transcripts |
| Extra Meetings Workspace | the ExtraMeeting workspace in Extra |
| MCP server | the MCP address, which is also copied for you (what it is for) |
| Help | this page |
6The Extra Meetings workspace
In Extra, the Extra Meetings workspace is where you ask an agent to work with your meetings.
Start a task there and ask in plain words. For example:
- “Summarise yesterday's product sync and list the action items.”
- “What did we decide about the beta date?”
- “In the design review, Speaker B is Jordan Lee. Fix it and regenerate the notes.”
- “Someone shared a meeting with me. Turn it into a one-page brief.”
The agent reads your meetings through the MCP server below. It sees exactly what you see in Your Meetings: your meetings and the ones shared with you.
7Use it with AI (MCP)
The ExtraMeeting MCP server lets an AI assistant (an Extra agent, Claude, or any client that speaks MCP) search your meetings, read transcripts and notes, and fix speakers. This is its address:
Connect it
- In Extra: if extrameeting tools already show up in your tasks, you are set. If not, ask an agent to “add the MCP server https://meeting.extrastaging.io/mcp” and press Allow when Extra ID asks.
- In another MCP client: add a remote MCP server with the address above. It signs you in with Extra ID the first time: press Allow once, and again about every 30 days.
What an assistant can do with it
| list_meetings | find meetings by date, title or attendee |
| get_meeting · get_transcript · get_notes | read a meeting, its transcript and its notes |
| generate_notes | create or regenerate the notes (replaces the old ones) |
| rename_meeting · set_attendees | fix the title and who was there |
| rename_speaker · edit_transcript | put a name on a speaker, correct a line |
| share_meeting · list_shared_meetings · get_shared_meeting | share a meeting and read the ones shared with you |
| retry_meeting · delete_meeting | retry a failed transcription, delete a meeting |
8Questions
Who can see my meetings?
Only you, and the people you add to a meeting by email. An AI assistant connected with your account sees the same things you do, no more.
A meeting says “Transcription failed”.
Open it and press Try again. The audio is kept, so nothing needs uploading again.
A meeting says “No speech”.
The recording was checked and had nothing to transcribe. Accidental taps and silent clips end up here. You can delete them.
The notes name the wrong person for an action.
Rename the speaker in the transcript, then press Regenerate in the Notes tab.
The extension doesn't import anything.
Chrome has to be running. Open the extension and check the line at the top: it tells you the next step, for example to choose the drive again or to sign in again.
I use a teammate's Pocket. Will I get their recordings?
No. Each recording is imported once, to whoever plugged it in, and then cleared from the recorder. A recording a teammate already imported is never imported twice.