Communication · Feature

AI transcription: transcribe, summarize, and extract agreements from calls and meetings

Upload a recording of a call or meeting (mp3, wav, m4a, ogg) and Pilot returns the transcript with timestamps in minutes. The AI summarizes the key points, extracts actionable agreements, turns them into tasks with an owner and due date, and links the transcript to the customer or the project. Integrates with Google Meet, Zoom, and Teams.

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Screenshot of the Transcriptions module in Pilot Desk
In 30 seconds
  • You upload an audio file (mp3, wav, m4a) and Pilot transcribes it.
  • The transcription is searchable, can be highlighted, and summarized by the assistant.
  • You can turn parts of the transcription into tasks.
  • It keeps your transcriptions organized in one place.

What are Transcriptions?

It is the module where you upload recordings (client calls, internal meetings, voice notes) and Pilot turns them into searchable text. Afterward you can summarize them, mark important segments, and turn agreements into tasks.

Upload an audio file

  • The 'Upload audio' button.
  • You choose the file: mp3, wav, m4a, ogg.
  • Optional: title, tags, link to a client or meeting.
  • Pilot processes it (depending on the length, it takes 1 to 10 min).
  • It notifies you when it is ready.

Read, search, summarize

  • The transcription shows the text with timestamps per paragraph (click one → plays that moment).
  • You search inside it with Cmd+F.
  • You mark important segments (highlight).
  • You ask the assistant: 'Summarize this call for me in 5 bullets' or 'what agreements were reached?'.

Example: a client call

Example

You had a 40-minute call with an important prospect. You recorded it.

  1. You upload the mp3 to Transcriptions.
  2. In 4 min it is ready.
  3. You ask: 'Summarize the key points and the agreements for me'.
  4. The assistant returns: the prospect is interested in the Pro Plan, needs a proposal before Thursday, asked for a discount for 12 months prepaid.
  5. You turn 'send the proposal before Thursday' into a task with a date.

You keep the entire context of the conversation without taking notes live. And you have a concrete action.

How it connects

How it connects: Transcriptions

MeetingsYou can link a transcription to an existing meeting. ClientsTranscriptions linked to clients appear in their timeline. TasksActionable segments are turned into tasks.

Real use cases

Sales automation

You keep the full context of every prospect call without taking notes live.

AI project management

Meeting agreements turn into assigned tasks with no double entry.

Integrations that power this feature

Connect Pilot with the tools your team already uses. The AI orchestrates between them without you switching screens.

Google MeetGoogle Meet ZoomZoom Microsoft TeamsMicrosoft Teams Google WorkspaceGoogle Workspace Microsoft 365Microsoft 365 SlackSlack

Industries where it shines

Professional services

Cómo Pilot ayuda al sector professional services.

Healthcare

Cómo Pilot ayuda al sector healthcare.

Technology

Cómo Pilot ayuda al sector technology.

Education

Cómo Pilot ayuda al sector education.

Frequently asked questions

Which languages does the transcription support?
It supports neutral and Latin American Spanish (including regionalisms from Costa Rica, Mexico, Argentina, Colombia, Chile, Peru), English in its main variants (US, UK, AU), Brazilian Portuguese, and European Portuguese. It detects the language automatically, and you can also force it if the recording is bilingual. For meetings that switch languages, the transcript keeps each segment in its original language.
How does it identify who said what?
The AI does diarization (separating speakers) automatically and labels them as 'Speaker 1', 'Speaker 2'. You can rename them with one click ('Speaker 1' to 'Karina') and the transcript is rewritten with the real names. For meetings with many participants it works best when each person uses their own microphone — if several share one microphone in a room, diarization can get mixed up.
Does it connect with Google Meet, Zoom, or Teams so the recording comes in on its own?
Yes. For Meet, Zoom, and Teams you set up the integration once (OAuth with your account) and new recordings flow automatically into Transcription with metadata (date, participants, meeting link). If you want an AI assistant present in the meeting to take notes in real time, that's available in the Meetings module (another batch); Transcription focuses on turning audio files into searchable, conversational text.
Is the transcript private or used to train models?
The audio and the transcript are private to your company. They are not used to train models or exposed to other clients. The transcription process runs with enterprise providers under contract, with explicit no-retention and no-training clauses. If you need a full audit of who accessed a transcript, the logs are in the admin panel.
How much does it cost?
There's a per-minute cost that depends on monthly volume and language. An accessible entry plan for occasional use; plans with a monthly allowance for teams that transcribe many meetings. If you combine it with other communication modules (Email, Mailing, Broadcast), it usually comes bundled at a discount. Contact us for a tailored proposal.

Want to see a call transcribed and summarized live?

Book a 30-minute demo. We upload a sample audio (or one of yours if you have permission) and show you how the AI transcribes, summarizes, extracts agreements, and turns them into tasks. Then we build the plan that fits your volume.

Request a demo