How to capture and summarize Google Meet meetings using AI

IT Service article relates to: Software & Applications

This article is intended for:

Faculty, Staff, Student

Instructions

IMPORTANT: Protect Your Privacy and Intellectual Property

To use AI to summarize FIT meetings, make sure you’re signed in with your FIT Google Workspace account.

How to Add a Co-Host to a Google Calendar Event
Tip: Tip! If you need to record or transcribe a meeting, contact the meeting organizer before the meeting so they can make you a co-host.

Only the Host/Co-host with the correct subscription rights can use the recording and transcription features.

1. Navigate to https://calendar.google.com/calendar/u/0/r/day/2025/7/22

2. Right-click on the meeting you want to modify, in this example we are updating “Away Team Coordination Meeting”

3. Click on the pencil (edit) icon

4. Click on the settings (gear) icon.
Note the settings icon will only appear if you are the owner of the meeting.

5. Click on “Guests”

6. Click “Add co-host”

7. You will only be able to add a co-host that is also a Guest on the Calendar invite. External guests can be co-hosts.

Tip: Meeting Artifacts in Google Meet

Some Meet features create “Meeting Artifacts” (like recordings, attendance reports, and polls).

By default, these go to the main host.

To share them with co-hosts, you must:

Turn on Host Management.

Add co-hosts in Google Calendar (when creating or editing the event).

Check the box to share artifacts with co-hosts.

Important:

Promoting someone to co-host during a meeting does not give them artifacts for that meeting.

If a co-host is removed during the meeting, they’ll still get that meeting’s artifacts but not for future meetings using the same code.

8. Click to toggle on the option for “Call artifacts are shared with the host and co-host you add here.”

Skipping this step will mean any recording or transcript generated from this Google Meet will only go to the event organizer.

9. Click “Save”

10. Click “Save” again

How to Transcribe a Meeting in Google Meet
IMPORTANT
If you need to record or transcribe a meeting, contact the meeting organizer before the meeting so they can make you a co-host. Only the Host/Co-host with the correct subscription rights can use the recording and transcription features.
1. Navigate to your meeting.

Note : Only the host and co-hosts of the meeting will be able to create a transcript of the meeting.

2. Click “Meeting tools”

3. Click “TranscriptsCapture the conversation for later”

4. Click here.

5. Click here.

6. The side panel will let you know the meeting is being transcribed and also indicate which Google Drive the transcript will be available after the call.

Click “Close”

7. Click “speech_to_text”

8. Click “Stop transcription”

9. Click “Stop transcription”

10. Click here.

Tip: ## Meeting Artifacts in Google Meet

Some Meet features create “Meeting Artifacts” (like recordings, attendance reports, and polls).

By default, these go to the main host.

To share them with co-hosts, you must:

Turn on Host Management.

Add co-hosts in Google Calendar (when creating or editing the event).

Check the box to share artifacts with co-hosts.

Important:

Promoting someone to co-host during a meeting does not give them artifacts for that meeting.

If a co-host is removed during the meeting, they’ll still get that meeting’s artifacts but not for future meetings using the same code.

11. Depending on the length of the meeting it may take time for the transcript to finish generating and be available.

The transcript will go to the host via email and the their Meeting Recordings drive folds.

The cohost(s) will only receive the transcript automatically if “Call artifacts are shared with the host and co-host you add here.” was turned on before the meeting and when making the person a co-host.

Made with Scribe

How to use Gemini to Create Summary Meeting Notes

1. Click on the plus sign icon to Add files
Select “Add from Drive”

3. You can search for the meeting file or navigate to the “Meeting Recordings” folder.
Double-click here.

4. Select transcript you want to summarize.
Then click the “Insert” button.

5. Enter your Prompt.

Example: Please create meeting notes from this transcript. Include attendees, a bulleted summary of items discussed, and a list of action items with who was assigned the task.

Name any file

Then click the arrow icon to submit.

6. Click on the share icon to “Share & export.”
Click “Export to Docs.”
A pop-up will appear in the lower left-hand corner. Click the Open Docs button to access the newly created document.

You can also view the document by going to your recent documents folder.

TIP: You can add to the prompt how you wan the document file named. Name the document for export/sharing “Away Team Meeting 7/14/2025.”

7. Click the two pages icon to “Copy response” then you can paste the results into an email or document.

Tip: Tip! Once you have your meeting notes complete. Delete the meeting transcript. Visit out website at https://it.fitnyc.edu/cloud-cleanup/#tech-tips to learn more ways you can reduce your digital carbon footprint.

Transcripts serve only as temporary records for meetings governed by parliamentary procedures (such as the Board of Trustees or Faculty Senate). Once the meeting minutes are approved, those minutes become the official record, and the transcript may be deleted.

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