Meetings

Setting up a meeting

Calendar sync

Connect Google Calendar or Outlook from Settings to see your events in your Today view. See Integrations for setup details. Synced events appear with their original title, time, attendees, and meeting link. You can add talking points, start a chat, and extract outcomes from synced events the same way as Tana-created ones.

Creating a meeting

Select "Meeting" from the create menu (the pencil icon in the sidebar). This creates a new event with a Tana video call link. The meeting defaults to the current time (rounded to the nearest 5 minutes) with a 30-minute duration. If you create from a specific date in Today, it defaults to 9:00 AM on that date. You can change the date, time, and duration from the event view.

Inviting people

Open the location and access settings on the event to add people from your organization. Added participants can see the event, join the call, and access talking points and outcomes. The event's details panel shows the invited people as an avatar stack with controls to add or remove participants; your own avatar sorts first.

For people outside your organization, copy the guest link from the pre-call screen and share it. Guests join with a display name and do not need a Tana account. If a guest opens the link before anyone from your team has joined, they wait in a lobby and are let into the meeting automatically as soon as a Tana user starts the call.

Once in the meeting, guests see a resizable three-column layout that mirrors the host: meeting on the left, the live Meeting Digest in the middle (read-only, no pause control), and a surface column on the right that shows public documents pinned to the event and approved meeting outcomes. Cards carry the same coloured type badge that the host sees (Bug, Task, Idea, and any other type), plus thumbnails for artifacts. Clicking a card opens the doc in the public viewer. The surface column stays hidden until there is something to show.

If you are signed in to a different organization and click a meeting link for one you are not a member of, Tana asks whether you want to join as a guest, with the option to go back to your own org instead.

Talking points

Click "Add talking points" on the event to prepare an agenda using the rich text editor. Other participants see the agenda appear in real time. During the call, talking points are accessible as a side panel. After the call, they become read-only on the event.

The call

Joining

When you open a meeting with a Tana call link, a pre-call Get Ready screen appears with a camera preview, audio and video toggles, and device settings (camera, microphone, speaker, background blur). The preview is marked with a "Preview" badge so it is clear you have not joined yet. If you do not have a working camera, the preview area shows "No camera detected" instead. Click "Join Meeting" to enter. From Today, you can also click "Join" directly on an event card when participants are already in the call. If the call already has five or more people when you join, your microphone starts muted so you do not interrupt; unmute when you are ready.

If you have already been in the call once, a Re-Join button appears in the meeting toolbar that takes you straight back in without going through Get Ready again.

Controls

The meeting toolbar at the bottom of the screen has the standard call controls and the actions you use during a meeting:

• Mute (Cmd+DCtrl+D): toggle microphone
• Video (Cmd+ECtrl+E): toggle camera
• Share screen: start or stop screen sharing
• Raise hand (Cmd+Shift+KCtrl+Alt+H): automatically lowers when you start talking
• Reactions (:): open the reactions popover for the six defaults, the full picker, and search. See Reactions popover below for keyboard shortcuts.
• Settings: camera, microphone, speaker, background blur, noise cancellation
• Create or run (the "+" button) and Find and pin (the spyglass): create items, run skills and artifacts, and capture outcomes from the conversation. See During the call.
• Your Meeting Agent: opens your private AI side chat for this meeting. See Chat in the call.
• More: an overflow menu with Copy link and Delete
• Leave (Option+Cmd+LCtrl+Alt+L): end the call for yourself

The same toolbar design is used across the get-ready screen, the guest lobby, and the live call. A muted microphone or camera shows a gray slash rather than a red highlight. On phones, the toolbar is laid out for smaller screens so the controls stay within reach.

The meeting uses a two-column layout with a presenter stage: whoever is speaking or sharing takes the main area, and other participants appear alongside. Camera feeds (or avatars) show names and indicators for speaking and hand raise. Side panels during the call give you access to talking points, outcomes, and shared context with other participants. If your connection drops, Tana automatically attempts to reconnect. You can switch between meetings without dropping the call: jumping to another meeting keeps you connected through the transition.

Reactions popover

The Reactions button in the toolbar opens a popover with the six default reactions, a "+" to open the full emoji picker, and a search. Once the popover is open:

• 1-6 sends one of the six default quick reactions
• 7 opens the full picker
• Classic emoticons send the matching reaction without leaving the keyboard: :), :(, :D, :P, :O, :/, :|, :*

The popover stays open between presses so you can stream reactions in a row. Lowercase variants (:d, :p, :o) fall through to search instead of firing a reaction.

Minimized overlay

Navigate away from a meeting and the call collapses into a small overlay at the edge of the screen showing the participant tiles. Click any tile to return to the full meeting view. A chevron toggle flips the overlay between the left and right edges, and the side you choose is remembered.

Voice agent

Tana's voice agent is a hands-free conversation partner that joins a meeting as a voice participant. It is available in any internal call: solo meetings as well as multi-participant ones. Start it by saying "Hey Tana" or "Hi Tana" (with localised equivalents in Norwegian, Swedish, French, Spanish, German, Italian, Portuguese, and Dutch). Say "Bye Tana" or "Goodbye Tana" to stop it. While the agent is reasoning between your input and its first audio reply, a subtle progress sound plays so the gap does not feel dead; the sound is tied to the Call Sounds toggle in Settings, Advanced.

How to start it depends on the meeting shape:

• Solo internal meetings: a 1×1 voice control tile appears in the meeting grid alongside the other participant tiles. Clicking it starts the agent.
• Multi-participant meetings: the start action lives in the meeting overflow menu as Add voice agent so it does not crowd the toolbar.
• External-meeting captures: the voice tile is hidden so the external-capture widget owns the slot.

When a Tana user activates the voice agent in a meeting with guests, the guests see the agent's tile and hear its audio. Guests get the same auto-mute toast and manual-unmute override that other participants get. Guests cannot activate the agent themselves.

In a meeting with several people, the voice agent only reads content that everyone present can access, so a private document one person can see is never read aloud to the room. Your voice agent is remembered if you stop it, leave, or reload the page, so it does not reset mid-meeting.

The welcome meeting at the end of onboarding starts the voice agent automatically so you can speak with Tana right away. Subsequent visits do not re-trigger.

Chat in the call

A meeting has two separate chat surfaces:

• Your Meeting Agent: A private chat for you and the AI, opened from the Your Meeting Agent button in the meeting toolbar. Only you see it, and the AI responds to every message. Use it to ask questions about the discussion, pull up context from your workspace, or have the AI create documents without interrupting the room. The button shows when the AI is replying and surfaces an unread indicator if you have closed the popover, so you can leave it minimized and come back to it. The chat persists across reloads and stays with the meeting.
• Group Chat: A shared chat visible to all attendees, opened from the chat button in the call toolbar. New messages surface as toasts and an unread badge for anyone who does not have it open. A short ding plays for incoming messages when the chat is closed; you can turn this off with the Call Sounds toggle in Settings → Advanced. The AI stays quiet by default. Mention @Tana when you want a response, so the human conversation is not interrupted. The group chat is attached to the event and remains available after the call ends.

Both use the same composer as AI chat, so you can reference documents with @, invoke skills with /, attach files, and dictate by voice.

Screen sharing

Any participant can share their screen. The shared screen takes the main view while participant videos move to a smaller strip. Multiple participants can share at the same time. Screen sharing is available on desktop and web. On devices that cannot share a screen, such as iOS, the screen-share button is hidden.

Transcription

Tana transcribes conversations in real time. Each participant's audio is transcribed separately, so the transcript includes speaker identification and timestamps.

The transcription indicator in the call toolbar shows the live transcript in a scrollable popover. From there you can:

• Copy the transcript text
• Edit the transcript: select a segment to delete it, delete everything after a point, or wipe the entire transcript
• View screen captures taken during screen sharing

Screen capture

When someone shares their screen, Tana automatically captures screenshots at regular intervals. Duplicate frames are filtered out so only visually distinct content is saved, and each unique screenshot gets an AI-generated description. Screen captures are available to AI when extracting outcomes, so the AI can reference what was shown on screen alongside what was said.

Off the record

Tana transcribes and captures screen content by default during calls. To pause everything, toggle off-the-record mode from the transcription indicator in the call toolbar. This stops transcription, screen-share capture, and external-meeting capture at once, so nothing about the conversation is recorded. An "Off the record" indicator appears for all participants so everyone knows recording has stopped. Toggle it again to resume. Use this for sensitive discussions, personal topics, or any part of the conversation you do not want captured.

Outcomes

Outcomes are the docs, tasks, typed items, and artifacts that come out of a meeting. Tana lets you capture outcomes while the conversation is happening, and automatically processes the full meeting when the call ends.

During the call

The meeting toolbar has a "+" button (Create or run) and a spyglass (Find and pin), see Controls. The "+" opens a popover with a search box at the top and, below it, everything you can make or run during the meeting.

• Turn the discussion into… (during the call): the card at the top of the popover captures a typed outcome from the conversation. Pick how far back to look, the last minute, last 2 minutes (the default), last 10 minutes, or the entire meeting, then choose a type (task, bug, decision, and so on) and AI creates a structured document from that part of the discussion. When Tana already knows the concept being captured, the in-progress tile uses its title (for example "Capturing iOS scroll bug...") instead of a generic "Capturing..." label. If you later elaborate on a captured item, the proposal updates in place without showing a new card.
• Create for everyone: make a Doc, Canvas, or Task pinned to the meeting and visible to everyone in the call.
• Create for only me: make a Doc, Canvas, or Task that only you can see.
• Rich artifacts and skills: generate a Summary from the transcript so far, Extract items to pull tasks, decisions, and other typed outcomes out of what has been said, create a rich artifact like a storyboard or slides, or run any of your own skills. A pinned skill becomes a single tile that reshapes with the skill's lifecycle: while it runs the tile shows the skill name and a live progress indicator, and once it has produced proposals the same tile expands into a group stack of those proposals. Click either state to open the full conversation, and use the More or right-click menu for Open chat and Unpin from event.
• Search: type in the box at the top to search across doc types, your custom types, and skills, then pick one to run it.
• Find and pin: the spyglass searches your workspace and pins an existing document to the meeting.

A Summary tile also appears in the right column when the call has wrapped up, so you can run that flow with one click after the meeting.

When anyone starts a capture, a tile shows up for all participants (for example, "Alice is capturing Action Item") so the room knows what's being pulled out of the conversation. If a capture fails, the error surfaces so you know it did not succeed. Pinned imagery, including screen captures and artifact scenes, opens in a full-screen viewer with copy, download, and arrow-key navigation.

On the meeting surface, a task tile shows its state control inline so you can complete the task without opening it, a plain document shows its kind (Canvas, Doc, Meeting), and a typed item keeps its type badge.

The meeting also has its own chat surfaces. See Chat in the call for how AI responds in the private Your Meeting Agent and the shared Group Chat. When Your Meeting Agent creates new docs in the meeting, each one gets a Pin to meeting action so you can attach it to the event for everyone else to see.

After the call

Once everyone has left the call, Tana automatically generates a tagline and summary for the event, selects representative screenshots from screen shares, extracts action items and decisions as typed items, and creates structured meeting notes. This runs on its own; you do not need to click anything to start it.

If you pinned a document to the meeting, such as a Product Track or an open issue, extraction treats it as the main subject of the meeting and prefers updating that document over creating a parallel one.

Every call also produces one canonical summary document pinned to the event, with a deterministic title, a participants line, the tagline and short summary as a lead-in, and AI-written sections for Key Takeaways, Topics Discussed, and Next Steps. The summary opens with a wide illustration whose scene is drawn from the conversation. If anything went wrong while it was being written, Tana retries on the next webhook so the summary always lands.

You can re-trigger any of these manually from the outcomes section at any time. Re-running extraction updates existing outcomes rather than creating duplicates.

Review and use

All AI-generated outcomes appear as proposals that you review before they are applied. Once accepted, outcomes are regular documents in the same space as the meeting. You can edit them, assign types, add fields, and work with them like any other document.

Each outcome can be shared with specific people or spaces, making it easy to distribute results to people who were not in the call.

External meetings

You do not need to move your calls to Tana to get transcription and outcomes. There are two ways to work with meetings happening in other tools.

Capture an external call

The Tana desktop app can capture meetings happening in Zoom, Teams, or Meet without moving the call itself. This is useful when other participants are not on Tana or when you cannot change the meeting link.

1. Enable meeting detection in the desktop app. This requires screen recording and microphone permissions on macOS.
2. When Tana detects an active call, a notification appears: "Meeting detected."
3. Click Capture on the calendar event, or use the ad-hoc capture button if the meeting is not on your calendar.
4. Go back to the external tool to participate normally.
5. Tana captures the audio for transcription and takes screenshots of shared screen content in the background.
6. When the call ends (or you click "End capture"), Tana processes the meeting and generates outcomes.

The desktop app identifies speakers and correlates them with the transcript. If the meeting is not already on your calendar, Tana creates a matching event.

Auto wrap-up: External captures also get the same periodic mid-meeting wrap-ups and section refreshes that in-app calls get, on top of the post-recording wrap-up. The event picks up a tagline, a summary, and outcome proposals without you needing to open it.

One capture at a time: On the desktop app, an external meeting capture and an in-app Tana call cannot run at the same time. Trying to join a Tana call while a capture is recording shows a toast asking you to stop the capture first. Starting a capture while you are already in a Tana call is blocked the same way.

Move to Tana

For meetings synced from an external calendar, the event organizer can replace the external video conference link with a Tana call. Click "Move to Tana" on the event. All attendees are notified of the change.