Most of your calls happen with people who are not in Tana, customers, partners, candidates, on Zoom, Teams, or Meet. You do not have to move those calls or ask anyone to switch tools to get them into Tana. The desktop app captures them from the side, so the transcript, the screenshots, and the outcomes land in Tana just like a call you hosted there, ready to share with your team.
It is a one-time setup, then a click per call.
Before your first capture
Capture runs in the Tana desktop app, so install and open it if you have not. Then, once:
- Turn on meeting detection in the desktop app.
- Grant permissions. On macOS, Tana needs screen recording and microphone access so it can hear the call and screenshot shared screens.
Capture a call
Join your Zoom, Teams, or Meet call the way you always do. You do not move it or change the link; Tana works from the side.
When a call starts, the desktop app shows a Meeting detected notification. Click Capture on the calendar event, or use the ad-hoc capture button if the meeting is not on your calendar, in which case Tana creates a matching event for it. Then go back to your call and run it normally.
Tana captures the audio for transcription and takes screenshots of shared screens as you go, and it identifies speakers and lines them up with the transcript. There is no bot in the call and no video recording, just the words and the shared screens. For anything sensitive, stop the capture to pause it.
When the call ends, or you click End capture, Tana processes the conversation into a summary, the outcomes it found, and screenshots from what was shared, all as proposals you review. The same live wrap-ups you get in a Tana call happen here too, so the event fills in without you opening it.
Only one at a time: a capture and an in-app Tana call cannot run together, so Tana asks you to stop one before starting the other.
Capture, or move the call to Tana
Two ways to handle a call that lives in another tool:
- Capture records from the side and leaves the call where it is. Use it when you cannot change the link, or when the other people are not on Tana.
- Move to Tana replaces the meeting's video link with a Tana call: the organizer clicks Move to Tana and attendees are notified. Use it when you want the full in-call experience, live outcome capture, the meeting agent, and shared surfaces.
If a capture does not start
No "Meeting detected" notification. Check that meeting detection is on, and that screen recording and microphone permissions are granted to the desktop app.
The capture produced no transcript. This is almost always permissions. Recheck microphone and screen-recording access, then capture again.
The call did not show up right away. Synced calendar events can take a moment; give it a beat or refresh.
Tana won't start a capture. You are likely already in a Tana call, or another capture is running. Only one runs at a time, so stop the other first.