OpenClaw supports two practical transcript automations: its meeting plugins can capture captions and notes while a browser-joined meeting is running, and workflows can ingest transcripts made by another recorder. Turn on durable capture with transcripts.enabled, select providers through transcripts.autoStart, then use the transcripts CLI or gateway export for files. If a separate service supplies the transcript, send it by webhook, watched folder, chat, or upload and let an agent extract tasks, update systems, and notify a channel.
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What OpenClaw can automate
There are two different jobs that people call “meeting transcript automation.” Keeping them separate prevents a difficult setup from being forced into the wrong tool.
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Native meeting capture
OpenClaw’s meeting plugins join a browser-based meeting session. While people speak, the plugin stores caption rows and updates running notes roughly every five minutes when new speech is available. When the bot leaves, visible captions are finalized and a summary is written. The transcript state is shared with the rest of the OpenClaw installation, so later agents can inspect or export it.
This path is useful when you want OpenClaw to be present during the call and do the capture itself. It depends on the provider, account permissions, language, host settings, and whether captions are actually exposed to the joined account. A meeting that offers no usable captions can produce an incomplete record or no transcript.
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Transcript intake and routing
In the second path, a recorder or meeting platform produces the transcript. OpenClaw receives the text or a file, normalizes it, extracts decisions and action items, and sends results to a task system, CRM, database, or chat channel. A webhook, watched folder, chat message, or file upload can be the trigger. This approach is usually better when your organization already has a recorder, needs platforms that the native plugins do not cover, or wants OpenClaw to run away from the live meeting.
Audio is not a transcript. If you send OpenClaw an audio file, add a speech-to-text step before asking an agent to find tasks or decisions. VTT and SRT files are particularly useful because their time ranges help associate statements with speakers and portions of the meeting.
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Choose the capture route before changing settings
| Requirement | Native OpenClaw capture | External recorder plus OpenClaw |
|---|---|---|
| Where capture runs | On the Chrome host used by the meeting plugin | In the separate recorder; OpenClaw receives its output |
| Typical triggers | An active meeting bot session and an enabled auto-start source | Webhook, folder watcher, chat message, or uploaded file |
| Provider coverage | Built-in sources include Google Meet, Microsoft Teams, Slack huddles, Zoom, and Discord voice (with guild and channel identifiers) | Any recorder that can deliver text or files in a form your workflow accepts |
| Stored state | Shared SQLite database at $OPENCLAW_STATE_DIR/state/openclaw.sqlite |
The received file or payload, plus any records your workflow writes |
| Main setup work | Plugin installation, Chrome-host audio dependencies, provider authentication, and capture settings | Recorder export or webhook setup, payload validation, deduplication, and downstream actions |
| Important limitation | Captions depend on the provider, account, language, and host policy | OpenClaw cannot recover words that the recorder did not transcribe |
Some installations use both: native capture for selected browser meetings and an intake workflow for calls recorded elsewhere. Keep the two data paths separate until each is working, otherwise duplicate summaries and task records are difficult to diagnose.
Prerequisites and consent checks
- An OpenClaw gateway and a persistent state directory.
- A Chrome host for browser-joined meetings when using native capture.
- The meeting plugin for the provider you intend to capture.
- Native audio dependencies installed on that Chrome host where the plugin requires them.
- Provider authentication that allows the bot account to join and see captions.
- A destination for exports, such as a protected operations folder or an approved task system.
Recording and transcription notices are governed by local law, company policy, and the meeting provider’s rules. The available material does not establish a single consent procedure, retention period, or transcription price. Decide who must be notified, how long transcripts remain accessible, and who can export them before enabling capture. Tell participants when a bot is present and provide an alternative when your policy requires one.
Set up native Google Meet capture
Google Meet is the clearest documented native example. The command below is an observe-only setup flow; option names can change, so check the current documentation at docs.openclaw.ai immediately before running it.
- Install the OpenClaw Google Meet plugin on the environment that will host the browser session.
- Install the plugin’s native audio dependencies on the Chrome host. Installing them on a different server does not make the browser session able to capture audio.
- Configure authentication for the meeting provider and verify that the account can join a test meeting.
- Run the observe-only setup command on the configured host:
openclaw googlemeet setup --transport chrome-node --mode transcribe - Start a short test meeting with captions enabled. Confirm that the bot joins the intended meeting and that new caption rows appear before inviting participants to a production call.
OpenAI is the default transcription provider for agent mode in the documented Google Meet setup. Treat that as a default, not a guarantee that every account or language is supported; provider availability and account configuration still determine the result.
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Enable durable notes and choose automatic starts
Durable meeting notes and the transcripts tool are controlled by transcripts.enabled. When it is false, OpenClaw stops writing durable meeting notes on the host. Existing data is not thereby erased; deletion and retention should be handled separately according to your policy.
Automatic starts are controlled by transcripts.autoStart. An entry is enabled by its presence, so omitting an entry disables that source. The documented provider IDs are:
| Provider ID | Use | Extra identifiers |
|---|---|---|
google-meet |
Google Meet browser sessions | Provider authentication and a configured Chrome transport |
teams |
Microsoft Teams meetings | Account and tenant permissions as required by the provider |
slack-huddle |
Slack huddles | Workspace permissions and the huddle context |
zoom |
Zoom meeting sessions | Provider authentication and meeting access |
discord-voice |
Discord voice sessions | guildId and channelId |
Configuration keys and nesting are subject to change. Use the current OpenClaw reference rather than copying an old YAML example. A safe rollout is to enable one provider, run one short call, inspect the resulting record, and only then add other auto-start entries.
A reported Control UI location for these options is Settings → Communications → Meeting capture. Because interface labels can move between releases, use the live UI and confirm that changing the switch changes the underlying capture behavior.
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During the meeting
The active meeting bot session receives caption rows and writes running notes to shared state. Notes update about every five minutes when new speech is available; that interval is not a promise that every five-minute block will contain a complete or perfectly attributed transcript. Network interruptions, delayed captions, muted participants, and provider limits can leave gaps.
When the meeting ends
Leaving the meeting finalizes the visible captions and writes the final summary. Allow the bot to leave normally when possible. Killing the browser or gateway process can leave a session without its normal finalization event; inspect the record before assuming the summary is complete.
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After finalization
Use the transcripts CLI to list records, inspect one record, or locate its stored path. The canonical state database is:
$OPENCLAW_STATE_DIR/state/openclaw.sqliteDo not edit that SQLite file directly while the gateway is running. Treat it as application state, back it up using your normal database and filesystem procedures, and use the CLI or gateway methods for reads and exports.
List, inspect, and export transcripts
The transcripts CLI exposes list, show, and path subcommands. Exact option names were not confirmed in the available page content, so obtain the command’s current help output before scripting it. The conceptual workflow is:
- Run the CLI’s list operation to identify the meeting and its session identifier.
- Run show for that identifier to inspect captions, notes, timestamps, and finalization status.
- Run path when you need the location of the stored transcript or related state.
- Copy or export the record through the supported interface instead of modifying the SQLite database.
The gateway export method accepts a session selector and a format of markdown or jsonl. It returns a base64-encoded file together with a filename, MIME type, and byte size. Markdown is convenient for a human review; JSONL is easier to stream into another processor while preserving one structured item per line.
Control UI browser exports are capped at 4 MiB. If an export exceeds that limit, the interface fails visibly rather than downloading a partial file. Use the CLI or gateway export for long meetings, large caption sets, and batch jobs. Because export flag names may have changed, verify them against the current documentation before putting a command in cron or a deployment script.
Build a transcript-intake workflow
Use intake when another service records the call or when you need a source that native OpenClaw capture does not support. Start with a manual paste or a single uploaded VTT/SRT file, then automate only after the extraction prompt and destination mapping are reliable.
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Webhook intake
Configure the recorder to send a signed request to an OpenClaw webhook. A useful payload carries the meeting title, transcript text or a transcript URL, attendee list, event timestamp, and a stable source identifier. The source identifier is the deduplication key: store it before processing and reject or acknowledge subsequent deliveries with the same value.
{
"sourceId": "recorder-event-8f31",
"meetingTitle": "Product planning",
"transcriptText": "...caption text...",
"transcriptUrl": "https://recorder.example/transcripts/8f31",
"attendees": ["[email protected]", "[email protected]"],
"startedAt": "2026-10-14T09:00:00Z"
}The field names above illustrate the data to carry, not an official OpenClaw schema. Match the actual webhook contract of your recorder and validate content types, signatures, maximum size, and URL access before handing data to an agent. If both text and a URL are present, prefer the verified text for deterministic processing and retain the URL as provenance.
Watched folder
Have the recorder place completed VTT, SRT, TXT, or JSON files in a directory monitored by your workflow. Process only closed files: write to a temporary name and rename atomically, or wait until the file size is unchanged for a defined interval. Derive a stable source ID from the recorder’s event ID or filename, and move successfully processed files to an archive so a restart does not create duplicate tasks.
Chat message or file upload
A user can paste a transcript into a controlled chat command or upload a transcript file. Require the meeting title and date when they are not embedded in the file. For long transcripts, store the original file and send the agent a reference rather than truncating text in a chat message. VTT and SRT timestamps help the agent cite the moment where a decision or assignment was made.
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Turn a transcript into reliable follow-up
- Normalize. Convert VTT, SRT, webhook text, or pasted notes into a consistent internal representation while retaining timestamps and speaker labels.
- Identify decisions. Separate confirmed decisions from proposals, questions, and unresolved disagreements.
- Extract action items. For each task, capture the owner, verb, deliverable, due date, dependencies, and a timestamp or short evidence excerpt. Use “unassigned” or “no date stated” instead of guessing.
- Resolve identities. Map names and email addresses to the destination system’s user IDs. Ask for clarification when two participants have the same name.
- Deduplicate. Check the stable source ID and, where appropriate, a task fingerprint made from meeting ID, owner, and normalized task text.
- Write to systems. Create or update CRM notes, tickets, or tasks only after validation. Keep the original transcript link and source ID with each record.
- Notify. Send a concise summary to the approved channel, separating decisions, assigned work, and open questions. Avoid posting sensitive transcript text to a broad channel.
- Audit. Record when processing started, which model or agent handled it, destination IDs, and any validation error. A human should be able to trace every task back to its transcript segment.
An agent definition that combines a webhook trigger, a scheduled poll, extraction steps, CRM updates, and chat notification is a useful design pattern, but examples published by third parties are not an official OpenClaw configuration schema. Implement the behavior with the current trigger and tool documentation, and test each side effect in a sandbox destination first.
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OpenClaw’s documented Zoom recording retrieval works with cloud recordings, not recordings stored only on a local computer. If a meeting was recorded locally, upload or transcribe that file through an intake workflow instead of expecting the Zoom retrieval path to find it.
Some Zoom workflows pair an external transcription service with a document destination and then pass the resulting transcript to OpenClaw. In that arrangement, the external service performs capture and export; OpenClaw performs intake and follow-up. Do not describe this as native OpenClaw meeting capture. Confirm that the external service can deliver timestamps, speaker information, and a stable event ID before automating downstream tasks.
Troubleshooting by symptom
No transcript is created
- Check that
transcripts.enabledis true. - Confirm the correct provider entry exists under
transcripts.autoStart. - Verify that the bot actually joined an active meeting session; a normal meeting join does not require an auto-start entry.
- Check provider authentication, caption availability, language support, and host policy.
- For Google Meet, verify the Chrome host’s native audio dependencies and rerun the observe-only setup if the transport was never initialized.
Notes stop during a call
- Check whether new caption rows are arriving. If captions stopped at the provider, OpenClaw cannot reconstruct the missing speech.
- Inspect gateway and browser connectivity, then confirm that the meeting bot session remains active.
- Allow the session to finalize after reconnecting; inspect the record before exporting.
The browser export fails
Check the file size. Browser exports over 4 MiB fail rather than returning a partial file. Use the transcripts CLI or gateway export and choose Markdown or JSONL as appropriate.
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Check whether the recorder retried its webhook, the folder watcher reprocessed an archived file, or both native capture and external intake handled the same meeting. Persist and enforce a source ID before extraction, then add destination-level idempotency checks.
A Zoom recording cannot be found
Confirm that it is a cloud recording. A local recording is outside the documented Zoom retrieval path and must be uploaded or transcribed separately.
Security, privacy, and retention design
- Protect the gateway, webhook endpoint, and SQLite state directory with the same care as internal meeting records.
- Authenticate webhook senders and reject unsigned or replayed requests. Keep the source ID and event timestamp for audit.
- Limit transcript exports to the people and systems that need them. A task notification rarely needs the entire conversation.
- Encrypt backups and define a deletion schedule for raw captions, summaries, exported files, and downstream copies.
- Separate test and production destinations so an extraction bug cannot create real tasks or CRM updates.
- Log failures without copying confidential transcript text into general-purpose application logs.
Provider terms, regional privacy rules, consent obligations, and transcription charges vary. The available OpenClaw material does not establish a universal legal or pricing policy, so obtain organization-specific approval before recording recurring meetings.
Quick Recap
A rollout plan that limits risk
- Prove one capture. Run a short test meeting with a single provider and verify caption rows, running notes, finalization, and a CLI inspection.
- Prove one export. Export a small record in Markdown and JSONL, then confirm that filenames, MIME types, and byte sizes are handled correctly.
- Prove one intake. Paste a transcript or upload a VTT file and validate the extraction output without creating live tasks.
- Add idempotency. Persist the recorder’s source ID and test retries, duplicate files, and gateway restarts.
- Connect destinations. Enable CRM, task, and chat writes one at a time with a human approval gate.
- Expand providers. Add Teams, Slack huddles, Zoom, or Discord only after their authentication and caption behavior are tested independently.
- Document operations. Record the current OpenClaw version, provider IDs, configuration location, export commands, retention policy, and recovery procedure.
Which architecture fits your meetings?
| If you need… | Prefer… | Reason |
|---|---|---|
| Automatic notes from a browser meeting that OpenClaw can join | Native meeting capture | The plugin records captions and finalizes a summary in shared state |
| Support for a recorder your team already uses | Transcript intake | The recorder remains responsible for capture while OpenClaw handles analysis and routing |
| Very large exports | CLI or gateway export | Control UI downloads are limited to 4 MiB |
| Zoom files saved on a laptop | Upload or transcribe, then intake | Documented Zoom retrieval covers cloud recordings, not local files |
| Reliable task creation | Intake with source IDs and approval | Deduplication and human checks prevent repeated or speculative work |
Final implementation checklist
- Choose native capture, external intake, or both for each meeting type.
- Install the provider plugin and Chrome-host audio dependencies where required.
- Authenticate the provider and test caption visibility with the bot account.
- Set
transcripts.enableddeliberately and add only the neededtranscripts.autoStartentries. - Verify the current configuration keys and CLI flags at docs.openclaw.ai before scripting.
- Inspect a finalized record in the transcripts CLI and export large files outside the browser.
- For external transcripts, preserve timestamps, speaker data, source IDs, and the original file or URL.
- Require deduplication, destination validation, access control, and a retention policy before enabling automatic side effects.
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