How to Import a Pre-Recorded Meeting

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Sometimes, you already have an audio recording from a Zoom call, an in-person meeting, or a training session. Instead of recording live, Ex.Brain allows you to upload that file and extract the same AI-powered insights as if it were recorded inside the platform.

Step 1: Go to the “Import Recording” Tab #

  1. From the left-hand sidebar, click Meeting Organizer.

     

At the top of the Meeting Organizer page, you’ll see two tabs:

  • Record Meeting
  • Import Recording

 

Click Import Recording.

Step 2: Upload Your Meeting Audio File #

  1. Click the Upload Audio File button (purple).
  2. A modal (pop-up window) appears, prompting you to:
    • Select an audio file from your computer (.mp3, .m4a, .wav supported)
    • Set basic meeting metadata

Step 3: Fill in Meeting Details #

Just like with a live meeting, you’ll need to provide context to help Ex.Brain understand and organize the file. Fields include:

  • Meeting Title
     Example: “2025 Sales Kickoff Review”
     Why it matters: This title will be used when referencing, searching, or asking questions in Ex.Brain.
  • Language
     Choose from 20+ supported languages. Default is English (en-US).
     Why it matters: Accurate transcription depends on selecting the correct language.
  • Category and Subcategory (Optional)
     Organize your meeting by team, department, or topic area.
     Example:
    • Category: Financial Meetings
    • Subcategory: Investor Relations Meetings
  • Assign to Location (Workspace) Every meeting must be linked to at least one Workspace (based on the brand/sub-brand hierarchy you set during onboarding).

Tip: If you're not sure which Workspace it belongs to, choose your default business location and update it later in the meeting editor.

  • Add to Ex.Brain (Optional Toggle)
     Enabling this saves the meeting as a knowledge block — searchable and referenceable in all Ex.Brain conversations.
  • Add to Reports (Coming Soon)Toggle this on to flag the meeting for automatic summary inclusion in weekly or monthly team reports.

Step 4: Let Ex.Brain Process the File #

Once submitted:

  1. The meeting is queued for transcription.
  2. After transcription, Ex.Brain runs speaker diarization (separating who said what).
  3. You’ll be notified via:
    • In-app notification (🔴 red dot on sidebar)
    • Optional email alerts (coming soon)

You can monitor this from the Recordings list, where the meeting will appear with a “Processing” status.

Use Case Examples #

  • Upload a Zoom meeting recording from a customer success call
  • Process an in-person team discussion captured via mobile
  • Turn client briefing audio into a searchable training doc

Why Use Import Instead of Record? #

Use Case

Best Option

You’re hosting a meeting live inside Ex.Brain 

Start Recording

You already have the audio saved elsewhere

Import Recording

Both paths give you the same features: transcription, speaker separation, summarization, and document export.

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