net2phone Huddle Smart Notes uses built-in artificial intelligence to transcribe your meetings, summarize key talking points, and identify follow-up tasks in real time. 

This article explains how to: 

• start Smart Notes during a call, 
• configure automatic transcription for room owners, and 
• Review your meeting notes, action items, and speaker logs once a session concludes.

Enable Smart Notes during a meeting

You can activate Smart Notes at any time during a live Huddle video conference on your desktop or in your web browser.

1. In the active meeting window, locate the control toolbar in the top-right corner.
2. Click the Smart Notes icon (the sparkle icon).
3. Click the Enable Smart Notes button.
   Everyone in the Huddle meeting will hear an automated text-to-voice notification stating, "Recording is on.” 

Stop Recording 

By default, Huddle transcription stops automatically when the meeting concludes or when all internal Team Members leave the room. To stop transcription before the meeting ends:

1. Click the Smart Notes icon. 
2. Click the Stop Smart Notes button.

Enable “Always On” recording for room owners

If you are a designated Room Owner, you can enable the Always On feature to ensure every session hosted in your personal meeting room is automatically transcribed without manual setup.

Huddle's Always On enables:

• Automatic activation – Audio recording begins the moment the Room Owner or any authenticated Team Member enters the room.
• Smart termination – The session automatically stops recording if all internal Team Members exit, preventing unintentional recording of external guests or dial-in participants left in the room.
• Automatic processing – The meeting transcript and AI summary begin generating immediately after the session concludes.

View and review Smart Notes

Once your meeting finishes and processing is complete, you can review your complete transcription, AI highlights, and detected action items in your net2phone application.

Access your recordings

Within the Sync desktop or browser apps: 

1. Open the Activity tab by clicking the lightning icon in the left navigation pane.
2. Click Recordings.  The middle workspace panel will open the Recordings section. 

3. Select the Huddle tab to switch from call recording to Huddle video conference recordings.

Smart Notes email review components

After the Huddle meeting has concluded, you can review the transcribed meeting details directly through your email. 

• Summary – An AI-generated overview outlining main discussion topics, decisions, and outcomes.
• Details – High-level topics are extracted automatically from different phases of the meeting.
• Next Steps – Tasks and action items are automatically detected from participants' conversations.
• Speaker Identification – Smart Notes attribute spoken dialogue to specific participants throughout the transcript.
• Timestamps – Time references that let you select a transcript passage and jump directly to that point in the audio recording.

Manage Smart Notes email notifications

You can manage whether meeting summaries and recording links are emailed to your inbox after each meeting, while Sync Admins can control notification permissions organization-wide.

1. In the Huddle interface, click the three-dot More Actions menu.
2. Open Huddle's Settings 
3. Open the General tab.
4. Toggle your notification preferences for receiving Smart Notes Summary and Video emails.