Meeting troubleshooting
Symptoms you can hit on the Meeting desk (#/meeting), what usually causes them, and the fix.
Capture
| Symptom | Likely cause | Fix |
|---|---|---|
| Record and Import are greyed out | Transcription disabled, or provider without credentials | Click the amber status pill, or open Settings -> Voice |
| "Microphone permission denied or unavailable" | The OS or the app never got microphone access | Grant it in the system privacy settings, then reopen the desk |
| "This browser cannot record microphone audio" | Surface without MediaRecorder | Import a file recorded elsewhere instead |
| Recording runs but the transcript stays empty | Chunks are rejected by the provider | Check the error banner, then see the transcription rows below |
| The timer runs after the meeting ended | Recording was never stopped | Press the stop button; leaving the view also releases the microphone |
Transcription
| Symptom | Likely cause | Fix |
|---|---|---|
| "Audio segment longer than the configured limit" | A single segment exceeds the provider duration cap | Lower the cap in Settings -> Voice so the desk cuts smaller segments, or import instead of recording |
| "Audio payload larger than the upload limit" | Long file, or decoding failed so it was sent whole | Re-encode the file to a common format, then import again |
| "This audio format is not accepted by the provider" | Container the provider refuses | Convert to WAV or MP3, or pick a provider that accepts webm/opus |
| "Transcription is turned off" | Feature disabled | Settings -> Voice, enable transcription |
| "The transcription provider has no credentials yet" | Provider selected but not configured | Settings -> Voice, add the key or connect the provider |
| Import stops halfway with a partial transcript | One segment failed and the run stopped | The transcript keeps what succeeded; import again for the rest |
| Words are right but the speakers are not | No diarization at capture time | Run Identify speakers, then correct the list in the Notes tab |
AssemblyAI speaker labels are provider-native acoustic diarization. With other providers, Identify speakers is an explicit LLM text fallback and must not be treated as acoustic identity evidence.
Meeting bot and desktop
The bot supports guest join flows for Zoom, Google Meet and Microsoft Teams. A host may still need to admit it. Account-only meetings cannot be joined as a guest. The gateway persists status and audio segments; after a gateway restart, an active browser session is reported as interrupted rather than falsely live. Start the bot again to reconnect.
Packaged Windows, macOS and Linux apps need a usable Chromium installation and OS microphone permission. Invite links are not written to bot state files. Never put account passwords or provider keys in a meeting URL.
Actions and exports
| Symptom | Likely cause | Fix |
|---|---|---|
| "Add a transcript or notes before running an action" | Meeting has neither transcript nor notes | Capture, import, or type notes; actions never invent content |
| An action seems to do nothing | Full width mode was hiding the chat | The desk leaves full width by itself; check the chat composer on the right |
| No Listen button | No TTS provider, or plan below Pro | Settings -> Voice, plus a Pro, Ultra, or Team plan |
| "Voice output needs a Pro, Ultra, or Team plan" | TTS refused by the plan | Same as above |
| Markdown export is nearly empty | Everything was captured in another meeting | Check the selected meeting in the left list |
Calendar
| Symptom | Likely cause | Fix |
|---|---|---|
| "No events found in this ICS file" | Empty export, or a file that is not ICS | Re-export from the calendar, unzip if needed |
| No events listed after an import | They all start beyond 72 hours | Normal: the list only shows the next 72 hours |
| No Join button on an event | No conference link in the ICS | Add the link to the event location or description, then re-import |
| No start notification | Notifications refused for the app | Allow notifications, then reimport so the event is announced again |
| Auto-join does nothing | Tab opening blocked because the app was not focused | Keep Navin in the foreground, or click Join yourself |
| "Could not open the link" | Neither the system browser nor a tab could be opened | Copy the URL shown in the message |