How to organize and share meeting transcripts in folders

Folders turn a pile of recordings into something you can find again. A shared folder lets the people in a meeting, a class or a family read the same transcripts. Captio AI, a live captioning app for deaf and hard of hearing people, added both for iPhone in version 1.1.3, whose release notes say: "Folders: sort your recordings into folders and share a folder with friends."¹

How do you organize recordings in folders?

Captio AI on iPhone keeps folders on a Folders tab, where you sort saved recordings into the folder they belong to. One folder per meeting series, course or appointment type is enough to start.

• Meetings: one folder per team or project, for example "Weekly team meeting".
• Lectures: one folder per course, so a semester of lectures sits together.
• Conferences: one folder per event, with each talk as its own recording.

You do not have to sort by hand. When a recording is saved, the app can suggest a folder and asks first. Nothing moves without your yes. A folder can also record, translate or upload straight into itself, so a recording started from the lectures folder lands in the lectures folder.

How do you share a folder of meeting transcripts?

You invite people to a Captio AI folder with a link or a code. Everyone who joins sees every recording in the folder and can add their own. That fits a team meeting where each person records on their own phone, and a lecture series where one student records and the rest read along.

Two rules keep a shared folder tidy:

• Only the person who made a recording can change it.
• Leaving a folder takes your recordings out of it.

For a deaf or hard of hearing employee, a shared meetings folder means the transcript does not depend on someone remembering to send notes. For a deaf student, a shared lectures folder means a classmate's recording is a second chance to read a section the captions missed.

Why does a shared transcript matter for a deaf or hard of hearing employee or student?

The Americans with Disabilities Act (ADA) goal for effective communication is that communication with people who are deaf or hard of hearing is "equally effective as communication with people without disabilities"⁴. ADA.gov lists qualified notetakers and real-time captioning among the auxiliary aids⁴. A shared transcript in a meetings folder is not a legal accommodation by itself, and Captio AI does not replace an interpreter or an accommodation your employer or school owes you. It is a record that stays after the meeting ends, in the US and elsewhere.

For a deaf employee in a US team meeting, that record means the notes do not depend on a colleague. For a deaf student in a lecture, it means the recording can be read again after class. See who is speaking when several voices overlap.

Which situations suit a shared folder?

Shared folders suit meetings, lectures and conferences, where several people need the same record. They suit a doctor's appointment much less, because that conversation is private.

Do you need consent before you record and share a meeting?

In the United States, federal law needs one party's consent to record an in-person conversation, and you are a party to the meeting you attend²³. The Reporters Committee for Freedom of the Press lists about 11 states that primarily require every party's consent: California, Delaware, Florida, Illinois, Maryland, Massachusetts, Michigan (at least for recordings by someone outside the conversation), Montana, New Hampshire, Pennsylvania and Washington².

Four more states require everyone's consent for one type of conversation only. Missouri and Oregon do for in-person conversations, and Connecticut and Nevada do for phone calls². The guide adds that a recording of an in-person conversation may need consent only where people expect privacy².

A shared folder changes who reads the transcript, because every member sees every recording in it. For a team meeting in an all-party consent state, tell the room you are recording and who will have access before you press record. This is legal information, not legal advice. Your employer, school or clinic may also have its own policy, so ask before you rely on a recording.

What does a folder not do?

A Captio AI folder does not change how the captions are made or who owns a recording. Live captions still need an internet connection, and without one the app records and transcribes when the phone reconnects. Transcripts are stored on the device and synced to your account. Captio AI says audio is processed in real time and is not stored on its servers.

Folders and shared folders are listed for iPhone. Android availability is not confirmed. The free plan gives 10 minutes of live captions a day, and Captio AI Plus removes that limit, so a long meeting recorded in a folder may need Plus.

Which setup should you use?

For team meetings, make one shared folder per team and tell everyone before the first recording. For lectures, keep your own folder per course and share it with classmates only after you check your school's recording policy. For conferences, one folder per event keeps each talk easy to find. For anything private, such as a doctor's appointment, keep it in a folder only you can see.

If you want transcripts you can search later, Audio Transcription handles uploaded files, and the AI Summary tool can turn a transcript in a folder into notes.