Find your way around the screens

What you need

• You are signed in to GIJITO.
• The pictures show a wide computer screen. What you see changes with the width of the window and your organization’s settings.

The left menu

The left side of the screen has three entries: Meetings, Meeting items and Folders (① in the picture). Meetings is the list of meetings, Meeting items is where you look for the items of approved minutes across meetings, and Folders lists the places that hold meetings (folders).

Minutes are the record of a meeting that AI drafts from what was said, written out (the transcript), and that the person who recorded the meeting checks and approves.

While Meeting items is open, All items and My item list show under it.

When the window is narrow (less than 1280 pixels wide), the menu shows icons only. The recording screen and the minutes screen also open with icons only.

Press the double arrow at the bottom (② in the picture, Expand) to show the names, and press it again (Collapse) to go back to icons. While the names show, the arrow has Collapse beside it. This choice lasts while that screen is open; on another screen the menu goes back to how it was.

In a browser, a Desktop app card shows above the double arrow (for members with a seat). Download opens the download page in a new tab. Press × and that browser no longer shows it; once you have opened the download page, it no longer shows from the next page you open. When the menu shows icons only, an icon stands in for the card.

On a phone, the menu sits at the bottom of the screen instead of on the left (but not on the recording, notetaker bot and minutes screens).

The top of the screen: search, Help and account

Press the GIJITO logo at the top left to open Meetings.

The search box in the middle (Search everything) finds the names and content of the meetings you can see, and approved items. It starts searching once you type 2 characters. You can also open it with Ctrl + K (⌘ + K on a Mac).

Press the ? button (Help & Support) to open the Help menu. Help for this screen lists articles about the screen you are on. Help opens in a new tab, so a recording goes on while you read it.

Press the person-shaped button (Account) to open a menu with Settings, Display language, Appearance: light / dark, Sign out and more (① in the picture). In the browser it also has Desktop app, and Switch organization shows when you belong to two or more organizations.

Organization admins also see Organization administration at the top of the screen.

On a phone there is no ? button: open Help from Help Center in the menu of the person-shaped button.

The meetings list

Press Meetings in the left menu to open it. Start recording (①) opens the recording screen, and Import (②) opens a menu to bring in an audio file or a transcript file. When your organization uses the notetaker bot, Invite a notetaker bot is there too.

The tabs above the list switch between All meetings, Favorites and Trash. Press Filters to narrow the list by meeting name, folder, creator, status and date (③ is the folder field).

Press a meeting’s name to open it. A meeting being recorded opens the recording screen; a meeting whose recording has ended opens the minutes screen. How to find and organize meetings is in “Find and organize meetings”.

The recording screen

Press Start recording in the meetings list to open it. If How are you meeting? appears, choose the kind of meeting, then press Start recording in Start the meeting to start recording. How to connect the audio is in “Record an online meeting” and “Record an in-person meeting”.

While you record, the transcript grows in the middle of the screen.

The control bar at the bottom has the spoken language and the audio input on the left (①), the recording time with pause (②) and stop (③) in the middle, and the text size (Display while translation is on), Float on top in a small window and Advanced settings on the right. When your organization can use translation, the Translate switch is at the far left.

Press the stop button to go on to the screen that creates the minutes. The difference between pausing and stopping is in “Pause, stop and automatic stop”.

The minutes screen

In the meetings list, press the name of a meeting whose recording or import has finished. For a meeting without minutes yet, the Create meeting minutes screen opens.

The top shows the meeting name and Draft (minutes not yet approved) or Approved. On a wide screen, Minutes is on the left and Transcript on the right; in a narrow window Transcript comes under Minutes. On a phone, a switch at the top shows one or the other.

Press an item’s title (①) and its evidence (the statements the item came from) is highlighted in Transcript on the right. How to check is in “Review minutes with evidence”.

While the minutes are a draft, the row at the top starts with Approve and the circular-arrow icon (Regenerate). The top of the Minutes pane has icons such as the eye (Preview), and Edit. Correct the minutes with Edit and save them with Save, which appears in the same place. Only the person who recorded the meeting can press Regenerate and Approve.

To the right of Regenerate, the Send to and Download icons carry a lock: they can be used once the minutes are approved. Point at the Draft label to see what approving does.

After approval, the row at the top changes to Send to and Download. Pressing Edit in the Minutes pane lets you correct it and keeps the approved version. Saving the corrections makes a new draft.

On a phone, the buttons are at the bottom of the screen and under More actions (⋯). Saving is Save as draft, and correcting an approved version is Edit under More actions.

Meeting items and My item list

Meeting items is where you look for the items of approved minutes across meetings. Choose a kind of item in the tabs at the top (①), enter a keyword, folder or dates, and press Search (②).

Press an item in the list (③) to open the minutes it comes from. Press Save to put it in your own My item list.

This screen is for finding items. Keep your own progress and due dates in My item list, and the team’s progress in Backlog, Redmine, Jira or a similar tool. How to use them is in “Find decisions in the meeting items” and “Save to My list”.

Folders

Folders is where the places that hold meetings, and the people who can see those meetings, come together. The folders you belong to show as cards (①); press a card to open that folder.

My meetings is a folder that usually only you can see. The meetings of any other folder can be seen by that folder’s members and are not shown to anyone else.

People who can create folders see New folder at the top right. Sharing with members is in “Share with members through a folder”.

The guide shown on your first visit (tour)

The tour shows you, on the screen itself, where the menus are. When you open Meetings, Meeting items or Folders and have not seen the tour yet, a “New here?” card appears at the bottom left. “Start tour” starts it and “Not now” closes it.

The tour has three parts. It highlights the menu and buttons of Meetings, Meeting items and Folders in turn. Use “Next” and “Back” to move, and “Skip” to end it at any time.

When you press “Done” at the end, “Welcome to GIJITO” appears in the middle of the screen. “See how to start recording” opens the steps of recording an online meeting in a new tab. In a browser on a computer, “Download the desktop app” also appears and opens the page to get the app. “Go to meetings” closes the card. An account that cannot record only has “Go to meetings”.

Once you have seen it to the end, or pressed “Not now” or “Skip”, it no longer appears in this browser. The steps of recording also open from Getting started in the ? menu.

The Help Center home has the introduction video, opened from Watch the video (55 sec), and a demo that walks through a sample meeting from recording to approval.

If something does not work