Meeting Audio and Video Playback

When Agency Hero records a meeting, every word, decision, and follow-up is tied back to a specific moment in the video. This article explains how the player works, how you can navigate a recording with a single click, and why that precision matters for your team’s post-meeting workflow.

The Meeting Player#Copy link

If a meeting was recorded by Agency Hero’s meeting bot, a media player appears in the sticky header at the top of the meeting detail page — always in view as you scroll through intelligence items, action items, and the transcript below.

Two playback states#Copy link

The player has two display modes you can switch between at any time:

• Expanded view (default) — Full-width video or audio canvas, metadata overlay (meeting title, date, time, attendees), a seek slider, play/pause, current time and duration, volume control, and a fullscreen button.
• Collapsed view — A compact bar showing play/pause, a seek slider, and the current timestamp. Use this when you want to keep the player accessible while giving more screen space to the content below.

When video is available#Copy link

Agency Hero uses a multi-stage approach to keep recording costs low while keeping video available as long as possible:

If a video is being restored from long-term storage, the player displays a “Restoring video” message with an estimated wait time. Audio remains available immediately as a fallback so you can keep working.

Audio-only meetings#Copy link

For meetings where only audio was captured (or after the video retention window), the player switches to audio mode. Since audio is extracted from the same recording, all timestamps remain perfectly aligned — every transcript line, intelligence item, and action item still jumps to exactly the right moment in the audio.

Supported recording sources#Copy link

• Bot-recorded meetings — Agency Hero joins your Zoom, Google Meet, Microsoft Teams, or other supported platform call using its meeting bot.
• Manual transcript uploads — If you paste or upload a transcript from a meeting that wasn’t bot-recorded, you won’t have a recording available. The player will not appear for those meetings.

Navigating with the Transcript#Copy link

The Transcript tab on the meeting detail page shows a speaker-by-speaker view of the conversation. Each utterance is timestamped to the second.

Clicking on a timestamp in the transcript jumps the player to that exact moment and begins playback from there. This is particularly useful when you want to:

• Re-listen to a specific part of a conversation without scrubbing manually.
• Verify a quote or context around a decision.
• Walk a colleague through a specific exchange in the meeting.

You can also navigate directly to a timestamp via URL — adding ?t=<seconds> to a meeting URL will auto-switch to the Transcript tab and seek the player to that position.

Timestamped Intelligence Items#Copy link

This is one of Agency Hero’s most powerful features: every intelligence item extracted from the meeting is anchored to the exact moment it was discussed.

When Agency Hero processes your meeting, it extracts decisions, risks, questions, action items, and commitments from the transcript, tagging each item with the start timestamp of the relevant passage in the recording.

How it works#Copy link

On every intelligence item card in the Meeting Items tab, you’ll see a small timestamp badge — a clickable button showing the time (e.g., ▶ 12:34). This badge represents the exact moment in the recording where that item was discussed.

When you click a timestamp badge:

1. The media player jumps to that timestamp in the recording.
2. If the player is collapsed, it automatically expands.
3. The page scrolls the player into view so you can watch immediately.
4. Playback begins from that moment.

Which item types have timestamps#Copy link

Every intelligence type carries transcript references:

• Decisions — The moment the decision was made or agreed upon.
• Risks — The moment a concern, blocker, or risk was raised.
• Questions — The moment a question was asked and left open.
• Action Items — The moment a task or follow-up was committed to.
• Commitments — Promises made to clients or stakeholders.
• Topic key points — Specific moments within a topic discussion.

Hovering over a timestamp badge shows a short excerpt of the transcript text at that moment — so you can preview the context before jumping to it.

Why this matters#Copy link

Intelligence items extracted by AI are only as trustworthy as their source. When a risk is flagged or a decision is logged, your team shouldn’t have to take it on faith — they can click straight to the recording and hear it for themselves. This is especially valuable when:

• Reviewing items before confirming or dismissing them.
• Escalating a risk to a stakeholder who wasn’t on the call.
• Disambiguating what was actually said versus how it was summarized.

Timestamped Action Items#Copy link

Action items work the same way as other intelligence items — but the timestamp link also travels with the item as it moves through your workflow.

Every action item card in the Meeting Items tab shows a timestamp badge linking to the moment in the recording when that task was mentioned. Clicking it jumps the player to exactly that point in the conversation.

This is particularly useful when you need to:

• Clarify what was actually committed to (and by whom).
• Check whether a due date or priority was explicitly stated.
• Review context before assigning the task to a team member.

Assignee and due date inference#Copy link

Agency Hero attempts to infer the correct assignee and due date from the transcript. If you want to verify an inference — for example, whether a person was clearly volunteering or just being mentioned — clicking the timestamp badge takes you straight to the relevant passage so you can confirm before accepting the suggestion.

Promoted Tasks Keep Their Video Link#Copy link

When you promote an action item to a workspace task (using the Create Task button on an action item card), Agency Hero preserves the provenance back to the source meeting.

The task record stores a reference to:

• The source meeting it came from.
• The original action item it was created from — including its transcript references and timestamp.

This means that even after an action item has become a full workspace task — living in your task board, assigned to a team member, tracked against a project — the connection back to the original conversation is never lost.

Practical example: Three weeks after a client call, a task is overdue and no one can remember exactly what was agreed. Opening the task and navigating back to the source meeting takes you directly to the recording at the exact moment the commitment was made — settling the ambiguity instantly.

This provenance chain is designed to be durable: the source meeting reference and action item timestamp survive the promotion process and remain accessible as long as the recording is available.

How Recordings Are Processed and Stored#Copy link

Understanding how recordings are managed helps you know when video will be available, how long it lasts, and what to expect when it isn’t.

The process at a glance#Copy link

When a meeting ends and Agency Hero’s recording service delivers the recording:

1. Video is immediately available for the first week — full quality, ready for playback right away.
2. Audio is saved to Agency Hero’s own storage as a safety net (typically within 24 hours of the meeting ending). Audio files are compact and available indefinitely as a fallback.
3. A compressed video copy is archived to Agency Hero’s own storage before the initial hosting window expires. This preserves full video playback long-term.
4. The original hosted copy is retired after the initial window to keep storage costs manageable.

What you experience#Copy link

Timestamp links are format-agnostic#Copy link

Whether the player is streaming full video, playing a compressed archived copy, or playing audio-only, timestamp links always work the same way. Seeking to any intelligence item or action item timestamp is reliable regardless of which media format is currently active.

Tips for Getting the Most Out of Playback#Copy link

During review#Copy link

• Use timestamp badges on intelligence items to verify before confirming. Approve a decision or confirm a risk only after hearing it in context.
• If you disagree with how an item was summarized, the timestamp badge takes you to the source. Edit the item inline before approving.
• The player stays sticky while you scroll — you can listen to the recording while reading the transcript or working through action items at the same time.

Sharing context with colleagues#Copy link

• Append ?t=<seconds> to any meeting URL to share a deep link to a specific moment. When the recipient opens it, the player jumps directly to that point.
• When escalating a risk or flagging a concern, use the timestamp to send colleagues directly to the relevant exchange rather than describing it from memory.

Working with tasks#Copy link

• Before accepting an assignee or due date suggestion on an action item, click the timestamp badge to hear what was actually said.
• After promoting an action item to a workspace task, you can navigate back to the source meeting and recording from the task detail page.

Limitations and Requirements#Copy link

• Video is only available for bot-recorded meetings. Meetings where you uploaded or pasted a transcript manually do not have a recording.
• Video availability after the first week depends on the archival process completing successfully. In rare cases where archival doesn’t complete, audio remains available as a permanent fallback.
• Long-term storage video requires a short restore wait. If a recording has been moved to long-term storage, restoring it typically takes a few minutes. Audio plays in the meantime.
• Timestamp accuracy depends on transcript quality. For bot-recorded meetings with high-quality transcripts, timestamp precision is very high. For manually uploaded transcripts, timestamps depend on the format of the source file.
• Playback uses standard browser media and works in all modern browsers (Chrome, Firefox, Safari, Edge). Fullscreen mode requires the browser to grant permission.
• Promoted tasks retain the video link only if the original recording is still accessible. The provenance data is always preserved, but playback depends on the recording being available.

Related Articles#Copy link

• Post-Meeting Process — Full walkthrough of reviewing intelligence items and action items after a meeting.
• Understanding Meeting Intelligence Capture — How Agency Hero extracts decisions, risks, questions, and action items from transcripts.
• Meeting Action Items — Creating and managing tasks from meeting action items.