Organize & Manage Meetings#

As your meeting library grows, organize it effectively to find what you need quickly. Clearminutes provides search, filtering, tagging, and sorting tools.

Access Your Meetings#

1. Click Meetings in the left sidebar
2. Your meeting list appears, showing all recorded meetings sorted by date (newest first)
3. Each meeting shows:
   • Title (meeting name or auto-generated name with date/time)
   • Date (e.g., "Jan 24, 2025")
   • Duration (e.g., "45 min 32 sec")
   • Star icon (click to favorite)
   • Transcript preview (first 50 characters)

[SCREENSHOT: Meetings sidebar with meeting list and sorting options]

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Search Meetings#

Find specific meetings by title, content, or participants:

Quick Search#

1. Look for the search box at the top of the Meetings list
2. Type your search query: "budget", "Q4 roadmap", "client meeting"
3. Results update in real-time as you type
4. Click a result to open that meeting
5. Press Escape to clear the search

Search looks in:

• Meeting title
• Transcript content (all spoken words)
• Summary text (key points, action items)
• Participant names (if speakers are labeled)
• Tags (if assigned)

Search Examples#

Search	Finds
"budget"	Any meeting where "budget" was discussed
"Alex"	Meetings where someone named Alex spoke
"Q4"	Meetings mentioning "Q4" in title or content
"product launch"	Meetings about product launch (transcript search)
"Jan 24"	Meetings on January 24

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Filter Meetings#

Narrow your list by date, duration, or custom criteria:

Filter by Date#

1. Click the Filter button (funnel icon) above the meeting list
2. Choose a preset date range:
   • This Week — Last 7 days
   • This Month — Last 30 days
   • This Quarter — Last 90 days
   • This Year — Current calendar year
   • Custom Range — Pick exact start and end dates
3. The meeting list updates to show only matching meetings
4. Click Clear Filter to reset

[SCREENSHOT: Date range filter dropdown]

Filter by Duration#

1. Click Filter → Duration
2. Choose:
   • Short — Less than 15 minutes
   • Medium — 15–60 minutes
   • Long — Over 60 minutes
   • Custom — Specify exact range (e.g., "10–30 min")
3. List updates to show matching meetings

Use cases:

• Show only short standup meetings (< 15 min)
• Find extended workshops or training (> 60 min)
• Find meetings in a specific length range

Combine Filters#

Filters stack — you can apply multiple at once:

1. Filter by "This Month"
2. • Filter by "Long" (over 60 min)
3. Result: Shows only meetings longer than 60 min from this month

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Sort Meetings#

Change the order of your meeting list:

1. Click the Sort button (next to Filter)
2. Choose sorting order:
   • Newest First (default) — Most recent meeting at top
   • Oldest First — Earliest meeting at top
   • Longest First — Longest meetings at top
   • Shortest First — Quickest meetings at top
   • Alphabetical — A–Z by meeting title
   • Most Recently Edited — Meetings you've edited recently at top
   • Most Discussed — Longest transcripts first (implied most content)
3. Meeting list reorders immediately

Example: Sort by "Most Recently Edited" to find meetings you're actively working on.

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Rename a Meeting#

Change a meeting's title to something more descriptive:

Option 1: Quick Rename (Right-click)#

1. Right-click a meeting in the list
2. Click Rename
3. Type the new name
4. Press Enter to save

Option 2: Rename from Detail View#

1. Open the meeting (click to view transcript)
2. Click the title at the top (e.g., "Meeting - Jan 24")
3. An editable text field appears
4. Type the new name
5. Press Enter to save

[SCREENSHOT: Meeting title field with rename option]

Naming Tips:

• Use format: [Date] [Type] [Topic] — "2025-01-24 Team Standup - Q4 Planning"
• Include the other person's name for 1-on-1s — "1-on-1 with Alex - Jan 24"
• Use consistent naming across similar meetings — "Weekly Engineering Standup - Week 5"

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Tag & Categorize Meetings#

Organize meetings by project, team, client, or custom categories:

Add a Tag#

1. Open a meeting (click to view transcript)
2. Look for Tags section (usually near the meeting title)
3. Click + Add Tag or Add Tag
4. Type a tag name (lowercase, no spaces): project-x, sales, client-acme
5. Press Enter to add
6. Tag appears on the meeting

[SCREENSHOT: Tags section with "Add Tag" button and example tags]

Add Multiple Tags#

1. Add the first tag (see above)
2. Click + Add Tag again
3. Type a second tag: standup, engineering
4. Repeat for more tags
5. A meeting can have unlimited tags

Tag Examples:

Tag Category	Examples
Project Names	project-x, product-launch, website-redesign
Teams	sales, engineering, marketing, hr
Meeting Types	standup, retro, planning, interview
Clients	client-acme, client-beta, client-internal
Topics	budget, hiring, roadmap, security
Priority	urgent, important, followup, reference

Filter by Tag#

1. In the Meetings sidebar, find the Tags filter panel
2. Click a tag name (e.g., project-x)
3. Meeting list shows only meetings with that tag
4. Click another tag to filter by multiple (OR logic)
5. Click Clear Filters to show all meetings again

[SCREENSHOT: Tags filter panel in sidebar]

Rename or Delete a Tag#

1. Open a meeting with the tag
2. Hover over the tag
3. Right-click → Rename or Delete
4. Confirm the change

Note: Renaming affects only that instance. To rename a tag across all meetings:

1. Click the tag name in the filter panel
2. Right-click → Rename Tag (system-wide)
3. The tag is renamed on all meetings using it

View All Tags#

1. Look for Tags section in the sidebar
2. All tags in your system are listed
3. Click any tag to filter
4. See the count of meetings with each tag

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Star / Favourite Meetings#

Mark important meetings for quick access:

Star a Meeting#

1. In the Meetings list, hover over a meeting
2. Click the star icon (outline star)
3. The star fills in (solid) — meeting is starred
4. Starred meetings appear at the top of the list

[SCREENSHOT: Star icon on meeting card, before and after]

View Only Starred Meetings#

1. In the Meetings sidebar, find Favorites filter
2. Click Show Starred Only or the star icon filter
3. Meeting list shows only starred meetings
4. Click again to show all meetings

Unstar a Meeting#

1. Click the filled star icon on the meeting
2. Star returns to outline (unfilled)
3. Meeting moves back to its position in the list

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Meeting Storage & Disk Space#

View Storage Usage#

To see how much disk space your meetings use:

1. Go to Settings → Storage
2. See:
   • Total Recording Storage: How much space all audio files use
   • Total Database Size: Transcripts and metadata
   • Total Model Storage: Whisper and built-in AI models
3. Click View Files to browse the storage location

[SCREENSHOT: Settings → Storage showing disk usage breakdown]

Find Large Meetings#

Meetings with long durations use the most disk space:

1. Sort by Duration → Longest First
2. The top meetings are using the most space
3. If you need to free space, delete the longest recordings first

Rough storage estimates:

• 15-minute meeting: ~40 MB
• 1-hour meeting: ~170 MB
• 2-hour meeting: ~340 MB

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Delete Meetings#

Remove meetings you no longer need:

Delete a Single Meeting#

1. Right-click a meeting in the list
2. Click Delete or Delete Permanently
3. Confirm: "Are you sure? This cannot be undone."
4. Click Delete to confirm
5. Meeting is permanently removed (audio, transcript, summary all deleted)

Warning: Deletion is permanent. You cannot recover a deleted meeting.

Export Before Deleting#

Always export important meetings before deletion:

1. Open the meeting
2. Click Export (top-right)
3. Choose format: Markdown or Plain Text
4. Choose: Copy to Clipboard or Save to File
5. Store the exported file somewhere safe

See Export Notes for detailed export instructions.

Delete Multiple Meetings (Bulk Delete)#

1. Click Select Mode or Select button (top of the Meetings list)
2. Checkboxes appear on each meeting
3. Check meetings you want to delete
4. A counter appears: "3 meetings selected"
5. Click Delete [3] Meetings button
6. Confirm deletion
7. All selected meetings are permanently deleted

[SCREENSHOT: Bulk delete mode with checkboxes and "Delete 3 Meetings" button]

Delete All Meetings (Factory Reset)#

To delete your entire meeting library:

1. Go to Settings → Advanced → Delete All Data
   • Or: Settings → About → Clear All Data
2. Confirm: "Delete all meetings, recordings, and data? Cannot be undone."
3. Click Confirm
4. All meetings, audio, transcripts, and summaries are deleted

This does NOT delete:

• Downloaded Whisper/built-in AI models
• Settings and preferences (unless you choose "Full Reset")

See Privacy & Storage for more details.

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Additional Organization Features#

Mark as Complete / Archive#

Some apps allow archiving (moving to a separate "completed" view). Clearminutes doesn't have a built-in archive, but you can:

1. Use a tag: Create tag archived and filter to hide
2. Move to a separate folder: Use external folder organization
3. Star important, delete old: Use star + delete to manage

Export & Backup#

Regular backups ensure you don't lose important meetings:

1. Weekly: Export important meetings as Markdown
2. Monthly: Back up your recordings folder (see Privacy & Storage)
3. Use cloud storage: Keep exports on Google Drive, OneDrive, Dropbox

Keyboard Shortcuts in Meetings List#

Action	macOS	Windows
Search	⌘F	Ctrl+F
Next meeting	↓	↓
Previous meeting	↑	↑
Rename meeting	⌘R (or double-click)	Ctrl+R
Delete meeting	⌘Delete	Ctrl+Delete
Star meeting	⌘*	Ctrl+*
Open meeting	Enter	Enter

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Meeting Organization Best Practices#

1. Rename immediately after meeting — While context is fresh, rename to something descriptive
2. Tag consistently — Use the same tag names across all meetings (e.g., always project-x, not project x or proj-x)
3. Export weekly — Save important transcripts to external storage or cloud drive
4. Archive old models — Delete Whisper models you no longer use to free disk space
5. Review auto-delete settings — Ensure you're not accidentally deleting important audio before you export
6. Use folders on disk — Organize exported meetings in your file system (e.g., ~/Clearminutes Exports/2025/), not just in Clearminutes

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Related#

• Export Notes →
• Generate Summaries →
• Edit Transcripts →
• Privacy & Storage →