Convay AI for Physical Meetings

Convay AI for Physical Meetings started with a simple question: Why should only online meetings be easy to document? In high-stakes rooms, whether it’s a government briefing or an internal sync, people still scramble to take notes or forget key points entirely. This feature was our answer: record audio, let AI handle the rest. Transcripts, summaries, multilingual support, all packaged into a simple, intuitive flow that turns real-world conversations into shareable outcomes.

CATEGORY:

Web Design,

Product Design

ROLE:

UX Designer,

UI Designer,

UX Researcher

TOOLS:

Figma

Convay at a Glance

Convay is a video conferencing platform built for modern collaboration. Unlike traditional tools, it supports the full meeting lifecycle, from scheduling and hosting to AI-powered transcription, file storage, and post-meeting follow-ups.


Designed with scalability in mind, Convay now supports meetings with up to 10,000 participants and is trusted by governments and international organizations in over 46 countries.


Key features include:

  • High-quality video and audio conferencing

  • AI-based transcription and meeting summaries

  • Cloud storage for meeting files and chat logs

  • Real-time whiteboard, chat, and screen sharing

  • Enterprise-grade security with on-premise and cloud options


Convay brings everything into one platform to simplify meetings, improve productivity, and support high-stakes collaboration at scale.


Convay has been used in global events like SIDSSA 2025 and secured a €5M government contract through its scalable architecture and reliable UX.


Visit convay.com to learn more.

Feature Overview

Convay AI for Physical Meetings brings offline conversations into the digital workspace. Instead of relying on handwritten notes or memory, users can now record in-person meetings, generate full transcripts, summarize them with AI, and export everything, seamlessly. The feature was designed to be fast, accurate, and secure, especially for confidential internal syncs and government use cases. Whether it’s a small strategy meeting or a closed-door briefing, teams leave with clear, shareable documentation, just like they would in a virtual meeting.


This feature also supports multilingual transcription, including English and Bengali, making Convay one of the first platforms to support real-time, localized summaries for physical meetings.

Problem Statement

In high-stakes in-person meetings, like government briefings or internal syncs, crucial details often go undocumented. Teams either take rough notes or rely on memory, risking missed tasks, misunderstood decisions, and accountability gaps. Traditional transcription tools cater mostly to online settings, leaving physical conversations in a productivity blind spot.


Convay needed a way to bring offline meeting intelligence into its digital ecosystem, without making users change their natural workflow. The goal was clear: create a feature that could automatically capture, structure, and summarize real-world discussions with the same quality and ease as online calls. It had to be simple enough for a 10-minute sync, yet secure and reliable for official proceedings.

My Role and Responsibilities

I was part of the core design team during the early concept and prototyping phase of this feature. My focus was to translate a vague product idea into a clear, usable experience.


I designed the full user flow, starting from how someone would set up an in-person meeting, to how they’d record, review, and extract insights after the session. I created UI mockups, built multiple design variants for testing, and worked closely with developers to ensure technical feasibility. My decisions were guided by real-world use cases, like small internal syncs and government meetings where formal documentation was essential.


I also ran internal usability testing to compare interface versions, gathered feedback, and iterated based on what worked best for the users. Every design choice aimed to reduce friction and make the tool feel as seamless as pressing “Record” and getting a polished summary back.

Design Process

  • Research: We began by identifying a key gap in physical meetings — no easy way to document discussions in real-time. Through internal interviews and team feedback, we confirmed that manual notes often led to missed details, especially in fast-paced syncs or confidential meetings. This insight guided the idea: make in-person meetings as easy to document and summarize as online ones.

  • Ideation and Design: We mapped a simple, linear flow:
    set meeting context → record audio → generate transcript → summarize → export.
    Each screen was designed to be clean, minimal, and mobile-friendly to support quick use in real-world meeting environments.

Meeting Dashboard Page: Users can access all meetings, start new ones, upload previous recording file or view recent recordings.

Meeting Information Page: Users can enter the title and description and click "Start" or "Cancel."

Main Meeting Panel Page: Featuring a large microphone icon and live transcript display.

End Session Confirmation Modal: Prompting users to confirm ending the session.

Loading UI for Transcription: A visual indication of the transcription process.

Meeting Transcription Page: Where users can view and edit the transcription.

AI Summarization Loading Screen: A loading skeleton while the AI summarizes the meeting.

Meeting Summary Page: Displays the summarized content.

Export Options: For downloading the meeting summary and transcript.

Transcript Editing Options: A 3-dot modal for editing the transcript and renaming speakers.

Edit Transcript Page: Users can make changes to the transcript.

Rename Speaker Page: Allows for renaming speakers.

Edit Meeting Title Page: Users can modify the meeting title.

  • Iteration and Testing: During testing, we developed two versions of the Meeting Panel page to evaluate user preferences:

This version aligns with Convay's main theme, providing a cohesive look.

A lighter interface for improved visibility, but it did not match the overall aesthetic of the Convay platform.

Users strongly preferred the dark version, consistent with Convay’s core product UI and easier on the eyes during extended use. We also tested the transcript editing and summary flow, ensuring that each step felt intuitive and could work without onboarding.


Feedback led to:

  • Removing the “Mute” text label (just icon)

  • Refining the AI summary button placement

  • Smoothing transitions between transcript → summary → export

Challenges and Solutions

  • Challenge: Noisy physical environments reduced transcription quality
    In real-world settings like government offices and team syncs, background noise made it difficult to capture accurate transcripts.

    Solution: We explored early-stage noise filtering and speaker identification techniques during research. While still in development, internal tests showed a notable boost in accuracy, especially in quieter rooms.

    “Even in busy rooms, the transcript quality held up well.”
    — Internal Tester

  • Challenge: Inconsistent UI between Meeting Panel and core platform
    The Meeting Panel was originally designed in light mode, while Convay’s main UI used dark mode, causing visual dissonance and distraction.

    Solution: We tested both variants and switched to dark mode for consistency and better focus.
    → 82% of internal testers preferred the updated dark version.

  • Challenge: Speaker renaming was time-consuming
    Users needed to manually update speaker names throughout the transcript, especially frustrating in longer meetings.

    Solution: We designed a bulk rename flow, allowing users to rename once and apply it throughout.
    → This reduced speaker editing time by an estimated 30–40%.

  • Challenge: Users were unsure about using AI summarization
    Some users hesitated to click “Summarize with AI,” unsure of its purpose or outcome.

    Solution: We gave the button a clear label, prominent placement, and optional use, ensuring it felt helpful, not overwhelming.

    “I didn’t expect it to be that simple. The summary saved me a ton of time.” — User feedback

Outcome and Impact

Though still in its early stage, Convay AI for Physical Meetings delivered strong results in internal testing and team evaluations.

  • ~85% transcription accuracy was achieved in quiet environments, even with varied speaker tones.

  • Teams reported 30–40% reduction in time spent creating meeting notes.

  • The AI summarization feature helped users quickly recall key takeaways, especially in confidential internal syncs where formal minutes were previously missing.

  • Support for Bengali transcription gave Convay a unique edge over global competitors—especially for local government adoption.

  • The streamlined export process (PDF) made it easy to share documentation post-meeting, helping teams align faster.

This feature also added a strategic angle: it positioned Convay not just as an online collaboration tool, but as a Zoom + Otter.ai hybrid, extending value even in offline and hybrid use cases. As Convay scales to 10,000+ participant support and continues to serve government ministries and international symposiums, this feature shows how UX can drive product evolution and market differentiation.

Takeaways

Designing Convay AI for Physical Meetings helped me think beyond screens and solve for real-world complexity, like making offline meetings as actionable as online ones. I learned to simplify AI workflows, design multilingual support with accessibility in mind, and ensure consistency across light and dark modes.


This project also sharpened my collaboration skills with developers, especially while testing transcript editing logic and speaker detection flows. Most importantly, it reminded me that great UX isn’t just about clarity, it’s about trust. Especially when the users are government teams, confidential briefings, or high-stakes internal syncs.


I now approach every feature with the mindset of:

“How can this reduce friction and make someone’s job easier, even when they’re not behind a screen?”