How do I add a recording to a meeting?
Upload an audio or video recording of a meeting, watch or download it later, resume an interrupted upload, and delete a recording you no longer want to keep.
Where do recordings live?
Every meeting has a Recording card at the bottom of its Details tab. It holds the audio or video of that meeting, plays it back in place, and offers a download. If you're the one running the meeting, you'll also see the same prompt at the bottom of Run meeting — right where you are when the meeting adjourns, so you can upload the file while you still have it to hand.
Recordings go straight from your browser into your board's own private storage. They are never public, never shared by link, and nothing about them is searchable from outside your board.
Who can do what?
- Uploading and deleting a recording needs the same permission as editing the meeting itself — administrators, chairs, and staff liaisons. If you don't have it, you won't see the upload field or the delete button.
- Watching and downloading is open to any board member who can open the meeting. If you could attend it, you can watch it.
How do I upload a recording?
- Open the meeting and scroll to Recording (or stay in Run meeting and scroll to Add the recording).
- Choose Upload recording and pick the file.
That's it — the upload starts as soon as you pick the file. You'll see a progress bar with a percentage and a byte count, so you can tell at a glance how far along a large file is.
Accepted files: audio or video only — MP4, WebM, MOV, MKV, MP3, M4A, WAV, FLAC, OGG and similar. Up to 8 GB per file, which comfortably covers a multi-hour meeting in 1080p. If you pick something outside that, BoardTools tells you immediately rather than after a long upload.
Keep the tab open while a recording uploads. You can carry on working in other tabs; just don't close this one.
Once the upload is verified, everyone invited to the meeting is told the recording is ready — a Recording uploaded notice in the bell, and an email with a Play the recording button. Members who couldn't attend get it too; that's the point. You, as the uploader, aren't notified about your own upload, and any member can turn these notices off with the Recordings row of Notification preferences.
What do the statuses mean?
| Status | What it means |
|---|---|
| Uploading | The file is on its way. The bar shows how much has gone up. |
| Verifying | The upload finished and BoardTools is checking the stored file. This is quick. |
| Upload incomplete | The upload stopped before it finished — there's nothing to play yet. |
| Available | Checked and ready to play. |
| Failed | The upload couldn't be confirmed. The row explains why. |
Every status is spelled out in words next to a distinct icon, so you never have to rely on colour to tell them apart.
My upload was interrupted — do I have to start over?
No. Uploads are sent in chunks, and BoardTools remembers which chunks already arrived.
- If you paused it (using Pause upload) and haven't left the page, choose Resume upload and it picks up where it stopped.
- If the tab closed, your laptop slept, or the connection dropped, the recording shows as Upload incomplete. Choose the same file again under Choose the same file to finish this upload and only the missing chunks are sent.
Resuming checks that you picked the same file — same name, size, and modification date. If you pick a different one, BoardTools starts that upload cleanly instead of mixing the two together.
If an upload never gets finished, it's fine to just delete the incomplete entry and start again.
A recording says "Failed" — what now?
The row tells you what went wrong (for example, "The upload never finished — no recording file arrived"), and you get two real choices, never a spinner that sits there forever:
- Upload the file again — start a fresh upload of the same recording.
- Delete the failed entry so the meeting isn't cluttered with it.
A failed upload is always recorded as a new attempt rather than quietly overwriting the old one, so the board's history stays honest about what happened.
How do I watch or download a recording?
An Available recording shows a player right in the card. Nothing plays automatically — you press play when you're ready. The player is fully keyboard-operable and works with your browser's own media controls, including seeking and speed.
For long recordings, playback access is renewed quietly in the background while you watch, so a two-hour meeting plays through without interruption. If a playback ever does fail, you get a Try again button rather than a stalled player.
Download saves the original file to your device, exactly as it was uploaded.
Captions and transcripts
BoardTools doesn't generate captions or transcripts today. If accessibility matters for your board's recordings — and it should — upload a file that already has captions baked in, and remember that the meeting's minutes remain the authoritative written record either way.
How do I delete a recording?
Choose Delete on the recording and confirm. Deleting is deliberate and permanent:
- The stored file itself is removed, not just hidden — so it stops counting against your board's storage.
- The row disappears from the meeting.
- The deletion is written to the audit trail — who deleted it, when, the file name, and its size — so the board's record of what happened survives even though the recording doesn't.
There is no undo and no recycle bin for recordings. If you might need it later, download it first.
Related
How do I run a meeting live?
Use the run-the-meeting cockpit to walk your agenda, capture motions in one tap, and keep quorum in view the whole time.
What is the meeting notetaker, and what does it do with my meeting?
How the BoardTools meeting notetaker bot works, what advance notice attendees get, what's captured under each retention mode, and how to object before a meeting starts.