Adding annotations
From the transcript
- Open any meeting and navigate to the Transcript tab.
- Select a transcript segment by clicking on it or highlighting text.
- Click the Annotate button that appears above the selection.
- Add your annotation:
- Note — free-text comment about this moment
- Type — categorize the annotation (see types below)
- Tags — add custom tags for filtering
- Click Save. A colored marker appears on the transcript timeline.
From the recording player
While playing a recording, click the Bookmark button at any moment to create a timestamped annotation without selecting specific transcript text. You can add details to the annotation later.Annotation types
Mavio provides built-in annotation types to categorize your highlights. Each type has a distinct color for easy visual scanning.| Type | Color | Use case |
|---|---|---|
| Key Decision | Blue | Decisions made during the meeting |
| Action Item | Orange | Tasks or commitments that need follow-up |
| Question | Purple | Questions raised, whether answered or not |
| Important | Red | Critical information or statements |
| Idea | Green | Suggestions and proposals worth remembering |
| Follow-up | Yellow | Topics that need further discussion |
| Custom | Gray | Your own categories defined in settings |
Creating custom types
- Go to Settings > Notes > Annotation Types.
- Click Add Type.
- Set a name, color, and optional icon.
- The custom type is available in all future annotations.
Viewing annotations
Annotation panel
Open the Annotations panel from the meeting sidebar to see all annotations in chronological order. Each entry shows:- Timestamp with a clickable link to jump to that moment
- The annotation text and type
- Tags applied
- Author name and creation date
Timeline markers
Annotations appear as colored markers on the recording timeline player. Hover over a marker to see the annotation preview. Click to jump to that moment.Annotation summary
Click View Summary at the top of the annotations panel to see a consolidated list grouped by type. This gives you a quick overview of all decisions, action items, and important moments from the meeting.Filtering annotations
Use filters to narrow down annotations across a meeting or across all meetings:| Filter | Options |
|---|---|
| Type | Filter by annotation type (Key Decision, Action Item, etc.) |
| Tag | Filter by custom tags |
| Author | Filter by who created the annotation |
| Date range | Filter annotations created within a time window |
| Speaker | Show only annotations on segments from a specific speaker |
Tags
Tags are free-form labels you can apply to annotations for custom organization:- Add tags when creating or editing an annotation
- Use consistent tag names across meetings for effective filtering (e.g., “budget”, “roadmap”, “customer-feedback”)
- View all tags in Settings > Notes > Tags to manage and merge duplicates
Tags are workspace-wide. When a team member creates a tag, it becomes available for everyone to use, ensuring consistent labeling across the team.
Sharing annotations
With team members
Annotations are visible to anyone who has access to the meeting. To draw attention to a specific annotation:- Click the three-dot menu on the annotation.
- Select Share to copy a direct link.
- Send the link — recipients jump directly to the annotated moment in the meeting.
In channels
When a meeting is added to a channel, all annotations are visible to channel members. Members can add their own annotations to shared meetings.Exporting
Export annotations along with meeting notes:- Include in notes export — annotations are appended to the notes when exporting to PDF, Word, or Markdown
- Standalone export — export just the annotations as a CSV or JSON file from the annotations panel
Annotation best practices
Annotate during the meeting
Annotate during the meeting
The best time to annotate is while the meeting is happening. Mavio shows the live transcript during recording — click to annotate in real time while context is fresh.
Use types consistently
Use types consistently
Agree with your team on which annotation types to use for specific purposes. Consistent categorization makes cross-meeting search and filtering much more powerful.
Keep annotations concise
Keep annotations concise
Write short, scannable notes. Use the annotation to capture the takeaway or why the moment matters, not to transcribe what was said — the transcript already has the full text.
Combine with action items
Combine with action items
When annotating an action item, Mavio can optionally add it to the meeting’s action item list. Toggle Add to Action Items when creating an annotation of type “Action Item”.