> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mavioapp.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Annotations
> Add timestamped annotations to transcript segments to highlight, tag, and share important meeting moments.
Annotations let you mark important moments in a meeting transcript with notes, tags, and highlights. Whether you want to flag a key decision, bookmark a question for follow-up, or highlight a memorable quote, annotations make it easy to find and reference critical moments later.
## Adding annotations
### From the transcript
1. Open any meeting and navigate to the **Transcript** tab.
2. Select a transcript segment by clicking on it or highlighting text.
3. Click the **Annotate** button that appears above the selection.
4. Add your annotation:
* **Note** — free-text comment about this moment
* **Type** — categorize the annotation (see types below)
* **Tags** — add custom tags for filtering
5. 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.
Use keyboard shortcuts for fast annotation during playback. Press **B** to bookmark the current moment, or **A** to open the annotation panel with the current timestamp pre-filled.
## 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
1. Go to **Settings > Notes > Annotation Types**.
2. Click **Add Type**.
3. Set a name, color, and optional icon.
4. 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 |
Combine filters to find exactly what you need. For example: all "Key Decision" annotations tagged "budget" from meetings in the last 30 days.
## 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:
1. Click the three-dot menu on the annotation.
2. Select **Share** to copy a direct link.
3. Send the link — recipients jump directly to the annotated moment in the meeting.
### In channels
When a meeting is added to a [channel](/documentation/collaboration/channels), 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
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.
Agree with your team on which annotation types to use for specific purposes. Consistent categorization makes cross-meeting search and filtering much more powerful.
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.
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".