Mintstac User Guide

Complete Documentation for Meeting Intelligence Platform

Table of Contents

1. Getting Started

Creating Your Account

Step 1 Choose Account Type
When you first open Mintstac, you will be prompted to select between two account types:
  • Company Account – Designed for teams and organizations. Requires designation of a CEO role who will have administrative privileges.
  • Solo Account – Designed for individual users who work independently.
Step 2 Enter Your Details
Provide your email address, create a secure password, and enter your company name (if you selected Company Account).
Step 3 Verify Your Email
Check your email inbox for a verification message from Mintstac. Click the confirmation link to verify your account. You will not be able to use Mintstac until your email address has been verified.
Note
If you do not see the verification email within a few minutes, check your spam or junk folder. Ensure that you entered the correct email address during registration.

Signing In

After email verification is complete, enter your email and password on the login screen to access Mintstac. Your meetings and associated data are securely stored in the cloud and will be accessible across all your devices.

2. Recording Your First Meeting

Starting a New Recording

Step 1 Initiate Recording
From the main dashboard, tap the "New Meeting" button or the record icon.
Step 2 Select Meeting Type
Choose the appropriate meeting category:
  • Operations – Day-to-day operational meetings and team coordination
  • Strategy – Strategic planning sessions and decision-making meetings
  • Board – Board meetings and executive leadership discussions
  • Client – Client-facing meetings and customer interactions
Step 3 Enter Meeting Details
  • Title: Enter a descriptive name for the meeting
  • Expected Duration: Specify the anticipated length of the meeting
  • Agenda Items: Add key discussion topics (optional but recommended for better AI analysis)
Step 4 Grant Microphone Permission
On first use, iOS will request microphone access. Tap "Allow" to enable audio recording functionality.
Step 5 Begin Recording
Tap the record button to start capturing audio. The timer will begin counting the meeting duration.
Important
Keep the application in the foreground during recording for optimal performance. Minimize background noise to ensure high-quality transcription results.

Stopping and Saving Recordings

Step 1 Stop Recording
Tap the stop button when your meeting concludes.
Step 2 Review Meeting Details
Verify that the meeting title, type, and duration are accurate before proceeding.
Step 3 Upload Recording
Tap "Save & Process" to securely upload your recording for AI analysis.

AI Processing

Once uploaded, Mintstac's artificial intelligence will:

  • Transcribe your entire meeting with high accuracy
  • Generate an intelligent summary of key discussion points
  • Extract action items and identify assignees
  • Create a comprehensive coach report with efficiency scores
  • Calculate meeting costs and generate statistics

Processing typically completes within 2-5 minutes, depending on meeting length.

3. Using Meeting Templates

Overview

Meeting templates enable you to prepare for upcoming meetings by pre-defining agenda items, participants, and meeting details. This functionality saves time and ensures consistency across recurring meetings.

Creating a Prepared Meeting

Step 1 Access Templates
Navigate to the "Templates" tab in the bottom navigation bar.
Step 2 Select a Template
Choose from pre-built templates such as:
  • Weekly Team Standup
  • Monthly Strategy Review
  • Client Check-in
  • Board Meeting
Step 3 Customize Meeting Details
  • Set the meeting date and time
  • Add or modify agenda items
  • Enter participant names and email addresses
  • Adjust expected duration as needed
Step 4 Save as Upcoming Meeting
Your prepared meeting will appear in the "Upcoming" section of your dashboard.
Tip
When it is time for your scheduled meeting, simply select the prepared meeting from your dashboard and tap "Start Recording" – all details will be pre-populated.

4. Viewing and Managing Meetings

Dashboard Overview

Your main dashboard organizes all meetings by status:

  • Upcoming: Meetings that have been prepared but not yet recorded
  • Completed: Recorded meetings with completed AI processing

Each meeting card displays the following information:

  • Meeting title and type
  • Date and duration
  • Number of action items extracted
  • Processing status (if analysis is still in progress)

Meeting Detail View

Tap any completed meeting to access the following information:

Meeting Overview

  • Summary: AI-generated concise summary of key discussion points
  • Transcript: Complete word-for-word transcription of the meeting
  • Duration: Actual meeting length
  • Cost: Calculated cost based on configured hourly rates

Action Items

  • Complete list of identified action items with descriptions
  • Assigned team member for each item
  • Contact email for each assignee
  • Status indicator (pending or completed)
  • Ability to mark items as complete with a single tap

Coach Report

  • Overall meeting efficiency score (0-10 scale)
  • Dimensional analysis across key metrics (clarity, focus, engagement, efficiency, outcomes)
  • Personalized recommendations for improvement
  • Meeting cost analysis and ROI insights

5. Working with Action Items

Understanding Action Items

Mintstac's AI automatically extracts action items from meeting conversations. Each action item includes:

  • Description: Clear statement of the task to be completed
  • Assignee: Name of the responsible party
  • Email: Contact information for the assignee
  • Source Meeting: Reference to the originating meeting
  • Status: Current completion status (pending or completed)

Managing Action Items

Step 1 Mark as Complete
Tap the checkbox adjacent to any action item to mark it as completed. Completed items will display with a checkmark indicator.
Step 2 View Context
Select "View Meeting" to access the complete meeting record where the action item was discussed.
Step 3 Contact Assignee
Tap the email address to compose a message directly to the responsible party.

6. Understanding Coach Reports

Overview

After each meeting, Mintstac generates an AI-powered coach report that analyzes meeting effectiveness and provides actionable feedback for continuous improvement.

Report Components

Overall Efficiency Score

A numerical rating from 0 to 10 that represents your meeting's overall effectiveness, calculated based on multiple factors including clarity, focus, engagement, and outcomes.

Dimensional Analysis

Individual scores across five key dimensions:

  • Clarity: Measures how clear and understandable the discussion was for all participants
  • Focus: Evaluates how well the meeting stayed on topic and avoided digressions
  • Engagement: Assesses the level of participation and involvement from attendees
  • Efficiency: Analyzes how effectively time was utilized during the meeting
  • Outcomes: Evaluates the quality and clarity of decisions and action items

Coaching Recommendations

Personalized suggestions for improving future meetings, such as:

  • Setting clearer agendas in advance
  • Limiting tangential discussions
  • Encouraging broader participation
  • Improving time management
  • Enhancing decision-making processes

Cost Analysis

Financial analysis of the meeting based on:

  • Number of participants
  • Meeting duration
  • Configured hourly rates for each participant
  • Total cost calculation and per-decision cost breakdown
Best Practice
Review your coach reports regularly to identify patterns and continuously improve your meeting effectiveness. Track your scores over time to measure progress.

7. Using Me-Mo (Personal Action Items)

Overview

Me-Mo is your personal task management dashboard that displays only the action items assigned to you across all meetings. This feature provides a centralized view of your commitments and responsibilities.

Using Me-Mo

Step 1 Access Me-Mo
Tap the "Me-Mo" icon in the bottom navigation bar.
Step 2 View Your Tasks
All action items where you are listed as the assignee are displayed, organized into two categories:
  • Pending: Tasks that have not yet been completed
  • Completed: Tasks that you have marked as finished
Step 3 Complete Tasks
Tap the checkbox to mark items as complete. They will automatically move to the "Completed" section.
Step 4 Review Context
Select "View Meeting" to access the complete meeting discussion related to any action item.
Recommendation
Check Me-Mo daily to stay current with your commitments. This is particularly valuable after days with multiple meetings.

8. Integrations

Available Integrations

Mintstac offers integrations with popular productivity platforms to streamline your workflow:

Slack Integration

Status: Backend infrastructure complete, iOS interface in development

  • Send meeting summaries directly to Slack channels
  • Share action items with your team
  • Receive meeting notifications in Slack

Google Calendar

Status: Backend infrastructure complete, iOS interface in development

  • Automatically synchronize meetings to your calendar
  • Create calendar events with complete meeting details
  • Link recordings to calendar entries for easy reference

Zoom

Status: Partial integration available

  • Synchronize Zoom cloud recordings
  • Automatically process Zoom meetings
  • Link recordings to Mintstac meetings
Note
Integration features are currently in development. Once available, you will be able to connect these services from the Settings menu.

9. Account Management

Account Settings

Access account settings by tapping the "Settings" icon in the bottom navigation.

Profile Settings

  • Update your email address
  • Change your password
  • Edit company information
  • Manage user profile details

Hourly Rate Configuration

  • Set default hourly rates for meeting cost calculations
  • Configure different rates for different roles or team members
  • Update rates as needed for accurate cost analysis

Notification Preferences

  • Enable or disable meeting reminders
  • Configure action item notifications
  • Set preferences for processing completion alerts

Security and Privacy

Data Security

Mintstac implements enterprise-grade security measures:

  • All recordings are encrypted in transit and at rest
  • Role-based access control for company accounts
  • Your data is never shared with third parties
  • Full data ownership and control
  • Ability to delete your account and all associated data at any time

Account Deletion

Important
Account deletion is permanent and cannot be undone. All meetings, transcripts, action items, and associated data will be permanently deleted from our systems.

To delete your account:

Step 1 Navigate to Settings → Account → Delete Account
Step 2 Read the warning message and confirm your decision
Step 3 Your account and all associated data will be permanently deleted

10. Best Practices and Tips

Recording Best Practices

  • Position your device near the center of the discussion area
  • Minimize background noise by closing windows and turning off fans or other noise sources
  • Speak clearly and at a moderate pace
  • Avoid multiple participants speaking simultaneously when possible
  • Keep the application in the foreground during recording
  • Ensure adequate battery life or connect to power for longer meetings

Meeting Preparation

  • Use templates to save time on recurring meetings
  • Add detailed agenda items to improve AI analysis quality
  • Include accurate participant names for precise action item assignment
  • Set realistic duration expectations to improve planning
  • Review previous coach reports before similar meetings

Action Item Management

  • Review action items immediately after meetings while context is fresh
  • Use Me-Mo daily to track personal tasks and commitments
  • Mark items complete as soon as they are finished
  • Use email links to follow up with assignees when needed
  • Reference meeting transcripts for clarification on action items

Continuous Improvement

  • Review coach reports after each meeting
  • Track your efficiency scores over time to measure progress
  • Implement suggested improvements systematically
  • Share insights with your team to improve collective meeting effectiveness
  • Use cost analysis to optimize meeting time and attendance
  • Establish meeting effectiveness goals and monitor progress

Troubleshooting

Audio Not Recording

  • Verify microphone permissions in iOS Settings → Mintstac
  • Ensure Do Not Disturb mode is not active
  • Restart the application and attempt recording again
  • Check for iOS system updates that may affect microphone access

Processing Delays

  • Verify your internet connection is stable
  • Note that longer meetings (60+ minutes) may require 5-10 minutes to process
  • Processing continues in the cloud; you may close the application
  • Check back later if processing appears stalled

Email Verification Issues

  • Check your spam or junk folder for the verification email
  • Verify that you entered the correct email address during registration
  • Allow several minutes for email delivery
  • Request a new verification email if needed

Support and Contact

Technical Support

If you require assistance or have questions:

Support inquiries are typically addressed within 24 hours during business days (Monda