How to Search Across All Your Meetings With AI (and Find That One Decision)

Introduction

To search across all your meetings with AI, open the chat on the MeetingsAI Home tab and ask in plain words, with a meeting word in the question, like "meeting", "decision" or "action items". For the chat to read inside every transcript, upload those meetings to the cloud first. For one meeting, ask from inside that meeting.

That is the short answer. The longer one matters, because the most common reason a search fails is not the AI. It is where you asked, and how you worded it.

You know the feeling. Someone agreed to a price, a date or a deadline, and you know it was said out loud. You just don't know if it was the Tuesday call, the kickoff or the lecture before the midterm. This guide shows the three places you can ask, how to set up your meetings so they can be found, 10 questions that work, and how to check an answer before you act on it.

One note first: we make MeetingsAI, a meeting notes app for iPhone, Android and watches. Everything below comes from how the app works today, including where it falls short.

Key Takeaways

• There are three places to ask: inside one meeting, inside one folder, or across all your meetings from the Home tab.
• Put a meeting word in your question. Words like "quote", "exact" or "who said" make the chat read the transcript, not only the summary.
• Upload a meeting to the cloud and the chat can search its whole transcript. The app never uploads a meeting to cloud storage by itself.
• Answers link to the meeting they came from. Tap the link and check the transcript before you act on a number or a date.
• In Private Mode, the AI runs on your phone. Ask about one meeting at a time, and name it.

Three places to ask, and when to use each

MeetingsAI has three chats. They look alike, but each one reads a different slice of your notes. Pick the smallest slice that holds your answer.

Ask inside one meeting

Open the meeting from your Home list and tap the Chat tab, next to Sum Up and Transcript. Type your question in the box that says "Ask about this meeting...".

This is the most reliable chat, because it only has one meeting to think about. Every question you ask there reads the meeting's title, its summary and any important moments you marked while recording. When your question asks for detail, with words like "quote", "exact", "who said" or "transcript", it also reads the transcript itself.

Ask inside one folder

Open a folder and tap "Chat with Folder". The chat now answers only from meetings in that folder. This is the one to use for a client, a project or a class, where you want every answer to come from the same group of meetings.

Folder chat works by taking the best matches from your uploaded meetings and keeping only the ones in that folder. So a specific question works better than a vague one. "What did Priya say about the invoice?" finds more than "Any updates?". If you don't use folders yet, here is how folders and to-do lists work.

Ask across all your meetings

On the Home tab, tap the card that says "Open Chat". This is the chat for questions where you don't remember the meeting at all.

It always knows your 20 most recent meetings by title and date. For meetings you uploaded, it also searches inside the transcripts and pulls the passages that match. When your question names a meeting by its title and asks for detail, it reads that meeting's summary and transcript too.

This 30-second video starts with exactly that: one question across all meetings, an answer that links the meetings it used, and a tap that opens one. It then shows folders, to-dos and reminders.

How to make all your meetings searchable

Search can only find what was captured well. Five small habits make a big difference, and the first one matters most.

1. Upload the meetings you want to search. In the Home list, tap the three dots on a meeting and choose "Upload to Cloud". The app never uploads a meeting to cloud storage by itself, so until you do this, the Home and folder chats only know that meeting's title and date.
2. Give meetings clear titles. The chat matches meeting names in your question. "Acme kickoff, pricing" is easier to find later than "New Recording 14".
3. Put meetings in folders. One folder per client, project or class turns a hard search into an easy one.
4. Mark important moments while you record. The meeting chat reads them first, so the decisions you flagged in the moment get the most weight.
5. Add key terms for names and jargon. If the transcript spells a client's name wrong, no search will find it. Custom vocabulary fixes that at the source.

How to word a question so the app searches your meetings

Here is the part no help page tells you. Before the Home and folder chats answer, they decide what kind of question you asked. A question about your meetings gets a meeting search. A general question gets a general answer.

The app makes that call from your words. These words tell it you mean your meetings:

• Meeting words: meeting, transcript, summary, recording, decision, action items, follow-up, next steps, agenda, minutes, speaker, takeaways.
• Recap phrases: "what did we decide", "what did we discuss", "what did we talk about", "last meeting".
• Detail words: quote, exact, verbatim, who said, timestamp, wording, transcript. These pull in the transcript, not just the summary.

So "What price did Dana give for the logo?" may get a general answer in the Home chat. "In my meetings, what price did Dana give for the logo?" gets a search. One word changes the result. Inside a single meeting you don't need this trick, because every question there counts as a question about that meeting.

Notice that some everyday words are not on the list. "Lecture", "class" and "call" don't count on their own. Add "recording" or "transcript" and they do.

10 questions that work

Ask for the decision and the reason

A good habit: ask for the decision and why it was made, in one question. "What did we decide about the price, and why?" gets you the answer plus the context you need to trust it. Then ask a follow-up in the same chat. The chat keeps the thread, so "And who agreed to that?" works as a second question.

Check the answer before you act on it

AI answers can miss things or mix two meetings up. That is true for every app in this space, and it is the reason MeetingsAI answers point back to their source.

When the Home or folder chat uses a meeting, it names the meeting with a link. Tap the link and the app opens that meeting. From there, check the part of the transcript the answer came from. For anything with money, dates or promises in it, do this every time. It takes ten seconds, and it is cheaper than a wrong email.

If the chat says it found nothing, it usually means one of three things. The meeting is not uploaded, your question had no meeting word, or the transcript spells a key name differently. Fix the one that fits and ask again.

Private Mode: ask without sending your notes to the cloud

Some meetings should never leave your phone. In Private Mode, the chat's AI runs on your device, using Apple Intelligence or a model you download. It works on Android too.

The trade-off is size. An AI small enough to run on a phone has less room to read with, so Private Mode chat works differently:

• It does not use the cloud search, so it does not search inside every transcript.
• It knows your 8 most recent meetings by title and date.
• When you name a meeting in your question, it reads that meeting's summary.

So in Private Mode, the best habit is simple. Find the meeting first, open it, and ask from inside it. Use the Home chat for "which meeting was it?" questions about recent meetings, and name the meeting when you can.

How other apps search across meetings

Cross-meeting search is now a standard feature, and each app draws the lines in a different place. From each company's help pages on 2026-11-03:

• Fireflies (Global AskFred) searches your past meetings and any apps you connect, like Gmail or Slack. Web search is off by default.
• Fellow (Ask Fellow) has an all-meetings mode and can search by meeting title, speakers, attendees, notes and transcripts.
• MeetGeek (Chat with Meetings) searches your most recent meetings. Its help page says 20 in one place and 50 in another, and allows 20 chat requests a day on every plan.
• Wispr Notetaker searches across meetings on Mac and Windows, with iPhone and Android on its roadmap.

Most of these are built around calendar calls on a computer, with a bot or a desktop app in the meeting. MeetingsAI is built for the phone in your pocket: in-person meetings, lectures, interviews and calls you record yourself, plus a chat that answers from your own notes. If your meetings happen on Zoom all day, a desktop tool may fit you better. If they happen at a table, in a classroom or on the move, a phone-first app is the one that captured them in the first place.

Frequently Asked Questions

Can AI search all my past meetings at once?

Yes. In MeetingsAI, the chat on the Home tab can search inside every meeting you uploaded to the cloud and pull the passages that match your question. It also knows your 20 most recent meetings by title and date. Put a meeting word like "meeting", "decision" or "action items" in your question so the app knows to search your meetings.

Why didn't the chat find a meeting I know exists?

The usual causes are simple. The meeting is not uploaded to the cloud, so the chat only knows its title. Your question had no meeting word, so it was treated as a general question. Or the transcript spells a key name differently. Fix the one that fits and ask again.

Does MeetingsAI upload my meetings to search them?

Not by itself. A meeting goes to cloud storage only when you tap "Upload to Cloud" in its menu. After that, the chat can search its whole transcript. If you keep a meeting on your phone, you can still ask about it from inside the meeting, or name it in the Home chat.

Can I search my meetings in Private Mode?

Yes, with limits. In Private Mode the AI runs on your phone, so it does not search inside every transcript. It knows your 8 most recent meetings and reads the summary of a meeting you name. For detailed questions, open the meeting and ask from inside it. Turn off web search if nothing should leave your phone.

How do I find who said something in a meeting?

Open the meeting and ask with a detail word, for example "Who said we should delay the beta?" or "Quote exactly what Sam said about the budget." Words like "who said", "quote" and "exact" make the chat read the transcript instead of only the summary. Speaker names come from the transcript, so check the quoted line before you rely on it.

Can I chat with just one folder of meetings?

Yes. Open the folder and tap "Chat with Folder". Answers then come only from meetings in that folder, which is useful for one client, project or class. Folder chat filters the best matches from your uploaded meetings, so specific questions with names, products or numbers work better than vague ones.

Conclusion

Searching across all your meetings with AI comes down to three choices. Ask in the smallest place that holds the answer. Put a meeting word in the question, and a detail word when you need the exact line. Upload the meetings you want to search, and check the answer against the transcript before you act on it.

Do that, and "which meeting was it?" turns into a ten-second question instead of an afternoon of scrolling. To try it on your own meetings, download MeetingsAI and start with one folder.