Recording a training session, a workshop or a seminar

A training session can run half a day, bring together fifteen people, involve several speakers and stop for lunch. So it is not simply a meeting that lasts longer.

Note-taking tools are often designed for one-hour meetings. For a longer session, other problems can appear: the length of the recording, the breaks, and identifying the different speakers.

What makes a session different from a meeting?

For a meeting, you usually want a summary that participants can read back. For a training session, the final document also has to work for people who were not there. It can also be useful as a record of the session.

In practice, you therefore need to be able to:

start the recording → run for several hours → handle the break → resume → obtain a usable document.

And it is at each of those steps that problems can appear.

Duration

You start the recording at the beginning of a session meant to run all morning. At the end, you expect to find the transcript of the whole session.

But what happens if the recording stops before the end, or if the transcript is incomplete? You can end up with only part of the training, or lose the recording altogether.

That is what happened to Leexi users: a whole morning had been recorded, but only two minutes then appeared in the output. In another case, the recording of a video training session from 2 pm to 4 pm could not be found.

The problem is simple: if you discover it at the end of the training, it is too late to start over.

For a long session, run a check during the training. Simply confirm that the recording is still running and that it will be retrievable afterwards.

Breaks

The lunch break raises another problem.

Picture a training session from 9 am to 5 pm with a break between noon and 2 pm. If you use a single recording for the whole day, it may be better to end the first recording before the break, then start a new one when you resume.

Problems can indeed occur when trying to resume a recording after an interruption. During a workshop held in two parts with a lunch break, the recording was ultimately not transcribed.

Another situation: the recording is started on a phone, then resumed on a computer after a break. Here too, the recording may not be retrieved correctly.

For a training session interrupted by a break, make two recordings: one in the morning and one in the afternoon.

It is easier to monitor, and it saves you from discovering at the end that a whole part of the session is missing.

The number of speakers

With fifteen people in a session, a summary that does not let you tell who said what quickly becomes hard to use.

So it is better to prepare speaker identification before the session, in particular by adding their names to the vocabulary. If your sessions are held in several languages, the page on transcribing a multilingual meeting adds to this point.

The webinar, a case of its own

A webinar does not work exactly like a standard meeting.

In a webinar, the people presenting the session and those attending are not handled in the same way. Adding the assistant may therefore not work as it would in a standard meeting.

Users have reported this problem with sessions created as webinars in their video conferencing tool.

If you use a webinar, check that Leexi can join the session before you start your training.

What do you do with the content after the session?

There is not necessarily a single document to produce after a training session. It depends on what you want to do with it.

The most common needs are:

• material for people who could not attend;
• the summary sent to participants;
• reusing the content to prepare the next session.

For a training organisation, it may for instance be more useful to obtain a session report than a simple meeting summary.

Reusing several sessions at once

A training session is rarely held only once. When the same organisation repeats a session, being able to work across several recordings therefore becomes particularly valuable.

You may for example want to apply the same summary template to several recordings, rather than handling each meeting one by one.

Another possible need: exporting several transcripts at once, in particular when you want to keep the previous sessions.

This need is fairly specific to training: the same content comes back from one session to the next. Being able to find earlier transcripts easily and handle them the same way is therefore useful.

Can you prove a participant was present?

For training organisations, this question is different from the one about the summary.

You may need to know whether a trainee was actually present during a session, and possibly during which period they were connected.

A note-taking tool can produce the list of participants along with their speaking time. But that does not necessarily amount to proof of attendance.

Two problems arise:

• a person can be present without speaking;
• the evidential value of an automatic record depends on what your certification body accepts.

So before relying on this information, check directly with Leexi and with your certification body. The need matters particularly for organisations that have to keep records as part of their certifications.

Who is speaking, and how do you find them in a group?

In a session with several speakers, identifying who is talking quickly becomes important.

Picture a session with a lead trainer, an outside speaker and several participants. If the voices are poorly identified in the transcript, it becomes hard to know who explained what.

Problems of this kind have been reported: a person could appear as unavailable in the participant list, with a zero-minute connection and no detail. In another case, some passages of the transcript were attributed to an additional speaker although they did not belong to the meeting.

In a training session, this kind of error can make the final document hard to use, especially for someone who was not present.

Two precautions limit the problem:

• add the speakers' names to the vocabulary before the session;
• check the list of speakers as soon as the first output is available.

For a session run in a room, recording from the mobile app avoids depending on video conferencing.

What should you configure before the first session?

Before starting a training session, three settings matter particularly: the conversation type, the summary template and the vocabulary.

The conversation type tells the tool the context in which the session takes place. The template then determines how the information will be organised in the final document.

If you use a template designed for a standard meeting, you may for instance get a document focused on decisions and next steps, when for a training session you will rather need the content covered, the running order and the questions asked.

Vocabulary, for its part, helps recognise speakers' names, technical terms and module names.

So the configuration has to be done before the first session. Once set up correctly, it can then be reused for later sessions.

How do you record a session with Leexi?

1. Create the session as a meeting

If your video conferencing tool offers a webinar format, first check that Leexi can join the session there.

2. Split the day

If the training runs in the morning and then the afternoon, make two recordings.

One session in the morning and another in the afternoon are preferable to a single interrupted recording.

3. Load the vocabulary

Add the speakers' names, the module names and the terms specific to the subject or the training.

4. Choose a suitable template

A template designed for a meeting will, for instance, bring out the next steps.

For a training session, you will rather need a document that covers the running order of the session, the topics addressed and the questions asked.

5. Check during the session

Do not settle for checking at the end. Run a mid-session check to make sure the recording is still running.

6. Read before you circulate

The document may be sent to people who did not attend the session. An error a participant would overlook can therefore be far more troublesome for someone who was absent.

What mistakes should you avoid?

1. Pausing the recording

This is one of the costliest mistakes, because you may only notice at the end.

If your training includes a long break, particularly lunch, make two separate recordings instead.

2. Creating the session as a webinar without checking

If you use a webinar, check that Leexi can join the session before you start the training.

3. Waiting until the end to check

If the recording stops after an hour while your training runs four, you risk only noticing once the session is over.

A simple check during the training catches the problem far earlier.

4. Relying on default settings

The conversation type and the template used both affect the document you get.

For a training session, take a few minutes to choose a template suited to the result you want.

5. Leaving names to chance

With fifteen participants, a summary in which contributions are misattributed becomes hard to use.

Add the speakers' names to the vocabulary before the session, then check that identification is working correctly.

6. Presenting the report as proof of attendance without checking

The list of participants and speaking time may be available. That does not automatically mean they count as recognised proof of attendance for your certification.

Check this point with your certification body.

What difficulties do users actually run into?

Out of 1,141 requests received by Leexi support between January and June 2026, 9 concern a training session, a workshop or a seminar. The subject also appears in more than 350 demonstration meetings and customer conversations over the same period, including 249 where the customer raises it.

What these requests mostly show is that the difficulties concern capture itself: the length of the recording, the breaks, the format of the meeting, or an output that cannot be found.

Before a session, the question is therefore not only whether the summary will be good.

You also have to check four things:

does the recording hold for the whole session → what happens during the break → who is speaking → and what document will remain for the people who were not there?

Recording a session: what to remember

Before your first recorded training session, check these six points:

• Format: is your session created as a meeting or as a webinar?
• Splitting: have you planned one recording per half day?
• Vocabulary: have the names of speakers and modules been loaded?
• Template: do you need a session report rather than a list of next steps?
• Checking: does someone verify during the session that the recording is working?
• Circulation: who reads the document before it goes out to people who were absent?

And if you are a certified organisation, add one final check:

What record does your certification body accept, and did you get that confirmation before relying on it?

Frequently asked questions

Can a training session of several hours be recorded in one go?

That is a point to check before your first session.

If your training runs several hours, make sure the recording can cover the whole session. The catch is that a recording can seem to work at the start and turn out incomplete at the end.

A check during the training lets you verify that before it is too late.

What happens during the lunch break?

The safest approach is to create two separate recordings.

If your training runs in the morning and then the afternoon, end the first recording before the break and start a new one when you resume.

That way you avoid depending on a recording that has to be interrupted and then resumed several hours later.

Are webinars covered?

Not in the same way as a standard meeting.

A training session created as a webinar may follow different rules for speakers and attendees.

If you use a webinar, check that Leexi can join the session before you start your training.

Can you prove a trainee was present?

The tool can produce the list of participants and their speaking time.

But proof of attendance in the context of a certification is another matter. A participant can attend a whole session without speaking.

So check with Leexi what the report contains exactly, and ask your certification body what it accepts.

Can several sessions be handled at once?

This is particularly useful if you run the same training regularly.

You may need to apply the same template to several recordings, or to export several transcripts at once.

Check what is available if you have a large number of sessions to handle.

Do you need a different summary template for a training session?

Yes, and it is a setting that can change the result considerably.

A meeting summary is generally focused on decisions and next steps. For a training session, you will rather want the running order, the topics covered, the questions and the important information passed on during the session.

So choose a template that matches that use.

Do participants have to be told about a training session?

Yes, as for any recorded meeting. Participants have to be informed before the recording starts.

The applicable framework is detailed on the page about recording a professional meeting.

If your session takes place in person, the page on recording an in-person meeting also covers capture and informing the people in the room.

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