Key concepts

Runa is built around a small set of objects. Once you understand them, the rest of the app becomes intuitive.

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Organizations

An organization (sometimes shortened to “org” in the app) is the top-level container for a team. It owns the members, the org-wide folders, and the billing subscription. You can belong to multiple organizations and switch between them. Your Personal account is always present — it’s where private meetings live and isn’t part of any org. Organizations are managed from the sidebar Account button → View profile → Your organizations section. See User management for the invite flow.

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Folders

A folder holds a set of meetings. Folders are how you decide who can see what. Every folder has a visibility: And every folder has a role for each member who can access it:

• Owner — full control, can change visibility, can delete the folder.
• Editor — can add and edit meetings.
• Viewer — read-only.

Folder roles are independent from organization roles — being an Admin of your org doesn’t automatically make you the Owner of every folder in it.

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Meetings

A meeting is the central object in Runa. It carries:

• Title — auto-filled from the calendar event when available, editable.
• Date and duration.
• Participants — the people on the call.
• Segments — the transcript, as individual utterances with speaker label, timestamp, and text.
• Visibility — same set as folders: private, shared_contact, org, shared_link.
• Optional audio file — kept only if you have Save audio enabled (see Data & privacy).

Meetings are produced by two transcription pipelines under the hood:

• Realtime — streams audio while the call is happening so you can read the transcript live.
• Batch — re-processes the recording after the call to get a cleaner, more accurate transcript.

Both pipelines default to AssemblyAI Universal-3 Pro. You don’t choose providers from the UI — Runa manages this centrally so quality stays consistent across the product.

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Summaries

A summary is an LLM-generated digest of a meeting. Runa creates one automatically when the meeting ends, using the template you have set as default. Five built-in templates ship with the product:

• General
• Detailed
• Bullets
• Executive Summary
• Decisions

You can edit these or write your own from Settings → Summary templates. Custom templates can be set as the default for new meetings.

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Notes

A note is a free-form block of content attached to a meeting. Notes can be:

• User-authored — you type them.
• Workflow-generated — created by a workflow run (see below).

Action items and key takeaways live alongside the summary and can be edited like notes.

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Workflows

A workflow is Runa’s automation primitive. Each workflow runs on a trigger and performs an action — always with a human in the loop. Today there’s one trigger and two actions:

• Trigger: post_meeting — runs when a meeting finishes processing.
• Actions:
  • Suggest note edit — proposes a change to the meeting notes for you to accept or reject.
  • Workflow chat suggestion — surfaces a one-tap suggestion inline in the meeting view.

Workflows are scoped to a folder, not org-wide, so you can run different automations for different projects. Each one can be enabled or disabled without deleting it.

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Speaker memory

Runa learns who’s who across your meetings using speaker profiles and, if you opt in during onboarding, your voice signature. Three things to know:

• Speaker profiles are private to you by default. You can opt to share them org-wide.
• Voiceprints are AI-derived embeddings used to match the same speaker across meetings. They aren’t stored as biometric identifiers; see the Privacy Policy for the full stance.
• Voice signature publishing controls who else can match your voice in their meetings — choose between To my org, To contacts I share with, or Nowhere.

All speaker-memory toggles are in Settings → Speaker memory.

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Where these come together

A typical day looks like this:

1. A calendar event triggers a reminder.
2. You start a meeting → Runa captures audio locally and produces a live transcript.
3. The meeting ends → Runa runs the batch transcript, generates a summary from your default template, and saves the result to the right folder.
4. Any workflows scoped to that folder run and surface suggestions.
5. Speaker memory updates so the next meeting is more accurate.

That’s the loop. The rest of the docs zoom into each piece.