HarkenAI Desktop for Mac

HarkenAI Desktop is a Mac menu-bar app that captures the audio from your meetings and turns it into transcripts, summaries, identified people, insights, and action items — all synced to your HarkenAI account.

It works with any app that plays audio on your Mac, including Zoom, Microsoft Teams, Slack huddles, and Google Meet. Nothing joins your call as a bot — HarkenAI captures the audio quietly in the background from the menu bar.

• macOS 13 (Ventura) or later
• Apple Silicon or Intel Mac
• A free HarkenAI account (you can sign up in a minute)

Install HarkenAI Desktop from the Mac App Store. See the download page for the App Store link and step-by-step install instructions.

Open HarkenAI Desktop and sign in with your HarkenAI account. The first time you sign in, a short setup walks you through three steps:

1. Connect Zoom (optional) — lets HarkenAI label meeting participants by their real names.
2. Microphone & privacy consent — grant microphone access and acknowledge that your audio is sent to third-party AI services for transcription and insights. Review the privacy policy to see exactly how your data is used.
3. Calendar reminders (optional) — reminds you about five minutes before a meeting so you never forget to record.

Click the HarkenAI icon in the menu bar to open the popover. Give the session an optional name, then click Start Recording.

While recording, the popover shows:

• A live timer and a recording indicator
• How many audio chunks have uploaded
• A Capture meeting screen button (see below)
• A Stop Recording button to end the session

You can keep working while it records. Open the main window any time with ⌘O, or quit HarkenAI from the menu-bar popover.

Connecting your Zoom account lets HarkenAI label meeting participants by name and detect when you are in a Zoom meeting, making your transcripts and insights more useful.

Connecting HarkenAI to Zoom

Prerequisites: a HarkenAI account (signed in) and a Zoom account.

1. Open HarkenAI Desktop and open the main window (menu-bar icon → Open HarkenAI Window, or press ⌘O).
2. Go to Settings → Integrations and click Connect Zoom. (You are also offered this on first launch.)
3. Your web browser opens Zoom's authorization page. Review the requested permissions and click Allow.
4. When you see "Zoom Connected," return to HarkenAI — Settings → Integrations now shows Connected.

Trouble connecting? See Troubleshooting.

What you can do once connected

• Identify participants by name— speakers in your transcripts and insights are labelled with real names instead of "Speaker 1."Prerequisites: Zoom connected; a recorded Zoom meeting.
• Automatic meeting detection— HarkenAI notices when a Zoom meeting is in progress and shows "Zoom meeting in progress" so you can record in one click.Prerequisites: Zoom connected; you are in a Zoom meeting.
• Auto-record Zoom meetings — recording starts automatically when a Zoom meeting begins, with a ten-second window to cancel.Prerequisites: Zoom connected; Auto-record Zoom meetings enabled (popover or Settings → Recording); microphone and Screen Recording permissions.
• Meeting reminders — HarkenAI can remind you to record upcoming meetings so you never miss one.Prerequisites:calendar access granted (Settings → Recording), and/or Zoom connected for your upcoming Zoom meetings.

While a recording is in progress, click Capture meeting screen to attach a screenshot of the meeting window to the session — handy for slides, shared documents, or whiteboards. Captured images appear alongside the session in the web dashboard and the iOS app.

When a meeting ends, HarkenAI transcribes the audio and runs AI analysis. Within a few minutes the finished session appears in your dashboard and syncs to the HarkenAI iOS app.

Each session includes:

• A full transcript with speakers
• A concise summary
• The people who took part
• Key insights and topics
• Suggested action items

• General — launch HarkenAI at login; show a prompt when a meeting is detected.
• Recording — auto-record Zoom meetings; set a maximum recording length (1 to 12 hours); automatically stop after one minute of silence (with a 60-second warning first).
• Audio — check your Screen Recording permission, which HarkenAI uses to capture system audio.
• Integrations — connect or disconnect your Zoom account.
• Account — view your profile, or permanently delete your account and all data.
• About — app version and links.

Always let participants know when you are recording. Laws about recording consent vary by location, and complying with the rules in your jurisdiction is your responsibility — we recommend informing everyone on the call. For details on how your data is handled, see our privacy policy.

Disconnect Zoom

To stop the Zoom integration, open Settings → Integrations and click Disconnect. HarkenAI immediately revokes its access to your Zoom account and deletes your stored Zoom credentials. Your existing meeting notes and transcripts — including the speaker names already in them — are kept.

Remove HarkenAI from your Zoom account

You can also de-authorize HarkenAI from Zoom directly:

1. Sign in to the Zoom App Marketplace.
2. Click your name → Manage → Added Apps.
3. Find HarkenAI and click Remove.

What de-authorization means

Once you disconnect or remove the app, HarkenAI can no longer access your Zoom account. Zoom-dependent features stop working: meetings are no longer auto-detected, auto-record for Zoom no longer triggers, participant names are no longer added, and Zoom-based meeting reminders stop.

How we remove your data

When you disconnect in the app,we revoke HarkenAI's Zoom access token with Zoom and delete your stored Zoom credentials and connection details. Your recordings, notes, and transcripts — including the speaker names already in them — are kept.

When you remove HarkenAI from the Zoom Marketplace (de-authorize),we do all of the above and also delete the data we obtained from Zoom's API — the participant roster (names and emails) and meeting IDs stored on your sessions. This happens automatically the moment Zoom notifies us. Your own transcripts and notes remain unless you delete them.

Uninstall the app or delete your account

To remove the desktop app, quit HarkenAI (menu-bar icon → Quit HarkenAI) and drag HarkenAI from your Applications folder to the Trash. To erase your entire HarkenAI account and all associated data, open Settings → Account → Delete Account.