Troubleshooting

Always diagnose issues with a quick 30-second test recording before heading into an important meeting. After changing macOS system permissions or installing CLI tools, completely quit and restart Kapinote.

1. Microphone not capturing my voice

1. Open System Settings → Privacy & Security → Microphone and ensure Kapinote is enabled.
2. Quit and reopen Kapinote if prompted by macOS.
3. Check your macOS menu bar or Control Center to ensure the active microphone is not muted.
4. Close third-party apps or DAWs that might be holding exclusive hardware locks on the audio device.

2. Remote participant audio missing (system audio silent)

Recording Zoom, Teams, Google Meet, or web audio requires macOS system audio capture permissions:

1. Open System Settings → Privacy & Security → Screen & System Audio Recording, and enable Kapinote.
2. Completely restart Kapinote.
3. Play audio in your meeting app and verify that Kapinote's system audio meters fluctuate.
4. Resetting Access: If already enabled but still failing, toggle the permission off, re-enable it, and restart Kapinote.

3. Apple Speech unavailable or produces no text

• Confirm that your macOS version and language are supported by Apple on-device speech recognition.
• Ensure Kapinote is enabled under System Settings → Privacy & Security → Speech Recognition.
• Allow macOS time to finish downloading required language asset packages in the background.
• If the issue persists, switch to the local Qwen3-ASR model or a cloud provider.

4. Qwen3-ASR download or high latency issues

• Download Stalls: Verify a stable internet connection and at least 2 GB of free disk space. Keep the app open until the checksum finishes.
• Latency / Lag: Local inference utilizes Apple silicon neural engines and GPU cores. Close background games, heavy video renders, or intensive compilation tasks if transcription falls behind.

5. Cloud transcription API errors

• Credential Formatting: Re-paste your API key, making sure to strip any accidental whitespace, quotes, or newlines.
• Quota & Balance: Check your provider console to verify the API key has STT permissions and available billing balance.
• Base URL: Keep Kapinote's default Base URL unless routing through an intentional proxy. See Cloud transcription providers.
• Network Filters: Corporate VPNs and proxy firewalls may block WebSocket (wss://) connections. Test on an unrestricted network.

6. AI verification or summary failures

• Model Identifier: Verify that the Model name matches official provider syntax exactly (case-sensitive).
• Azure Deployment Name: Azure OpenAI requires the custom Deployment Name in the Model field.
• AWS Bedrock Region: Set the Base URL to the enabled AWS Region (e.g., us-east-1).
• Ollama: Confirm the Ollama app and menu bar icon are running. ollama run MODEL_NAME should answer normally in Terminal. Copy the exact name from ollama list into Kapinote and keep the Base URL at http://localhost:11434. See the complete Ollama setup and troubleshooting guide.
• Preserved Transcripts: If transcription succeeds but summary generation errors out, your meeting transcript remains intact. You can regenerate notes anytime after correcting your AI provider.

7. CLI provider command not found

1. Run the command directly in macOS Terminal (gemini, claude, copilot, codex) and verify authentication.
2. If Terminal works but Kapinote fails verification, quit and reopen Kapinote so it reloads system $PATH variables.
3. Keep the Model field blank initially to test the tool's configured default.

8. Search or chat missing meeting details

• Ensure the meeting has completed background processing and indexing.
• In global chat, explicitly attach relevant meetings using @; unselected meetings are not included in the AI context.

If issues persist, generate a privacy-preserving Diagnostic Report and include the timestamp, provider name, and error message when seeking assistance.