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2026-09-30 00:43:24 +07:00

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MeetVault

MeetVault is a self-hosted meeting recording and intelligence platform.

The user machine handles meeting recording and local transcription. The backend handles authentication, meeting metadata, transcript ingestion, summarization jobs, task extraction, reminder scheduling, and persistent storage.

Large media files are stored in SeaweedFS through its S3-compatible API, while PostgreSQL stores structured application data.

Architecture Overview

User Machine

The browser or desktop application is responsible for:

Recording meeting audio/video
Running local speech-to-text using Whisper, whisper.cpp, or another local STT engine
Sending the generated transcript to the backend
Uploading large media files directly to SeaweedFS using presigned URLs

Local transcription keeps transcription compute and cost on the user's device rather than on the backend.

Backend Infrastructure

The backend API is responsible for:

Authentication
User management
Meeting management
Presigned upload URL generation
Transcript ingestion
Summarization job creation
Action-item extraction
Reminder scheduling
Job status tracking

PostgreSQL stores structured application data such as users, meetings, transcripts, summaries, tasks, schedules, and processing jobs.

SeaweedFS stores the actual large binary files such as:

Video
Audio
Thumbnails
Attachments
Exported files

Data Flow

User machine
    │
    ├── video ─────────────────────────────► SeaweedFS
    │
    └── local transcript ────────────────► PostgreSQL
                                             │
                                             ▼
                                    processing_jobs
                                             │
                                       Summarizer
                                             │
                               ┌─────────────┴─────────────┐
                               ▼                           ▼
                        meeting_tasks              meeting_summaries
                               │
                               ▼
                       meeting_schedules
                               │
                               ▼
                        Reminder Worker

Database Design

users
 │
 ├──── auth_identities
 │
 ├──── subscriptions
 │
 ├──── meetings
 │       │
 │       ├──── meeting_files ─────────► SeaweedFS
 │       │
 │       ├──── transcripts
 │       │
 │       ├──── meeting_summaries
 │       │
 │       ├──── meeting_tasks
 │       │          │
 │       │          └──── meeting_schedules
 │       │
 │       └──── processing_jobs
 │
 └──── meeting_schedules

PostgreSQL Schema

Enable UUID Generation

CREATE EXTENSION IF NOT EXISTS pgcrypto;

Users

CREATE TABLE users (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    email VARCHAR(320) UNIQUE NOT NULL,
    display_name VARCHAR(255),

    identification_status VARCHAR(30)
        NOT NULL DEFAULT 'unidentified'
        CHECK (
            identification_status IN (
                'unidentified',
                'pending',
                'identified',
                'rejected'
            )
        ),

    account_status VARCHAR(30)
        NOT NULL DEFAULT 'active'
        CHECK (
            account_status IN (
                'active',
                'suspended',
                'disabled'
            )
        ),

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),
    updated_at TIMESTAMPTZ NOT NULL DEFAULT NOW()
);

Authentication Identities

Supports local login and external providers such as Google or Microsoft.

CREATE TABLE auth_identities (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    user_id UUID NOT NULL
        REFERENCES users(id)
        ON DELETE CASCADE,

    provider VARCHAR(50) NOT NULL,

    provider_user_id VARCHAR(255),
    password_hash TEXT,

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),

    UNIQUE(provider, provider_user_id)
);

Typical providers:

local
google
microsoft

Subscriptions

CREATE TABLE subscriptions (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    user_id UUID NOT NULL
        REFERENCES users(id)
        ON DELETE CASCADE,

    plan VARCHAR(50)
        NOT NULL DEFAULT 'free',

    status VARCHAR(30)
        NOT NULL DEFAULT 'active'
        CHECK (
            status IN (
                'active',
                'trialing',
                'past_due',
                'cancelled',
                'expired'
            )
        ),

    provider VARCHAR(50),

    provider_customer_id VARCHAR(255),
    provider_subscription_id VARCHAR(255),

    current_period_start TIMESTAMPTZ,
    current_period_end TIMESTAMPTZ,

    cancel_at_period_end BOOLEAN
        NOT NULL DEFAULT FALSE,

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),
    updated_at TIMESTAMPTZ NOT NULL DEFAULT NOW()
);

Meetings

CREATE TABLE meetings (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    owner_user_id UUID NOT NULL
        REFERENCES users(id)
        ON DELETE CASCADE,

    title VARCHAR(500),
    description TEXT,

    started_at TIMESTAMPTZ,
    ended_at TIMESTAMPTZ,

    timezone VARCHAR(100),

    status VARCHAR(30)
        NOT NULL DEFAULT 'created'
        CHECK (
            status IN (
                'created',
                'recording',
                'uploading',
                'transcribing',
                'processing',
                'ready',
                'failed',
                'archived',
                'deleted'
            )
        ),

    metadata JSONB NOT NULL DEFAULT '{}',

    deleted_at TIMESTAMPTZ,

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),
    updated_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),

    CHECK (
        ended_at IS NULL
        OR started_at IS NULL
        OR ended_at >= started_at
    )
);

Summaries are stored separately in meeting_summaries.

Meeting Files

This table stores file metadata only. The actual media files are stored in SeaweedFS.

CREATE TABLE meeting_files (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    meeting_id UUID NOT NULL
        REFERENCES meetings(id)
        ON DELETE CASCADE,

    uploaded_by UUID
        REFERENCES users(id)
        ON DELETE SET NULL,

    file_type VARCHAR(50)
        NOT NULL
        CHECK (
            file_type IN (
                'video',
                'audio',
                'thumbnail',
                'attachment',
                'export'
            )
        ),

    original_filename VARCHAR(500),
    mime_type VARCHAR(150),

    storage_provider VARCHAR(30)
        NOT NULL DEFAULT 'seaweedfs',

    storage_bucket VARCHAR(255) NOT NULL,
    storage_key TEXT NOT NULL,

    size_bytes BIGINT
        CHECK (
            size_bytes IS NULL
            OR size_bytes >= 0
        ),

    checksum VARCHAR(255),

    upload_status VARCHAR(30)
        NOT NULL DEFAULT 'pending'
        CHECK (
            upload_status IN (
                'pending',
                'uploading',
                'uploaded',
                'failed',
                'deleted'
            )
        ),

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),

    UNIQUE(storage_provider, storage_bucket, storage_key)
);

Example SeaweedFS object path:

meeting-storage/
users/{user_id}/
meetings/{meeting_id}/
original/
recording.webm

Transcripts

Transcription happens locally on the user's machine and is uploaded to the backend afterward.

CREATE TABLE transcripts (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    meeting_id UUID NOT NULL
        REFERENCES meetings(id)
        ON DELETE CASCADE,

    source VARCHAR(30)
        NOT NULL DEFAULT 'local'
        CHECK (
            source IN (
                'local',
                'imported'
            )
        ),

    engine VARCHAR(100),
    language VARCHAR(20),

    version INTEGER
        NOT NULL DEFAULT 1
        CHECK (version > 0),

    is_active BOOLEAN
        NOT NULL DEFAULT TRUE,

    plain_text TEXT,
    transcript_json JSONB,

    duration_seconds NUMERIC(12,2)
        CHECK (
            duration_seconds IS NULL
            OR duration_seconds >= 0
        ),

    status VARCHAR(30)
        NOT NULL DEFAULT 'uploaded'
        CHECK (
            status IN (
                'uploaded',
                'processing',
                'ready',
                'failed'
            )
        ),

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),
    updated_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),

    UNIQUE(meeting_id, version)
);

Example transcript JSON:

{
  "segments": [
    {
      "speaker": "Speaker 1",
      "start": 4.2,
      "end": 9.8,
      "text": "Let's review the deployment."
    }
  ]
}

Meeting Summaries

CREATE TABLE meeting_summaries (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    meeting_id UUID NOT NULL
        REFERENCES meetings(id)
        ON DELETE CASCADE,

    summary_type VARCHAR(50)
        NOT NULL DEFAULT 'general',

    content TEXT NOT NULL,

    model VARCHAR(100),

    metadata JSONB NOT NULL DEFAULT '{}',

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW()
);

Possible summary types:

general
short
executive
technical
action-focused

Meeting Tasks

CREATE TABLE meeting_tasks (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    meeting_id UUID NOT NULL
        REFERENCES meetings(id)
        ON DELETE CASCADE,

    assigned_user_id UUID
        REFERENCES users(id)
        ON DELETE SET NULL,

    title VARCHAR(500) NOT NULL,
    description TEXT,

    due_at TIMESTAMPTZ,

    status VARCHAR(30)
        NOT NULL DEFAULT 'open'
        CHECK (
            status IN (
                'open',
                'in_progress',
                'completed',
                'cancelled'
            )
        ),

    source VARCHAR(30)
        NOT NULL DEFAULT 'ai'
        CHECK (
            source IN (
                'ai',
                'manual',
                'imported'
            )
        ),

    source_metadata JSONB,

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),
    updated_at TIMESTAMPTZ NOT NULL DEFAULT NOW()
);

Meeting Schedules / Reminders

CREATE TABLE meeting_schedules (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    meeting_id UUID NOT NULL
        REFERENCES meetings(id)
        ON DELETE CASCADE,

    task_id UUID
        REFERENCES meeting_tasks(id)
        ON DELETE CASCADE,

    user_id UUID NOT NULL
        REFERENCES users(id)
        ON DELETE CASCADE,

    schedule_type VARCHAR(50) NOT NULL,

    scheduled_at TIMESTAMPTZ NOT NULL,

    status VARCHAR(30)
        NOT NULL DEFAULT 'pending'
        CHECK (
            status IN (
                'pending',
                'processing',
                'executed',
                'failed',
                'cancelled'
            )
        ),

    payload JSONB NOT NULL DEFAULT '{}',

    executed_at TIMESTAMPTZ,

    attempts INTEGER
        NOT NULL DEFAULT 0,

    last_error TEXT,

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW(),
    updated_at TIMESTAMPTZ NOT NULL DEFAULT NOW()
);

Example reminder payload:

{
  "channel": "email",
  "message": "Prepare the deployment report"
}

Processing Jobs

MeetVault can use PostgreSQL itself as the first job queue.

CREATE TABLE processing_jobs (
    id UUID PRIMARY KEY DEFAULT gen_random_uuid(),

    meeting_id UUID
        REFERENCES meetings(id)
        ON DELETE CASCADE,

    job_type VARCHAR(50)
        NOT NULL
        CHECK (
            job_type IN (
                'summarize_meeting',
                'extract_action_items',
                'generate_reminders'
            )
        ),

    status VARCHAR(30)
        NOT NULL DEFAULT 'queued'
        CHECK (
            status IN (
                'queued',
                'running',
                'completed',
                'failed',
                'cancelled'
            )
        ),

    priority SMALLINT
        NOT NULL DEFAULT 0,

    attempts INTEGER
        NOT NULL DEFAULT 0,

    max_attempts INTEGER
        NOT NULL DEFAULT 3
        CHECK (max_attempts > 0),

    input_data JSONB,
    output_data JSONB,

    error_message TEXT,

    available_at TIMESTAMPTZ
        NOT NULL DEFAULT NOW(),

    locked_at TIMESTAMPTZ,
    locked_by VARCHAR(255),

    started_at TIMESTAMPTZ,
    completed_at TIMESTAMPTZ,

    created_at TIMESTAMPTZ NOT NULL DEFAULT NOW()
);

Example job pickup query:

SELECT *
FROM processing_jobs
WHERE status = 'queued'
AND available_at <= NOW()
ORDER BY priority DESC, created_at
FOR UPDATE SKIP LOCKED
LIMIT 1;

This allows multiple workers without two workers processing the same job.

Redis or another dedicated queue can be added later if required.

Indexes

CREATE INDEX idx_meetings_owner
ON meetings(owner_user_id);

CREATE INDEX idx_meetings_owner_started
ON meetings(owner_user_id, started_at DESC);

CREATE INDEX idx_meetings_status
ON meetings(status);

CREATE INDEX idx_meeting_files_meeting
ON meeting_files(meeting_id);

CREATE INDEX idx_transcripts_meeting
ON transcripts(meeting_id);

CREATE INDEX idx_transcripts_active
ON transcripts(meeting_id, is_active);

CREATE INDEX idx_summaries_meeting
ON meeting_summaries(meeting_id);

CREATE INDEX idx_tasks_meeting
ON meeting_tasks(meeting_id);

CREATE INDEX idx_tasks_assigned_user
ON meeting_tasks(assigned_user_id);

CREATE INDEX idx_schedules_due
ON meeting_schedules(status, scheduled_at);

CREATE INDEX idx_processing_jobs_queue
ON processing_jobs(status, available_at, priority DESC);

The most important worker indexes are:

meeting_schedules(status, scheduled_at)
processing_jobs(status, available_at, priority)

Automatic `updated_at`

PostgreSQL does not automatically modify updated_at when a row changes.

Create a shared trigger function:

CREATE OR REPLACE FUNCTION set_updated_at()
RETURNS TRIGGER AS $$
BEGIN
    NEW.updated_at = NOW();
    RETURN NEW;
END;
$$ LANGUAGE plpgsql;

Apply it to relevant tables:

CREATE TRIGGER trg_users_updated_at
BEFORE UPDATE ON users
FOR EACH ROW
EXECUTE FUNCTION set_updated_at();

CREATE TRIGGER trg_subscriptions_updated_at
BEFORE UPDATE ON subscriptions
FOR EACH ROW
EXECUTE FUNCTION set_updated_at();

CREATE TRIGGER trg_meetings_updated_at
BEFORE UPDATE ON meetings
FOR EACH ROW
EXECUTE FUNCTION set_updated_at();

CREATE TRIGGER trg_transcripts_updated_at
BEFORE UPDATE ON transcripts
FOR EACH ROW
EXECUTE FUNCTION set_updated_at();

CREATE TRIGGER trg_tasks_updated_at
BEFORE UPDATE ON meeting_tasks
FOR EACH ROW
EXECUTE FUNCTION set_updated_at();

CREATE TRIGGER trg_schedules_updated_at
BEFORE UPDATE ON meeting_schedules
FOR EACH ROW
EXECUTE FUNCTION set_updated_at();

Final Architecture

                     MeetVault

                   USER MACHINE
                        │
             ┌──────────┴──────────┐
             │                     │
         Recording             Local STT
             │                 Whisper
             │                     │
             ▼                     ▼
        Video/audio            Transcript
             │                     │
             │                     ▼
             │                Backend API
             │                     │
             │                     ▼
             │                PostgreSQL
             │                     │
             │              processing_jobs
             │                     │
             │                     ▼
             │              Summary Worker
             │                /         \
             │               /           \
             ▼              ▼             ▼
        SeaweedFS      meeting_tasks   summaries
                            │
                            ▼
                     meeting_schedules
                            │
                            ▼
                     Reminder Worker

Recommended MVP Stack

A practical first implementation could use:

Frontend
React / Next.js

Backend
FastAPI or Node.js

Database
PostgreSQL

Media Storage
SeaweedFS

Local Transcription
Whisper / whisper.cpp

Backend Jobs
PostgreSQL processing_jobs

Workers
Summarization Worker
Reminder Worker

For the first version, MeetVault does not require:

Kafka
Elasticsearch
Kubernetes
A vector database
A separate microservice architecture
Redis, unless job volume grows enough to justify it

PostgreSQL + SeaweedFS + the backend API + workers is sufficient for the MVP and leaves room to scale later.

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