DolphinTeams AI Smart Meeting Device — User Manual

Table of Contents

• 1. Product Overview
• 2. Before You Start
• 3. Using the Features
• 4. Management
• 5. Connecting DolphinTeams with Third-Party Meeting Platforms
• 6. Customer Service & Technical Support

1. Product Overview

1.1 Product Introduction

The DolphinTeams AI smart meeting device is an AI-equipped meeting device designed for meetings, business negotiations, and remote communication. It offers features such as speech recognition, real-time caption display, multilingual translation, and automatic meeting minutes, helping you record and share meeting content more efficiently.

DolphinTeams home screen with the main AI meeting feature menu

1.2 Main Features

1. AI Shorthand: Transcribes meeting audio in real time and organizes the key points.
2. AI Simultaneous Interpretation: Supports real-time interpretation across multiple languages.
3. AI Translator: Provides translation display and voice read-aloud for face-to-face conversations.
4. Floating Captions: Overlays captions on top of other apps without interrupting your work.
5. AI Voice Assistant: Supports voice activation and voice control.
6. Multi-Screen Sharing: Shares meeting content via QR code or casting code.
7. Multi-Device Collaboration: Works with desktop clients and peripheral devices.
8. Automatic Minutes: Helps you organize and summarize meeting content.

1.3 Highlights

1. Handles meeting recording, translation, and automatic minutes in a single device.
2. Equipped with a dedicated meeting microphone, a 360° camera, and dual touchscreens.
3. Supports common interfaces such as USB, HDMI, and Type-C.
4. Supports more than 140 languages for multilingual communication.
5. Allows flexible settings such as voice wake-up, custom terminology dictionaries, and display language.
6. Supports on-premises deployment to meet data protection requirements.

2. Before You Start

2.1 Device Authorization

After turning on the device, if you tap any feature on the home screen and see the message "This device is not authorized. Please contact the administrator," share the device number shown on screen with the administrator and request authorization. Once authorization is complete, all features become available.

2.2 Pre-Use Checklist

Please confirm the following before use:

1. Device authorization is complete. (Required)
2. The network connection is stable. (Required)
3. Any required peripherals, such as external displays, are connected.
4. If you plan to use screen sharing or device collaboration, prepare the corresponding devices in advance.

3. Using the Features

3.1 AI Shorthand

3.1.1 How to Start

On the home screen, tap AI Shorthand to open the meeting shorthand screen.

3.1.2 Operating Steps

1. Tap Start at the bottom of the screen to begin meeting shorthand.
2. Tap the language area at the top to select the recognition language and translation language.
3. Before the meeting starts, tap History in the bottom-left to view past records.
4. Tap the left button in the bottom-right to switch to the desktop screen while keeping floating captions visible.
5. Tap the right button in the bottom-right to view the AI real-time meeting minutes.
6. Tap Share in the top-right to view the QR code and casting code.
7. Tap the end button at the bottom of the screen, or the back button in the top-left, to end the current meeting.

AI Shorthand recognition screen with transcript controls on DolphinTeams

3.1.3 Sharing Options

• QR Code: Scan it with a smartphone to view the current meeting content in real time as text.
• Casting Code: Enter the code in the DolphinTeams desktop client to view the meeting content in sync.

3.2 AI Simultaneous Interpretation

3.2.1 How to Start

On the home screen, tap AI Simultaneous Interpretation to open the interpretation screen.

3.2.2 Operating Steps

1. Tap the play button at the bottom of the screen to start simultaneous interpretation.
2. In the language settings at the top, set the source and target languages.
3. Before the meeting starts, tap History in the bottom-left to view past interpretation records.
4. Use the left button in the bottom-right to toggle floating captions on and off.
5. Use the right button in the bottom-right to view AI real-time key points and switch the summary language.
6. Tap Share in the top-right to view the QR code and casting code.
7. Tap the end button at the bottom of the screen, or the back button in the top-left, to end the current meeting.

AI Simultaneous Interpretation screen during live interpretation on DolphinTeams

AI real-time meeting minutes panel during simultaneous interpretation

3.2.3 Sharing Options

• QR Code: View the current meeting content in real time as text from a smartphone.
• Casting Code: Enter the code in the DolphinTeams desktop client or a compatible device to connect to the meeting.

Share meeting QR code and casting code screen in DolphinTeams

3.2.4 Casting

During a meeting, you can use the "Copy Link" feature within the projection view to generate an access link for the meeting content. When a third-party device opens that link, it can view the text currently shown in the meeting in real time, enabling simultaneous display across multiple devices.

Screen projection link sharing view for simultaneous interpretation

3.2.5 Using Terminology (Hot Words)

Before starting a meeting, you can select an existing terminology dictionary or add new hot words to an existing dictionary. After selecting the dictionary you want to use, tap the Start Meeting button and the selected dictionary will be applied automatically during recognition.

Terminology dictionary selection before AI simultaneous interpretation

You can create, edit, and manage terminology dictionaries under Management → My Dictionary.

3.2.6 Using Word Substitution

Before starting a meeting, you can select an existing word-substitution dictionary or add new substitution rules (the original word and the replacement word) to an existing dictionary. After selecting the dictionary you want to use, tap the Start Meeting button and the substitution rules in the selected dictionary will be applied automatically during text processing.

Word substitution dictionary selection before AI simultaneous interpretation

You can create, edit, and manage word-substitution dictionaries under Management → My Dictionary.

3.3 Floating Captions

3.3.1 How to Start

You can enable it using either of the following methods:

1. Tap Floating Captions on the home screen.
2. Tap the caption button on the AI Shorthand or AI Simultaneous Interpretation screen.

Floating Captions entry on the DolphinTeams home screen

Floating captions toggle in AI simultaneous interpretation

3.3.2 Usage

Once floating captions are enabled, you can minimize the meeting screen while captions continue to display. Combined with online meeting apps such as Zoom, you can review the conversation in real time.

There are two display modes:

1. No-Translation Mode: Shows only the original caption. Best suited for AI Shorthand.
2. Translation Mode: Shows both the original and the translated text at the same time. Best suited for AI Simultaneous Interpretation.

3.4 AI Translator

3.4.1 How to Start

On the home screen, tap AI Translator to open the translation screen.

3.4.2 Operating Steps

1. Tap the start button at the bottom of the screen to begin real-time translation.
2. In the language settings at the top, select the input and output languages.
3. Before translation starts, tap History in the bottom-left to view past translation records.
4. Use the first button in the top-right to switch between split-screen view and chat view.
5. Use the second button in the top-right to configure voice type, read-aloud speed, and font size.
6. Use the button in the bottom-right to switch to walkie-talkie mode, where you can advance the translation manually for each utterance.

AI Translator voice tone, speed, and font size settings

AI Translator in-progress conversation screen

3.5 Meeting Records

3.5.1 Transcripts

The meeting transcript fully preserves the audio transcription and translation content from the meeting and displays speech information in chronological order. You can review the full transcript, speech timestamps, and speaker information, which is useful for later reference, searching, and archiving. The system also supports meeting audio playback, so you can review the transcription and translation records together and quickly locate important meeting content.

Meeting transcript records screen with timestamps and speaker text

3.5.2 Meeting Minutes

Meeting minutes are automatically generated by AI from the meeting transcript, helping you quickly grasp the key information. The system automatically analyzes the meeting and extracts key information — meeting theme, discussion points, decisions, tasks, and owners — and presents it in a structured format. By reducing the time spent on manual organization and summarization, this feature streamlines meeting review, task assignment, and execution tracking.

AI-generated meeting minutes summary screen

3.5.3 Mind Map

The mind map feature uses AI to automatically analyze the meeting transcript and generate a structured knowledge graph. It visualizes keywords, a complete summary, and core viewpoints and their relationships as a tree structure. You can grasp the overall flow of the meeting at a glance, organize the logic of the discussion and the decision-making process, and efficiently identify important content and key tasks. The hierarchical display and relationship analysis also provide reference information for future planning, task breakdown, team collaboration, and project advancement.

AI-generated meeting mind map screen

4. Management

4.1 Login and Account Management

1. Tap the avatar in the top-right of the home screen and select Login.
2. On first use, you are prompted to set an administrator password.
3. On the Management screen, you can add, edit, and delete sub-accounts.
4. On the Management screen, you can enable or disable forced login.
5. After logging in with a personal account, any meeting data generated by the device is linked to that account.
6. Shared data can be manually claimed, after which it is managed as personal data.
7. Personal data can be viewed only when signed in with the corresponding account.

DolphinTeams personal center administrator settings screen

4.2 History

1. Go to Management > History to view meeting and translation records.
2. In the detail view of a record, tap Download to save the record.
3. In the detail view of a record, tap Delete to remove the record.

Meeting minutes history list screen

Meeting record detail screen with download and delete actions

4.3 My Dictionary

Under Management > My Dictionary, you can register industry or internal terminology to improve recognition and translation accuracy.

1. Tap + Add Library to create a dictionary.
2. Tap + Add Term to add specialized terminology or fixed phrases.
3. Long-press a dictionary to edit or delete it.
4. Use the action button next to each term to edit or delete the term.

Hot words library creation screen in My Dictionary

Add hot words form in My Dictionary

Replacement word library creation screen in My Dictionary

Add replacement word rules form in My Dictionary

4.4 Device Pairing

Under Management > Add Device, you can view, search, and add paired devices.

1. Enter a device name or keyword in the search box to filter paired devices.
2. Tap + Add Device and enter the device name and unique identifier to add a device.

4.5 Interface Language

Under Management > Interface Language, you can change the device's display language. By default, it follows the system language.

4.6 Clearing the Cache

Clearing the cache does not delete meeting history or personal data. Use it when the device is slow or experiencing temporary issues.

Steps: Management > Clear Cache

After execution, the following occurs:

1. Stop all background services.
2. Delete all cached data.
3. Remove app settings.
4. Release recording resources.

4.7 Software Updates

Under Management > Software Update, you can check the current software version and see whether an update to the latest version is available.

5. Connecting DolphinTeams with Third-Party Meeting Platforms

The DolphinTeams app can be used together with third-party online meeting platforms such as Zoom, Microsoft Teams, and Google Meet to share meeting content, display real-time captions, and provide translation. The operation is largely the same across platforms, so you can refer to this chapter for setup and usage.

The following uses Zoom as an example.

If you need to cast the screen of a Windows laptop to this device, perform step 5.1 first. If casting is not required, skip 5.1 and proceed to the subsequent steps.

5.1 Casting from a Windows Laptop to the Device

To cast a Windows laptop screen to this device, choose one of the following two methods:

Method 1: Wireless Casting

Prerequisites

• The Windows laptop and this device are connected to the same Wi-Fi network.

Operating Steps

1. On the Windows laptop, press Win + K at the same time.
2. A "Connect" window appears on the right side, listing available devices.
3. From the device list, select this device, which contains the word "Teams" in its name.
4. Once the connection is complete, the laptop screen is cast wirelessly to this device.

Windows laptop wireless screen sharing connection to DolphinTeams

Method 2: Wired Mirroring

Operating Steps

1. Connect the Windows laptop and this device with an HDMI cable.
2. Plug one end of the HDMI cable into the laptop's HDMI port and the other end into the "HDMI IN" port on this device.
3. After the HDMI connection is made, tap the "HDMI Input (HDMI IN)" button on this device's screen (shown in the red box in the figure below).
4. Once the switch is complete, the laptop screen is displayed on this device.

Note: Wired casting offers a more stable display and is suitable for unstable network environments or when video stability is important.

HDMI input screen for wired mirroring on DolphinTeams

After a successful connection using either casting method, the Windows laptop screen is mirrored on this device.

At this point, you can share meeting materials, presentations, and other content from the laptop and start the device's floating captions feature. Once enabled, real-time captions and translation results for the meeting audio are displayed without affecting the content being shown, so you can view content sharing and real-time caption translation simultaneously.

DolphinTeams floating captions displayed over shared meeting content

5.2 Logging in to Zoom and Creating or Joining a Meeting

1. Launch the Zoom app on this device.
2. Follow the on-screen instructions to sign in with a Zoom account.
3. After signing in, choose an action based on your scenario:
   • If the current Zoom account is the meeting organizer (host), tap "New Meeting" to create a meeting.
   • If you are joining as a participant, tap "Join a Meeting" and enter the meeting ID to join the target meeting.
4. After the Zoom app launches, the device's floating captions feature is enabled automatically.

Note: When floating captions are enabled, real-time captions and translation results for the meeting audio are displayed, helping participants follow the meeting more smoothly.

Zoom app entry screen on DolphinTeams

Zoom meeting start screen on DolphinTeams

5.3 Sharing the Meeting Screen

Once you have created or joined a meeting, follow these steps to start screen sharing:

1. Tap the "Share" button in the Zoom meeting screen.
2. From the sharing options, select "Screen" and tap to proceed.
3. A screen-sharing confirmation window appears automatically. Tap "Start Now".
4. Once sharing starts, the device's current screen is shared with all remote participants in real time.

Note: After screen sharing starts, remote participants can view not only the shared meeting content but also the real-time captions and translation results shown by the floating captions (the actual display depends on the meeting settings).

Share button in a Zoom meeting on DolphinTeams

Zoom screen sharing option selection screen

Zoom screen sharing confirmation dialog

5.4 Sharing the Device's Content

After screen sharing starts, a green border appears around the device's screen, indicating that the current screen is being shared through Zoom.

Any operation performed on the device is then shared with remote participants in real time. Shared content includes, but is not limited to:

• Browsing and displaying meeting materials;
• Reviewing real-time captions and translation content;
• Switching applications or pages;
• Opening, editing, or presenting related files.

Note: The green border is an indicator that screen sharing is active. While the green border is displayed, remote participants can view the device's current screen content and operations in real time.

Green border indicating active Zoom screen sharing on DolphinTeams

5.5 Switching the Shared Screen and Displaying Floating Captions

After screen sharing starts, you can switch freely between the Windows laptop screen and this device's screen according to the needs of the meeting.

1. To display meeting materials from the Windows laptop, switch to the casting screen to present.
2. To display the device's apps or other content, switch to the corresponding screen on the device.
3. When you switch screens, the shared content is synced to all remote participants in real time.

In addition, when you start the floating captions feature, the caption window overlays the current screen. Whether you switch to the Windows laptop screen or this device's screen, the real-time captions and translation results continue to display.

Note: With floating captions, you can share meeting materials, presentations, or other meeting content while simultaneously displaying real-time captions and translation results. This helps participants — whether on-site or remote — understand the meeting content more accurately.

Floating captions remain visible after switching the shared screen on DolphinTeams

6. Customer Service & Technical Support

If you encounter any problems while using the product, DolphinTeams offers multiple support options, including FAQ self-service, remote technical support, and on-site service.

6.1 FAQ Support

The DolphinTeams official website provides a smart FAQ chatbot that lets you quickly find product feature introductions, operation guides, and answers to frequently asked questions.

How to Access

Visit the DolphinTeams official website:

https://dolphinvoice.ai/dolphinteams

Click the smart FAQ icon in the bottom-right corner of the page to open the FAQ chat window.

Smart FAQ entry button in the bottom-right corner of the DolphinTeams page

How to Use

1. Click the smart FAQ icon in the bottom-right corner of the page.
2. Enter your question or inquiry in the input box.
3. Click the send button.
4. The system automatically returns a relevant answer or operation suggestion.

DolphinTeams smart FAQ chat window

Support Scope

The smart FAQ is mainly suited for the following scenarios:

• Product feature introductions and explanations;
• Looking up common operation methods;
• Guidance on product configuration and usage;
• Advice on common troubleshooting;
• Inquiries about meeting features.

If the FAQ cannot resolve your issue, please contact the technical support team (cs_dolphinteams@dolphin-ai.jp) for further assistance.

6.2 Fault Handling and Technical Support

If you experience a fault, a feature malfunction, or another technical issue during use, follow the steps below to get support.

Step 1: Contact Technical Support by Email

Send a description of the issue, device information, and relevant screenshots to the following technical support email address:

cs_dolphinteams@dolphin-ai.jp

Please include the following in your email:

• Company name;
• Contact person's information;
• Product model;
• Date and time the issue occurred;
• Description of the issue;
• Screenshots or videos of the fault (if available).

Step 2: Remote Support for Troubleshooting

Technical support staff will, depending on the situation, use a remote connection to identify and address the issue.

The steps are as follows:

1. Install the AnyDesk app on this device.
2. Launch AnyDesk.
3. Share the remote access code displayed on the device with the technical support staff.
4. The technical support staff enters the remote access code to send a connection request.
5. On the device, you confirm and approve the access permission.
6. The technical support staff investigates and resolves the issue remotely.

AnyDesk app entry for remote support on DolphinTeams

AnyDesk remote access code screen for technical support

AnyDesk remote connection approval screen on DolphinTeams

AnyDesk remote support connected confirmation screen

Step 3: On-Site Service

If the issue cannot be resolved via remote support, DolphinTeams will, depending on the situation, dispatch technical service staff to your site to inspect and address the device, ensuring normal operation.