A message you can send to your guest
Thanks for joining [show] on [date, time, timezone]. Open [recording link] a few minutes early on a computer. Please use headphones, plug in your charger, and choose a quiet room. We will check your microphone together before starting. After the interview, keep the page open until I confirm your upload has finished. Let me know beforehand if you need a different setup.
Fill in the placeholders and use the browser supported by your chosen recorder. Do not assume a calendar invitation will communicate the timezone clearly. Include a contact method for a guest who cannot open the recording link.
The day before: remove avoidable surprises
- Open the link and check that the camera and microphone permission prompts appear.
- Connect the microphone and headphones you will use for the real session.
- Check the camera framing and put the light in front of you, not behind you.
- Tell the host about restrictions on a work computer before the session.
- Agree on pronunciation, the topic, and any subjects that are out of scope.
A dry run should be a short recorded test, not just a successful call. Ask the host to open the exported file. That catches a recorder using the wrong microphone even when the call itself sounds acceptable.
Five minutes before recording
| Check | Guest action | Host check |
|---|---|---|
| Input | Select the intended microphone | The level meter moves when the guest speaks. |
| Output | Listen through headphones | No loudspeaker audio leaks back into the mic. |
| Power | Connect the charger | The computer will not sleep during the session. |
| Room | Close the door and silence notifications | No obvious interruption in the test recording. |
| Framing | Keep the camera stable at a comfortable height | The shot leaves room for the intended crop. |
During the interview
Stay at roughly the same microphone distance. Avoid touching the desk or microphone while someone speaks. If an interruption occurs, pause and repeat the sentence after the room is quiet. Tell the host when the live call becomes hard to follow; local recording cannot supply an answer that was never spoken.
Follow the host’s recovery instructions. Do not clear browser data or close a page that still shows an unfinished upload. A local recording protects captured material, but is not a guarantee against device or storage failure.
After the host stops recording
Wait for upload confirmation
Keep the page open and the computer awake. Ask the host whether every participant is complete before leaving.
Check the files
The host downloads and opens each track. A completed call is not proof that every source file is usable.
Save the source material
Keep an untouched copy before editing. Airtape Free storage lasts seven days, so download promptly rather than treating the recorder as a permanent archive.
For hosts: adapt the checklist
For audio-only shows, remove camera instructions. For first-time guests, offer a brief setup call. For a customer interview, add the intended publication channels and review process. Keep the message short enough to read; put the detailed troubleshooting links below it rather than turning the invitation into a manual.