MaiAgent Desktop

Downloading and installing MaiAgent Desktop, signing in and switching organizations, using Chat, Cowork, and Meet modes, local file access boundaries, and version updates.

MaiAgent Desktop is the desktop application for MaiAgent Work, available on macOS and Windows. Sign in with your usual MaiAgent account to use the following features in one window:

• Chat: Have AI conversations just like in MaiGPT on the web, with shared conversation history across both.

• Cowork: Select a folder on your computer and let AI read, organize, and create files in it. It asks for your approval before modifying files or running commands.

• Meet: Record in-person or online meetings, transcribe them in real time, and generate summaries. Records are saved to AI Meeting Records.

It is suitable for employees who regularly work with local files (reports, documents, and data organization), or frequently attend online meetings and need to record other participants' voices.

Who Can Use It

Desktop uses your existing web account, organization, and role permissions. You do not need a separate account.

Feature	Required Role Permissions
Chat, Cowork	MaiGPT permission (organization owners are exempt from this restriction)
Meet: View meeting records and generate summaries	Meeting list permission
Meet: Start recording	Real-time transcription permission
Meet: Import audio files	Real-time transcription permission + Meeting list permission

• Meet also requires the meeting records feature to be enabled for your organization.

• Available models, skills, tools, and connectors depend on your role settings, just as in MaiGPT on the web. See MaiGPT Role Permissions. For permission configuration, see Role Permissions.

• Real-time transcription, audio file imports, and summary generation use your organization's Credits. See Credits.

Download and Install

Operating System	Installer to Download
macOS (Apple Silicon, M-series chips)	Filename ends in -arm64.dmg
macOS (Intel processors)	Filename ends in -x64.dmg
Windows (x64)	Filename ends in Setup.exe

1

Download the Installer

Go to the download page at https://github.com/Playma-Co-Ltd/maiagent-desktop-releases/releases/latest and download the installer for your operating system from the Assets section. This URL always points to the latest version.

The .zip, .nupkg, and RELEASES files on the same page are used for automatic app updates. You do not need to download them.

2

Install

• macOS: Open the downloaded .dmg, drag MaiAgent Desktop into the Applications folder, then open it from Applications.

• Windows: Run Setup.exe. The app opens automatically after installation and creates a Start menu shortcut.

3

Security Prompts on First Launch

• macOS: Official installers are signed and notarized by Apple. If you see “cannot be opened because it cannot be checked for malicious software,” the installer has not passed notarization. Do not bypass this warning yourself. Download the latest version again from the download page. If it still does not open, contact your organization administrator.

• Windows: If SmartScreen displays “Windows protected your PC,” first confirm with your organization's IT team that the installer came from the official download page above, then select “More info” → “Run anyway” to continue installation.

Sign In and Switch Organizations

1. Open the app, enter your Email and Password on the sign-in screen, and click Sign in. Use the same credentials as on the web (see How to Sign In to the Platform).

2. Use the top-right corner of the sign-in screen to switch the interface language: English, 繁體中文, 简体中文, 日本語, 한국어. After signing in, change it through Language in the user menu at the bottom left.

3. If you forget your password, click Forgot password? to open the web password reset page in your browser (see Forgot Password).

Your sign-in state is stored encrypted on this computer, so you do not need to sign in again the next time you open the app. To sign out, click the user menu at the bottom left → Sign out. If a recording is in progress, Desktop ends the recording before signing you out.

Switch organizations: The current organization name appears at the top left of the sidebar. If you belong to multiple organizations, click it to switch. Desktop remembers your last selected organization. Chat and Cowork conversations and Meet meeting records show only content from the current organization.

Desktop's sign-in screen supports only email and password sign-in, with no SSO option. It connects to the MaiAgent cloud service and uses the same accounts as admin.maiagent.ai.

Set Up System Permissions for the First Time

After your first sign-in, if any system permissions are still missing, you will see the Set up permissions before you start screen. These permissions are used only for Meet recordings; Chat and Cowork do not require them.

Permission	Purpose	Platform
Microphone	Record your voice during meetings	macOS, Windows
Screen & System Audio Recording	Capture other participants' voices played through your computer	Authorization required on macOS; Windows shows No additional authorization required
Browser Meeting Detection	Detect open meeting tabs (Google Meet, Teams, Zoom, Webex) and offer to record	macOS only

Click Allow for each permission. If you previously denied a permission, the system will not ask again. Click Open System Settings (Open Windows Settings on Windows) to enable it manually, then return and click Check Again. Newly granted permissions require an app restart to take effect. Click Restart Now to do so.

To set them up later, click Set Up Later. The bottom of the sidebar will remind you how many permissions remain unset. Click Continue Setup to return.

Three Modes

Use the tabs at the top of the sidebar to switch modes: Chat, Cowork, and Meet. The app opens in Cowork by default.

Mode	What It Does	Does It Access Files on Your Computer?
Chat	General AI conversations, just like MaiGPT on the web	No
Cowork	AI reads and writes files and runs commands in your chosen folder	Yes, limited to the bound folder, with your approval required before modifications
Meet	Recording, real-time transcription, and meeting summaries	Only saves an additional local copy of the recording

Chat: AI Conversations Shared with the Web

Click New Chat to start. The conversation list includes your MaiGPT conversations from the web, and you can continue them on either platform. Use Search Messages in Conversations to find past conversations.

Conversation features are the same as on the web: Select Model (you cannot change it after sending the first message), Reasoning Effort, and the options in the input box's “+” menu: Attach Files, Skills, Tools, Connectors, and Deep Research (shown according to role permissions). For detailed usage, see AI Chat, Canvas, Deep Research, and Connectors.

Cowork: Let AI Work with a Local Folder

Click New Task to start. Each task is bound to a local folder. AI lists, reads, and searches files in that folder, and edits or creates files or runs commands and scripts after you approve.

1. Confirm the working folder: Above the input box, Folder bound to this conversation: appears with the path. The default is the MaiAgent folder in your home folder (created automatically if it does not exist).

2. Change the folder if needed: Before sending the first message, click Change Folder to choose another folder. Your selection also becomes the default for future tasks. Once you send a message, the folder is fixed and cannot be changed.

3. Describe the task: For example, “Organize the quotations in this folder into a single Excel summary sheet.” When AI needs to modify files or run commands, it pauses for your approval (see the next section).

Desktop includes Python and Node.js runtimes. When AI runs scripts, it automatically installs required packages, so you do not need to install them yourself first.

Cowork tasks can only be continued in Desktop. Opening the same task on the web displays This conversation can only be continued in Desktop. You can view the history but cannot enter messages. Click Open in Desktop to go directly to that task in Desktop. If you open a task on another computer and the original folder does not exist, Desktop temporarily uses the default working folder and displays a notice.

Cowork Access Scope and Safety Boundaries

Each AI action appears as a card in the conversation:

AI Action	How It Runs
List Directory, Read File, Find Files, Search Content	Runs automatically
Edit File, Write File, Run Command, Run Script	First displays This action requires your approval and waits for your decision

When approval is required, the card lists what AI intends to do. You can choose:

• Approve: Allow this action only.

• Always Approve: Stop asking for the same type of action until the app restarts. Applies to all tasks.

• Reject: Do not run the action. AI receives the rejection result. No response within 2 minutes is also treated as a rejection.

Desktop's restrictions on local access:

• File scope: Listing, reading, searching, editing, and writing files is limited to the bound folder. Even within that folder, access to common credential files and folders such as .ssh, .aws, .gnupg, .kube, .docker, .config, .env, .npmrc, .netrc, and .credentials is always denied.

• Command scope: Run Command starts in the bound folder but uses your computer account's permissions, so it can access locations outside that folder. Desktop blocks only a few clearly destructive commands (such as deleting the entire system root directory, formatting disks, or sending downloaded content directly to a terminal for execution). Review commands carefully before approving them.

• Data flow: File contents and command output read by AI are sent back to MaiAgent as conversation content for AI processing. Keep files you do not want AI to see out of the working folder.

• Chat does not access local files: Chat conversations have no bound folder, so AI cannot access files on your computer. Use Attach Files to upload files you want AI to see.

Always Approve lets actions of the same type run directly until the app restarts. For Run Command and Run Script, we recommend reviewing the content each time before clicking Approve.

Meet: Record Meetings and Create Meeting Records

After switching to Meet, the main screen shows Meeting Copilot, with Real-time Transcription and Import Audio entry points. The sidebar lists Meeting Records. You can also start from New Recording or Import Audio above the list.

Real-time transcription:

1. Click Real-time Transcription. In the Set Up Real-time Transcription window, enter a Meeting Name and select a Recording Source: Microphone (in-person meetings), System Audio (online meetings, recording sound played by your computer), or Both (Dual Track) (hybrid meetings).

2. Select the ASR Model and Source Language. Enable Real-time Translation if needed.

3. Click Start Transcription to record immediately. To write an agenda or notes first, click Create Workspace and start later.

4. During recording, you can Pause Recording or Resume Recording. Click Stop Recording when finished.

The meeting screen has three tabs and a MaiGPT panel on the right:

Tab	Content	Export Formats
Notes	Your own meeting notes	Markdown, TXT
Transcript	Verbatim transcript	TXT, SRT, JSON, Copy Plain Text
Summary	AI summary: After recording ends, select a model and knowledge base, add requirements in Instructions if needed, then click Generate Summary	Markdown, PDF

Use the MaiGPT panel on the right to ask questions about this meeting. When Include This Meeting's Summary is enabled, answers refer to the generated summary.

Notes in the Notes tab are only drafts (the editor labels them “Draft (not saved to the cloud)”). They are not saved to meeting records and disappear when you close the app. To keep them, use Export to save them as a file first.

Import audio: Click Import Audio. In the Import One-time Audio File window, click Choose Audio File (mp3, wav, m4a, and aac are supported), then click Start Import. The system completes transcription in the background.

We recommend wearing headphones when recording online meetings with “Both (Dual Track).” When using speakers, the microphone captures other participants' voices again, which may cause duplicate passages in the transcript. Before recording, confirm that all participants have consented.

Integration with AI Meeting Records

Meetings created in Desktop are standard AI Meeting Records. They also appear in the web meeting list, with Desktop in the “Source” column. Visibility follows the same Meeting Access Permissions. The difference is that Desktop can record “System Audio,” while the web version records only the microphone. An additional copy of the recording is saved on your computer. In the meeting record's additional actions, select Show in Finder (Show in Folder on Windows) to locate the file.

Meeting Reminders

• Meeting detection (macOS only): When Zoom, Microsoft Teams, or an online meeting in your browser starts using the microphone, Desktop displays a small window. Choose Start Meeting Recording (opens recording settings), Not Now, or Turn Off Meeting Detection. You can toggle it again later through Meeting Detection Reminders in the user menu at the bottom left.

• Calendar reminders: If you have authorized a Google or Microsoft calendar through Connectors, a Meeting Preparation Reminder appears about 10 minutes before the meeting starts. Click Prepare Meeting to create a workspace for the meeting using calendar information, or click Skip.

Version Updates

Desktop updates automatically. It checks about 10 seconds after opening and then every 4 hours, downloading new versions in the background. Once the download finishes, New Version Ready appears at the bottom left of the sidebar. Click Restart to apply it. If you do not click it, the update is applied automatically the next time you open the app.

To check immediately:

• macOS: Menu bar “MaiAgent Desktop” → Check for Updates…

• Windows: Press Alt to show the menu bar → Help → Check for Updates…

If you already have the latest version, an You're up to date. dialog appears (the text follows your operating system language). The currently installed version number is shown at the bottom of the sign-in screen.

Frequently Asked Questions

Q: Why do I see “No permission to use MaiGPT” when creating a conversation?

Your current organization has not granted you access to MaiGPT. If you belong to multiple organizations, first switch to one where you have permission using the top-left corner. Otherwise, ask your organization administrator to enable MaiGPT permission for your role.

Q: Why does Meet show “Meeting records are currently unavailable” or “Meeting records have not been enabled”?

The former means your role lacks Meeting list permission or Real-time transcription permission. The latter means your organization has not enabled the meeting records feature. Copy Reminder Text on the screen copies a request message that you can send directly to your organization administrator.

Q: Why does the recording capture only my voice, without other participants?

Set the recording source to System Audio or Both (Dual Track). On macOS, allow MaiAgent under “System Settings → Privacy & Security → Screen & System Audio Recording” and restart the app. If a system audio warning appears in the setup window, click Go to Settings to open that page directly, or Start with Microphone Only to record just the microphone for now.

Q: Can I use Desktop if my company normally signs in to the web version with SSO?

Desktop supports only email and password sign-in. If you have never set a password for your account, contact your organization administrator to confirm how to sign in first.