Meetings and calls

Meetings keeps every meeting and call in one place: the ones coming up with their join links, the ones held with their recordings and transcripts, the calls the receptionist answered, and the ones you type in yourself. After each one, the app writes the summary, the decisions, an action plan with who does what by when, the open questions, and a mind map of what was talked about. Switch it on under Settings, Menu (or Admin, Modules).

You see the meetings you were in. Owners and admins see every meeting at the business.

Connecting Zoom, Teams or Google Meet

Each person connects their own account, under Meetings, Connections. Nobody else sees your connection; the meetings it brings in are the business's.

1. Choose Connect Zoom, Connect Microsoft Teams or Connect Google Meet, and say yes on the provider's page.
2. The app brings in your meetings for the next month with their join links, and the ones held in the last month with their recordings and transcripts where the provider keeps them.
3. From then on it checks every few hours, and whenever you open the list or choose Check now.

A Zoom meeting's recording and transcript are its cloud recording. A Teams meeting's are the ones Teams keeps when transcription or recording is turned on in the meeting. A Google Meet's are the ones Meet keeps when recording or transcription is turned on in the call. Teams and Google Meet sign in through the same Microsoft and Google sign-ins mail uses, with the meeting permissions added; Zoom has its own. Until the app's own sign-in for a provider is set up on the server, its button says so and waits.

Adding a meeting by hand

1. Open Meetings and choose Add a meeting.
2. Give it a title, its day and time, where it is (in person, a phone call, or a link), and what it is about: a business in the CRM, a client, a vendor, a project or an opportunity.
3. Type your notes as the call goes. They are saved as you type.

Whoever adds a meeting is in it. On the meeting's page, Change names the rest: each person is matched to someone on the team, a client or a vendor, by their email address or their whole name, and you can match or unmatch them yourself.

Calls from the receptionist

A call the receptionist answered (see the receptionist) is captured as a meeting once it ends, with the caller matched to the client and what was said on both sides as the transcript. It shows in the list with a phone mark.

Transcripts and recordings

A meeting's page shows its transcript as it came from the provider, a line a turn, and its recording: played in place when it is kept here, or opened at the provider when it is kept there.

• Hand in a transcript as a .vtt, .srt or .txt file: the words are read into turns, and whoever spoke joins the people.
• Hand in a recording (.mp3, .m4a, .wav, .mp4, .webm or .mov, up to 25 MB): it is kept and played here. No transcriber is connected yet, so the words are not read from a recording: hand in its transcript, or type notes, and the summary is written from that.

The summary, the plan and the map

Choose Write the summary on a meeting that has notes or a transcript. The assistant's model reads them and writes, in one go:

• the summary: what was discussed and where it landed;
• the decisions made;
• the action plan: each thing someone agreed to do, with who and by when, matched to the team by name;
• the open questions;
• the mind map: the topics and the points under each, drawn by the app.

Without the assistant's key on the server, the notes are kept as typed instead: a line that starts with - [ ] or TODO reads as an action item, one that starts with Decision: as a decision, a line ending in ? as a question, and a short line on its own as a topic of the map. The page says which it was.

Change the plan with Change the plan: the words, who does each, and by when. Tick an item done, or choose Make these tasks in Projects: each open item becomes a real task in the project you pick (the one the meeting is about, or Meeting follow-ups, which the app keeps for them), with its owner and due day, and a to-do for its owner. A task ticked done in Projects reads done on the plan. Write the summary again and the items that became tasks are kept.

The map pans by dragging and zooms with its buttons (or Ctrl and the wheel). PNG and SVG save it as a picture.

Sharing the notes

Make a private link on a meeting with a summary, copy it, or Send the notes by email to a client or a vendor with a line from you. Whoever has the link reads the summary, the decisions, what was agreed, the open questions and the map. The notes as typed, the transcript and the recording never go with it. PDF gives the same page as a file. Take the link away and it opens nothing.

Where meetings show

A meeting about a client, a business in the CRM, a vendor, a project or an opportunity is listed on that record. The assistant answers "what did we decide with Acme" and "what do I owe from my meetings" from the meetings you may see.

Best practices

• Connect your provider once and let the meetings come in; add by hand only what happened in person or on a phone the app does not answer.
• Type notes during the call even when it is recorded: the summary draws on both, and a line marked - [ ] is an action item whatever the transcript says.
• Say what each meeting is about, so it shows on the client's or the account's record and the plan's tasks link back to it.
• Make the plan into tasks before you leave the page: the owners get their to-dos at once.
• Read the summary before you share it. The link goes to someone outside the business.

The app's words

• Held: a meeting that took place; Coming up: one still to come, with its join link.
• To summarize: held, with notes or a transcript, and no summary yet.
• Matched: a person in a meeting joined to someone on the team, a client or a vendor.
• Meeting follow-ups: the project the app keeps for action items when no other project is picked.