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    Productivity & Projects

    Meeting Notes Assistant

    Clear meeting notes, every claim backed by a quote.

    Review for important actionsVoice & media
    Book a 20-minute walkthroughSee how it works

    Meeting Notes Assistant

    Productivity & Projects

    Draft mode
    IllustrativeNot live data
    1. RuleDone:

      The meeting ends and the platform's transcript is ready.

    2. RuleDone:

      It checks consent and skips excluded meetings (HR, legal, board, performance).

    3. RuleDone:

      It matches speakers to attendees using the platform's own identities.

    4. RuleDone:

      It writes the notes; code checks every quote, owner and due date.

    5. PersonWaiting for approval:Waiting for you

      Meetings with externals go to the organiser for approval.

    6. RuleNot started:

      Notes are sent to invited attendees, and the transcript copy is deleted.

    For example: A consulting team ends a client call on Teams.

    Waiting for you. Nothing has changed yet.

    Review for important actions. Customer-facing and record-changing actions are reviewed first.

    What is Meeting Notes Assistant?

    In short

    Meeting Notes Assistant is an AI automation for Productivity & Projects teams that works with Gmail, Google Calendar, Google Meet, Microsoft Teams, Outlook and 3 more apps. Sends attendees decisions, action items, risks and open questions after each meeting, each backed by a quote and timestamp, with owners only when named. It is built for team lead, project manager, founder and sales team.

    Last reviewed

    Key facts

    Department
    Productivity & Projects
    Starts when
    A Zoom, Google Meet or Teams transcript is ready, or you upload a transcript file
    Works with
    Gmail, Google Calendar, Google Meet, Microsoft Teams, Outlook, Outlook Calendar, Slack, Zoom
    Run modes offered
    Shadow, Draft, Assisted and Auto
    Human control
    Review for important actions
    Status
    Available now
    Before

    The problem today

    Someone spends 20–40 minutes writing notes after each meeting, or nobody does and action items get lost. People remember owners wrongly ("I thought you said you'd do it").

    With Meeting Notes Assistant

    What it does

    When the platform's own transcript is ready, it writes notes with a summary, decisions, action items, risks and open questions. Every item carries an exact quote and a timestamp. An item gets an owner only when the transcript names that person or they commit in the first person ("I'll send it"). Notes go only to people on the invite. Meetings with customers can also send next steps to the CRM Updater.

    How does Meeting Notes Assistant work?

    How it works
    • Rule you set
    • AI step
    • A person decides
    1. Step 1Rule

      The meeting ends and the platform's transcript is ready.

    2. Step 2Rule

      It checks consent and skips excluded meetings (HR, legal, board, performance).

    3. Step 3Rule

      It matches speakers to attendees using the platform's own identities.

    4. Step 4Rule

      It writes the notes; code checks every quote, owner and due date.

    5. Step 5Person

      Meetings with externals go to the organiser for approval.

    6. Step 6Rule

      Notes are sent to invited attendees, and the transcript copy is deleted.

    What you get

    Key features
    • Decisions, action items, risks and open questions with quote and timestamp
    • "Owner: not stated – please confirm" instead of a guess
    • Due dates only when spoken, turned into real dates
    • Separate version for external attendees
    • Email, Slack or Teams delivery
    • Hand-off to the CRM Updater for customer meetings

    How much does it do on its own?

    Run modes

    Pick a mode to see what Meeting Notes Assistant would do at each step.

    Every automation starts in Shadow. Move it up when you are ready, and back down at any time. How run modes work

    Meeting Notes Assistant in Shadow

    Runs on real data and shows what it would have done. No app is changed and no message is sent.

    1. Rule

      The meeting ends and the platform's transcript is ready.

      Watches for it

    2. Rule

      It checks consent and skips excluded meetings (HR, legal, board, performance).

      Runs on real data, read only

    3. Rule

      It matches speakers to attendees using the platform's own identities.

      Runs on real data, read only

    4. Rule

      It writes the notes; code checks every quote, owner and due date.

      Runs on real data, read only

    5. Person

      Meetings with externals go to the organiser for approval.

      Shown to you as a suggestion

    6. Rule

      Notes are sent to invited attendees, and the transcript copy is deleted.

      Shown to you as a suggestion

    Shadow vs Auto for Meeting Notes Assistant

    Auto is the most it can do on its own. Here is each step side by side.

    What each step of Meeting Notes Assistant does in Shadow mode and in Auto mode
    StepShadowAuto
    In shortRuns on real data and shows what it would have done. No app is changed and no message is sent.Runs without approval, with limits, alerts and a kill switch. Unlocks after a trial period in Assisted.
    Step 1The meeting ends and the platform's transcript is ready.Watches for itRuns on its own within your limits
    Step 2It checks consent and skips excluded meetings (HR, legal, board, performance).Runs on real data, read onlyRuns on its own within your limits
    Step 3It matches speakers to attendees using the platform's own identities.Runs on real data, read onlyRuns on its own within your limits
    Step 4It writes the notes; code checks every quote, owner and due date.Runs on real data, read onlyRuns on its own within your limits
    Step 5Meetings with externals go to the organiser for approval.Shown to you as a suggestionWithin your limits; anything outside them goes to a person
    Step 6Notes are sent to invited attendees, and the transcript copy is deleted.Shown to you as a suggestionRuns on its own within your limits
    True in every modeNever invents an owner, deadline or commitment.

    What it will never do on its own

    Safety & human control
    • Never invents an owner, deadline or commitment.
    • Sends only to people on the invite; nothing said in the meeting can add a recipient.
    • External attendees get notes only after the organiser approves, in every mode.
    • Skips HR, legal, board and performance meetings, and drops sensitive items like salary or health.
    • Transcript copy deleted at the end of the run by default; notes are labelled "AI-generated".
    • You approve before it acts
    • Your data stays yours
    • It knows its limits
    • Stop anytime
    How these promises work

    What will you see on your dashboard?

    Results you can track

    Targets are quality goals the automation is built to reach. Estimates are calculated from your own volumes.

    • Tracked

      Notes sent

      Measured on your own data

    • Estimate

      Minutes saved (dashboard estimate)

      Worked out from your own volumes

    • Tracked

      % of action items with an owner

      Measured on your own data

    • Tracked

      Action items closed (when linked to a task tool)

      Measured on your own data

    • Target

      Action-item match vs a human note-taker (target: ≥ 0.85)

      A goal it is built to reach

    • Target

      Invented owners (target: 0)

      A goal it is built to reach

    • Target

      Organiser edit rate (target: ≤ 30%)

      A goal it is built to reach

    Illustrative example
    A consulting team ends a client call on Teams. Ten minutes later the organiser approves the notes, the client gets the external version, and the deal's next step is proposed to the CRM.
    A made-up scenario to show how it works, not a customer story.

    Who is Meeting Notes Assistant for?

    • Team lead
    • Project manager
    • Founder
    • Sales team

    Industries: Professional services, SaaS & tech, Agencies, Financial services, Any industry

    Also useful for: Sales & CRM

    Connects to the apps you already use

    Works with

    App names are trademarks of their owners. Charviam connects to them; it is not a partner or reseller.

    • Gmail
    • Google Calendar
    • Google Meet
    • Microsoft Teams
    • Outlook
    • Outlook Calendar
    • Slack(optional)
    • Zoom

    Better together

    Automations that hand work to Meeting Notes Assistant, or pick up where it stops.

    What do you need to set it up?

    Setup
    • Connect your meeting platform, calendar and email
    • Choose which organisers are enabled
    • Set the consent policy, excluded meeting types and internal domains
    • Pick distribution (email, Slack, Teams) and the external version
    • Confirm Zoom's recording consent prompt is on (admin attests)

    Typical setup

    1. 01Connect your apps
    2. 02Configure the rules
    3. 03Run a watch-only trial
    4. 04Go live

    Not included

    • Bots joining calls, or recording meetings
    • Transcribing raw audio files (blueprint 39)
    • Judging people's performance or emotions; creating project tasks

    Questions about Meeting Notes Assistant

    FAQ

    Yes, once you choose. It starts in Shadow, where it only watches and suggests, then Draft and Assisted. Auto unlocks after a trial period, and you can move it back down at any time.

    Connect your meeting platform, calendar and email. Choose which organisers are enabled. Set the consent policy, excluded meeting types and internal domains. Pick distribution (email, Slack, Teams) and the external version. Confirm Zoom's recording consent prompt is on (admin attests)

    Bots joining calls, or recording meetings. Transcribing raw audio files (blueprint 39) Judging people's performance or emotions; creating project tasks.

    Never invents an owner, deadline or commitment. Sends only to people on the invite; nothing said in the meeting can add a recipient. External attendees get notes only after the organiser approves, in every mode. Skips HR, legal, board and performance meetings, and drops sensitive items like salary or health. Transcript copy deleted at the end of the run by default; notes are labelled "AI-generated".

    See Meeting Notes Assistant on your own data

    Walkthrough

    It starts in Shadow, where it only watches and suggests, so nothing changes in your apps until you say so.

    Book a 20-minute walkthroughAll automations
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