How to attach a tracker to a meeting before it happens

Some meetings matter for one specific set of facts: the requirements in a kickoff, the prices in a vendor demo, the scope in a renewal call. If you know that before the call, you can attach a tracker to the meeting in advance, and the table fills itself once the notes are ready. This guide is for freelancers and consultants whose calls run on Google Meet or Microsoft Teams. It covers how to attach a tracker, what happens afterwards, what a cancellation does, and when a different way of choosing meetings is the better fit. The feature is on Trackers.

Why attach a tracker before a meeting?

Because you know what you want from the call before it starts, and the meeting does not share a title or a series with anything else. A one-off kickoff, a requirements session or a pricing conversation will not be caught by a rule about recurring meetings or title words. Attaching names that meeting directly.

It also changes how you run the call. If the table has a column for "open questions" and another for "in original scope", you will ask about both. Setting the columns before the meeting is half of preparing for it; the rest is in how to prepare for a client call.

How do you attach a tracker to an upcoming meeting?

Open the meeting in its client and attach one of your trackers, or start a new tracker for this meeting. Upcoming meetings come from your connected Google and Microsoft calendars, so a meeting with a Google Meet or Teams link appears once its invitation is on your calendar.

1. Open the upcoming meeting. It sits inside the client whose calendar it came from.
2. Attach a tracker you manage, such as a Change requests table for that client.
3. Or start a new tracker for this meeting. The editor opens with this meeting chosen. Start from one of six templates, describe what you want in a sentence and get a draft, or start blank; whether your plan includes the last two is on pricing.
4. Check the columns. Each column's description decides what lands in it; see how to design the columns of a meeting tracker. You can preview the definition on one recent meeting before saving.

A meeting only ever feeds trackers in its own client's workspace. Client A's kickoff cannot fill a table that belongs to Client B, however similar the projects are.

What does a tracker for one meeting look like?

Here is one for a requirements session with a fintech client on Tuesday 10 November 2026. Each row is a requirement, and the same rows are updated if you attach the follow-up call too and it revisits them.

Column	Type	Rule	Description
Requirement	Text	Names the row	A capability the client says the system must have. Not nice-to-haves.
Requested by	Person	Keep the first value	Who asked for it first.
Priority	Status	Latest value wins	Must, should or could, only when the client ranks it.
In original scope	Yes / no / unclear	Latest value wins	Whether it is said to be in the signed scope. Unclear unless stated.
Open questions	List	Lists	Questions about it nobody answered yet; removed when answered.

After the follow-up, an open question it answered is proposed for removal, which always waits for you to confirm, and a requirement whose priority moved keeps the earlier value in its history. The session itself is covered in running a requirements-gathering meeting.

Does attaching a meeting change a tracker's other meetings?

No. A tracker that already reads a client's meetings, meetings whose titles contain certain words, or a recurring series keeps reading them, and also reads the meeting you attached. A tracker that only read meetings sent to it by hand becomes one that reads the meetings you chose.

Changed your mind before the call? Detach the meeting. A tracker that reads only chosen meetings will then not read it; one that also reads every meeting of the client, or a series the meeting belongs to, may still read it.

What happens after the meeting ends?

Nothing during the call. Once the meeting's notes are ready, the tracker reads the meeting once and proposes new and changed values. For meetings that go through the audio pass, such as meetings held in a language other than English or in more than one, the tracker waits for that pass, so the meeting is read once.

By default the proposals wait in the tracker's review queue, grouped by meeting: accept, edit then accept, reject, or accept everything from that meeting. The tracker's creator gets an in-app alert when changes are waiting, and the meeting's own page has a What changed panel listing what that meeting gave each tracker. Every value records who said it, when in the meeting, and the words they used, with a link that opens the transcript at that moment. The review steps are in review before a value changes.

Very short meetings are skipped. A two-minute call that agreed to reschedule has nothing to put in a table.

What if the meeting is cancelled or moved?

A cancelled meeting is shown as cancelled on the tracker, and nothing is read from it. The calendar sync notices the cancellation as it does for the bot, so the table is not touched and you do not have to tidy up.

A meeting moved to another time is the same meeting in TrackHeros, and the attachment goes with it. If the organiser deletes the invitation and sends a new one, that is a new meeting: attach the tracker to it again.

There is one quieter case. A tracker can only read a meeting that was recorded and transcribed. If nobody admitted the notetaker, there is no transcript and nothing to read, and the tracker shows the meeting as missed; what if nobody admits the notetaker? covers what to do then.

What about a meeting that has already happened?

Send it to a tracker from the finished meeting's page. That works whatever meetings the tracker normally reads, and the meeting is read exactly as if it had been attached. If it is older than values already in the table, its values land in history labelled as older; an older meeting never overwrites a newer value. Reading a batch of past meetings when a tracker is created is covered in does a tracker read old meetings?

When is attaching the wrong choice?

When the meeting repeats, or shares a title word with the others you care about. Attaching suits one-off meetings; anything regular is easier to catch with a rule than to attach week after week.

Which meetings feed the tracker	Suits
All your clients	One definition, a separate table for each client
One client	Every meeting of that client, or only titles with certain words
Chosen recurring meetings	The Monday standup or the weekly status call with one client
Specific meetings, chosen ahead	A kickoff, a demo, a renewal: meetings with nothing else in common
By hand only	Meetings you pick one at a time, after they happen

For a weekly call, track a recurring client meeting is the better route. For one tracker running across every client, see can I track across all my clients? Which plans include which choices is on pricing.

Who can attach a tracker to a meeting?

The tracker's creator, or an admin on a company account. Attaching changes which meetings the tracker reads, and only the creator or an admin can change that; the same goes for sending a finished meeting to it. People the tracker is shared with can review and edit cells, but not its columns or its meetings.

A tracker is private to the person who made it, and to account admins on a company account, until it is shared, and it reads only meetings its creator could open. More in who can see a tracker?

How does TrackHeros fit around the meeting?

TrackHeros is an AI meeting notetaker that connects every Google and Microsoft calendar you hold, recognises close to 100 spoken languages on its own, writes the notes in nine of them, and keeps every client's notes in a sealed workspace of its own. The bot joins the call as usual and the summary is written as usual; the tracker is one more reader of the finished meeting. Meetings held in Spanish, German or Arabic are read through the same transcript as the notes, with text values in the notes' language; see languages.