# Send a client the meeting minutes as a Google Doc in their own Drive folder

> For freelance developers and consultants whose clients work in Google Docs: how TrackHeros turns a Google Meet or Microsoft Teams meeting into a real Google Doc — headings, decisions, action items — in a Drive folder you pick, where the client can comment and edit. Choose the folder once for a recurring meeting and every occurrence lands in the same place. Nothing is written until you approve it.

Canonical: https://trackheros.com/blog/meeting-notes-to-google-drive/  
Updated: 2026-09-06

Most client meetings end with the same small chore. You have notes, the client
has none, and the notes are in a tool the client does not have a login for. So
you paste them into an email, or a document you then have to share, and the
version everyone actually refers to a week later is whichever copy someone
happened to keep.

Filing the minutes as a Google Doc in a folder the client already opens skips
the chore. It also changes what the minutes are: not a message you sent, but a
document both of you can work on.

## What lands in the folder

A real Google Doc, not a PDF and not an attachment. It has proper headings, so
the outline pane works and a long meeting is navigable. It carries the same
content as the minutes inside TrackHeros:

- a summary of what the meeting was about
- the decisions that were made
- the discussion, grouped by topic
- action items in a table, with owner and due date where they were said
- who attended

Because it is an ordinary Doc in a folder the client is already shared into,
they can comment on a line, correct a name, or add the thing they remembered
afterwards. That is the point of exporting a document rather than sending one.

## Choosing the folder

TrackHeros asks for a deliberately narrow Google permission: access to files it
creates, plus whatever you explicitly hand it. It cannot browse your Drive.

That has one visible consequence. There is no dropdown of your folders, because
there is nothing to populate it with. Instead you click **Choose a folder in
Drive** and Google's own folder chooser opens. The folder you pick is the folder
TrackHeros gets access to — and only that one.

Most people point it at the folder they already share with the client, so the
minutes land beside the specs and invoices rather than in a new place nobody
checks.

## Recurring meetings: choose once

A weekly call does not want that decision every week. On the meeting page there
is a checkbox: **use this folder for every occurrence of this meeting**. Tick it
once and the series is remembered — every future instance files itself to the
same folder without asking.

Each client also has a default folder for everything that is not part of a
remembered series, so a one-off call still has somewhere to go.

## Approval, and turning it off

By default nothing is written until you click. The export sits on the meeting
page with the folder already filled in, and you decide whether that meeting is
worth documenting.

If you would rather it happened on its own, automatic export is a switch per
client. It is off until you turn it on, the moment you turn it on is recorded
with your name against it, and every export — automatic or not — is logged. The
approval is the product, not a step in the way of it.

## One document per meeting

Meetings are transcribed twice: a fast pass from the platform's own captions,
then a more careful pass over the recording audio, which is what handles names
and accents properly. The second pass usually produces better notes.

So the document has to be able to improve without multiplying. TrackHeros writes
one Doc per meeting and updates that same one — but only while nobody else has
touched it. The moment your client leaves a comment or fixes a line, the
document is theirs and TrackHeros stops writing to it. A better summary is not
worth losing someone's edits.

## Each client's folder stays each client's folder

The Google account you connect for one client is connected for that client only,
and it is enforced in the database rather than by convention. A meeting can be
filed to its own client's folder and to nothing else — there is no path, in the
interface or underneath it, from one client's meeting to another client's Drive.

If you work across several clients from several Google accounts, that is the
case TrackHeros is built for. Connect each one where it belongs.

## Not yet available

- Exporting to Microsoft OneDrive or SharePoint — not yet available
- Updating the document after your client has edited it — not yet available

## Frequently asked

**Can TrackHeros see the rest of my Google Drive?**

No. It asks for one narrow permission that covers only files it creates and the folder you hand it in Google's own folder chooser. It cannot list, search or open anything else in your Drive. That is also why there is no folder dropdown — you pick the folder in Google's chooser instead, and that act is what grants access to it.

**Who owns the document it creates?**

The Google account you connected. It is an ordinary Google Doc in the folder you chose, so anyone that folder is already shared with can open it, comment on it and edit it exactly as they would any other document. You can move it, rename it or delete it without telling TrackHeros.

**Does it export automatically after every meeting?**

Not unless you turn that on. By default the export waits on the meeting page with the folder already chosen and you create the document with one click. Automatic export is a switch per client; turning it on is recorded with who did it and when, and every export is logged either way.

**What happens with a recurring meeting?**

Choose the folder once and tick the box, and every future occurrence of that meeting goes to the same folder without being asked again. Meetings that are not part of that series still use the client's default folder, or wait for you to choose.

**What if the notes improve after the document was created?**

TrackHeros writes one document per meeting and never a second. If the notes improve before anyone has opened it — which is usually the case, since the second pass follows within the hour — it updates that same document in place. Once somebody has edited or commented on it, it is left alone: your client's edits are not overwritten by a better summary.

**Does this work for Microsoft Teams meetings too?**

Yes. Where the meeting happened and where the minutes are filed are separate choices. A Teams meeting can be filed to Google Drive, and a Google Meet meeting does not have to be.

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