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

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.