# How to track a recurring client meeting in one table

> For freelancers and consultants with a weekly standup, status call or review with a client on Google Meet or Microsoft Teams: how to point a TrackHeros tracker at chosen recurring meetings, which shape of table fits, how a value's history builds week by week, what a skipped week does, and why a 'this and following' edit in the calendar means picking the series again.

Canonical: https://trackheros.com/blog/track-a-recurring-client-meeting/  
Author: Sami Kanafani  
Updated: 2026-11-04

**In short:** In TrackHeros, scope a tracker to chosen recurring meetings, such as the Monday standup with one client, and the table fills after each occurrence of that Google Meet or Microsoft Teams series once its notes are ready. A 'this and following' edit in the calendar starts a new series, which the tracker's editor marks as possibly ended, so pick the new series as well.

| Fact | Detail |
| --- | --- |
| Scope | One or more recurring meetings of one client |
| When it fills | After each occurrence's notes are ready, not during the call |
| Past occurrences | Optionally read when the tracker is created, oldest first |
| 'This and following' edit | Starts a new series; pick it in the tracker's scope |

A recurring client meeting asks the same questions every week. Where does each workstream stand? Has the go-live date moved? What is still blocked? A tracker pointed at that series answers them in one table that fills itself after every occurrence. This guide is for freelancers and consultants with a weekly standup, status call or review on Google Meet or Microsoft Teams. It covers setting the tracker up, choosing the shape of the table, how history builds, and what to do when the series changes in the calendar. Keeping the notes themselves is covered in [notes for recurring client meetings](/blog/recurring-client-meeting-notes/).

## Why track a recurring meeting in a table?

Because the answers you need are spread across weeks of minutes. Six status calls in, finding when the release date last moved means rereading six summaries. A table keeps the current answer in one cell, and the cell keeps every earlier answer behind it.

Minutes stay the record of each call. The table is what you look at before the next one, instead of rereading or asking the assistant.

## How do you point a tracker at a recurring meeting?

Create the tracker and set its meetings to chosen recurring meetings. The list shows that client's recurring meetings, each with the date it last met; tick the ones that should feed the table.

1. **Start the tracker** in the client: from one of six templates, from a sentence you write, or blank.
2. **Choose recurring meetings** as the scope, and tick one or more series. "Monday standup" and "Thursday status call" with the same client can feed one table.
3. **Preview** the definition on one recent occurrence. Nothing is saved.
4. **Read past occurrences** if you want history from day one. The tracker reads your recent past meetings in scope, oldest first; the editor shows how many.

Every tracker belongs to one client's workspace, so its series are that client's. For one definition across every client, scope it to all your clients instead; see [can I track across all my clients?](/answers/track-across-all-my-clients/)

## Which shape of table fits a recurring meeting?

It depends on what you look up. A standup log wants a new row for every meeting; a status call wants the same rows updated meeting after meeting.

| Shape                       | Rows                                 | Suits                        | Typical columns                                         |
| --------------------------- | ------------------------------------ | ---------------------------- | ------------------------------------------------------- |
| A new row for every meeting | One per occurrence                   | Daily or weekly standups     | Meeting date, attendees, done, planned, blockers        |
| The same rows, updated      | One per thing, named by a key column | Status calls, sprint reviews | Item, status, owner, deadline, blockers, last discussed |

The first reads like a diary: what happened on each date. The second reads like a snapshot of where the project stands, with history one click away. The Standup log and Project tracker templates are these two shapes ready-made. The trade-offs are set out in [one row per meeting or one table that updates?](/blog/one-row-per-meeting-or-one-table-that-updates/), and the developer's version in [a standup tracker for developers](/blog/standup-tracker-for-developers/).

## What does the table look like after a few weeks?

Each cell shows the current value and keeps every earlier one. Take a weekly Monday status call with a fintech client and a "Go-live date" column on the "Payments API" row.

| Meeting                 | What was said                                      | Cell after review |
| ----------------------- | -------------------------------------------------- | ----------------- |
| Monday 16 February 2026 | "We're targeting the third of March."              | 3 March 2026      |
| Monday 23 February 2026 | "Staging access was late, so call it the 17th."    | 17 March 2026     |
| Monday 2 March 2026     | "The 17th still holds."                            | 17 March 2026     |
| Monday 9 March 2026     | "Compliance review pushes us to the 2nd of April." | 2 April 2026      |

The row shows 2 April. Its history shows 3 March, then 17 March, then 2 April, with who said each and the words they used, and a link that opens the transcript at that moment. The meeting on 2 March is recorded as a confirmation, not a change; by default each change waits for your review before the cell moves. Filters on the table find rows changed recently, changed several times, in conflict, or waiting for review. More in [track a date that keeps moving](/blog/track-a-date-that-keeps-moving/).

If an older occurrence is read after a newer one, as happens when you send a missed week by hand, its value goes into history labelled as older. The table keeps the newer value.

## What happens when the series changes in the calendar?

A "this and following" edit starts a new series. The old series ends at the edit and a new one carries on with its own identity, so the tracker's scope still names the old one. The editor then marks it as one that may have ended, with the date it last met; open the scope and tick the new series.

This is how both calendars treat a change from one occurrence onwards. Google Calendar asks which events a change applies to ([Google Calendar Help](https://support.google.com/calendar/answer/37115)), and the new Outlook offers this event and all following ones ([Microsoft Support](https://support.microsoft.com/en-us/outlook/calendar/change-an-appointment-meeting-or-event-in-outlook)). New time, new link, new guests from next week: each is a new series once it is applied to "this and following".

Nothing in the table is lost. Rows are named by their key, so the new series' meetings update the same rows. If an occurrence or two went unread before you noticed, send them to the tracker by hand from each meeting's page. Moving a single occurrence on its own keeps it in the series.

## What if a week is skipped or the bot stays out?

Then there is nothing to read, and the table does not change. A tracker reads meetings that were recorded and transcribed; a cancelled week, or a week where the notetaker was told not to join, gives it nothing.

In a table with a new row for every meeting, a skipped week simply has no row. In a table of updated rows, a "last discussed" column shows when each row was last mentioned, which makes a quiet row easy to spot. Very short meetings are skipped too: a two-minute call that agreed to meet tomorrow is not a standup. Stopping the bot for one occurrence or a whole series is in [stopping the notetaker joining a recurring meeting](/answers/stop-the-notetaker-joining-a-recurring-meeting/).

## Who sees the table?

The person who made the tracker, and account admins on a company account, until it is shared. It can be shared with colleagues already assigned to that client; they can review and edit cells, while only the creator or an admin changes the columns or the meetings it reads.

A tracker also reads only meetings its creator could open. More in [who can see a tracker?](/answers/who-can-see-a-tracker/) and on [client isolation](/features/client-isolation/).

## How does TrackHeros handle the rest of a recurring series?

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. Each occurrence of a series gets its own summary and action items, filed under the client, and auto-join and the notes language can be set for the whole series.

The tracker sits on top. A weekly call held in German, or one that moves between Hindi and English, is read through the same transcript as the notes, and text values are written in the notes' language; see [languages](/languages/). Regenerating one week's notes in another language does not re-read that week. The feature is described on [Trackers](/features/trackers/), and how many trackers each plan includes, and whether it lets you design your own, is on [pricing](/pricing/).

## Frequently asked

**Can one tracker follow recurring meetings from two clients?**

No. Every tracker belongs to one client's workspace, so its recurring meetings are that client's. To use one definition across clients, scope a tracker to all your clients, where your plan includes it: TrackHeros keeps a separate table for each client and shows them together, each row labelled.

**Does a tracker on a recurring meeting fill during the call?**

No. It reads each occurrence after the notes are ready. For meetings held in a language other than English, or in more than one, that is after the audio pass, so each occurrence is read once.

**What happens to the table if I stop tracking the series?**

Nothing is deleted. Change the tracker's scope and it stops reading new occurrences, while the rows and every value's history stay. Archiving keeps the table and stops all reading; deleting removes the table, its values and quotes.

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