Summaries, decisions, action items and minutes you can send

After every client meeting the bot joins on Google Meet or Microsoft Teams, TrackHeros writes a summary with a fixed shape — summary, agenda, discussion by topic, decisions, milestones and action items — and lays it out as a minutes document you can export as a PDF or paste into an email. This page describes what is produced, how it checks itself, and how the document is formatted for each client. It is for professionals who owe their clients written minutes after every call and would rather not write them at eleven at night.

What does it produce?

Section	What goes in it
Summary	What the meeting was about and where it landed, in a few paragraphs
Agenda	Taken from the calendar invitation when it has one; otherwise reconstructed from the conversation and marked as reconstructed
Discussion	The conversation grouped by topic, not in the order it happened
Decisions	What was decided, as it was stated
Milestones	Dated points that came up: a release, a review, a deadline
Action items	A table of task, owner and due date

Every meeting gets the same shape. A client who receives your minutes every week learns where to look, and a reader who skims finds the decisions in the same place each time. Sections with nothing in them are dropped rather than printed as an empty heading: a meeting with no decisions has no decisions section, not a heading followed by "none".

How does it work?

1. The bot records the meeting. The transcript is made in two passes: the platform's captions, which carry the real speaker names, then an audio pass over the recording that produces the authoritative text. This is what copes with Arabic and English in one sentence.
2. The transcript, the list of who attended and the client's correction rules go to the summariser, with one standing instruction: record what was said, not what you would conclude.
3. The summariser checks its input before it writes. If the transcript is unusable — garbled audio, a language it was not told to expect, a recording of nobody — it says so instead of inventing a summary. You see that verdict on the meeting rather than a plausible fiction.
4. The result is stored under the client and rendered into that client's minutes template.

How are owners and due dates handled?

An action item has a task, an owner and a due date. The owner is the person's name as it was heard in the meeting, not a guess at who it ought to be. If the name written down was not among the people in the meeting, the item is flagged so you can check it before it reaches a client; a misheard name on a commitment is exactly the kind of error that costs trust. Due dates are kept as they were said — "end of next week", "before the demo" — and resolved to a calendar date alongside, so the page carries both the original phrasing and the date it points at.

Speaker attribution follows the same rule as the rest of the product: never guessed. A line the transcript could not attribute is labelled Unknown rather than handed to the most likely person.

What does the minutes document look like?

Minutes are a document, not a chat transcript with headings. Each client has a minutes template with three parts:

• A heading: your name, your company, the client's project, whatever you would put at the top of a letter.
• One of five colour themes: Slate, Navy, Forest, Plum and Amber. Presets rather than a colour picker, because a picker reliably produces headings nobody can read on a photocopy. Each is a dark accent that stays legible printed in greyscale.
• A switch for each section, so a client who never wants the discussion section never sees it.

Two ways out:

Export	What you get
PDF	The formatted document, in the client's theme, for a formal record or an attachment
Copy for email	HTML and plain text on the clipboard at once. Paste into a mail client and the formatting comes with it; paste into a plain text field and you get clean text

Empty sections are dropped in both. There is no automatic sending: the minutes go out from your own mail client, under your own name, when you have read them. A worked example of the shape is in the client meeting minutes template guide.

Which profile fits which meeting?

Two profiles exist, and only two. Project meeting is the default and is the shape described above. Interview is for hiring conversations and adds what those need: the candidate, the role, the interviewers, an assessment split into strengths, concerns and gaps, the salary expectation and notice period — recorded only if a figure was actually said aloud, never estimated — the recommendation in the interviewers' own words rather than the model's, and the agreed next step. The client's template sets the default; any meeting can be re-summarised as an interview or as a project meeting with one click. There is more on the interview notes page.

What if a name or a term came out wrong?

Every client has vocabulary a transcript can mishear: a product called UBA written as UBVA, a ticket prefix mangled, a colleague's name spelt three ways. Add a correction rule to the client. A vocabulary rule maps the misheard form to the right one; an instruction rule states a convention in a sentence. Rules apply to every future meeting for that client. For the meeting in front of you, re-summarise, and the corrected form is used throughout. Rules can be created from the assistant or from "Propose a correction" on the meeting itself — see search and ask across a client's meetings. Consultants tend to accumulate a rule or two per engagement; that is what they are for.