Meeting notes and minutes for independent consultants

TrackHeros is an AI meeting assistant for consultants who work with several clients at once. It joins your client calls on Google Meet and Microsoft Teams as a visible participant, records and transcribes them, and turns each one into a summary, a set of decisions and action items, and formal minutes in a template of the client's own. Each client's meetings live in their own workspace. Nothing from one client ever appears next to another.

Why do consultants need a different kind of meeting tool?

For a consultant, the minutes are not a convenience. They are part of the work. The client is paying for clarity, and the document that arrives the morning after a workshop, with the decisions listed and the actions assigned, is often the most visible thing they receive that week. Writing it takes an hour you would rather bill for something else, and writing it from memory two days later produces a document that is politely wrong.

Then there is the account problem. A consultant with four clients often has four addresses, one on each client's domain, plus their own. Each calendar is invisible to the others. Most meeting tools assume one company and one workspace, so they either see one calendar or pile all of them into one list, where a strategy review for a fintech client sits next to a hiring call for a charity. Client meeting notes for a consultant have to stay apart, because the confidentiality clause in each contract says so.

And at the end of the month there is the retainer question: how many hours went to each client, and does the invoice match. That answer usually lives in a spreadsheet you meant to update, reconstructed from a calendar that only shows what was scheduled, not what actually ran long. If your consulting is mostly hands-on engineering, the freelance developers page is closer to your week; the rest of this page is about the minutes.

How does an AI meeting assistant for consultants work?

1. Connect your Google accounts

Connect every Google account you use for client work and assign each one to a client. An account belongs to exactly one client, and the database enforces it, so a meeting can never be filed under two. Calendar sync uses push notifications, so a new invitation appears in TrackHeros as soon as the client sends it. Connecting a Microsoft account is not yet available; a Teams call is joined from its link wherever that link appears in a Google calendar invitation, including a forwarded Teams invite.

2. The bot joins

About two minutes before the start, a participant called TrackHeros Notetaker joins the call on Meet or Teams. You can rename it per client, one line, no emoji, and it can post a short greeting in the meeting chat when it joins. If the organiser has a waiting room, it waits like anyone else. Auto-join is decided per meeting, per recurring series, then by the account default, with the most specific setting winning and the app showing which one applied. A failed join can be retried with one click, and the app refuses to send a second bot into a meeting that already has one.

3. Notes land in the right client

Once the recording is ready the transcript is made in two passes: platform captions first, for the real speaker names, then an audio pass over the recording for the authoritative text. The summary, decisions, milestones, action items and minutes are written from it and filed in that client's workspace. A meeting that arrives without a client goes to a workspace called Unassigned, which follows the same rules.

4. Ask later

Open a client and ask, in plain language, what was agreed about the scope of phase two. The answer comes from that client's meetings only, with citations to who said it and when, linking to the moment in the recording.

What do you get after the call?

Artefact	What is in it
Summary	A short account of the meeting, with a self-check: an unusable recording produces a note saying so, not an invented summary
Decisions	Each decision as a sentence, attributed
Discussion by topic	The conversation grouped by subject, which is the order a client reads in
Agenda	From the invitation when there is one, otherwise reconstructed from the conversation and marked as such
Milestones	Dated milestones as they were stated in the meeting
Action items	Owner as heard, and a due date kept verbatim and resolved to a date. An owner who was not in the meeting is flagged for you to check
Transcript	Real speaker names from the captions; a line that cannot be attributed is labelled Unknown rather than guessed
Minutes	A formatted document in the client's own template, exportable as PDF or copied for email
Recording	Playable inside the app through short-lived, meeting-bound links

Kept separate by design

Every client is a workspace, and every query the app runs is scoped to that one workspace before it runs. An unscoped query is an error, not a leak. Postgres row-level security sits behind that as a second layer, and the assistant only ever sees the client you are asking about. The client isolation page explains the mechanism; the privacy section of the homepage says what we do with your data.

The global view is the one exception, and it is read-only: a dashboard, a combined calendar, action items and search across clients, with every row labelled by client and nothing editable from there.

What do meeting minutes for consultants look like?

A document, not a paste. The minutes have a shape clients recognise: attendees, the agenda, the discussion by topic, the decisions, the milestones with their dates, and an action item table with an owner and a due date on every row. TrackHeros writes all of it from the transcript and lays it out in a template that belongs to the client.

A template per client

Each client's template has its own heading, one of five colour themes (Slate, Navy, Forest, Plum, Amber), and an on/off switch for every section. A client who wants a one-page decision record gets decisions and action items and nothing else. A client who runs formal governance gets the full document. Empty sections are dropped automatically, so a meeting with no milestones does not ship a heading with nothing under it. The agenda section is taken from the invitation when the organiser wrote one; when nobody did, it is reconstructed from the conversation and marked as reconstructed, so the client can tell a planned agenda from the one that happened. The template also sets the default summary profile for that client, which matters if you help them with hiring (more on that below). The minutes template guide walks through a sensible default.

Sending them

Export the minutes as a PDF to attach to an email, or use "Copy for email", which puts both HTML and plain text on the clipboard so the document pastes with its formatting into your mail client. You read it, you fix the one thing the model got wrong, and you send it. Nothing is sent automatically, and there are no share links: the minutes leave TrackHeros only when you take them out. The minutes feature page has the full list of sections.

What can I ask a client's workspace?

Anything the minutes do not answer on their own. What did the CFO say about the phase two budget? Which risks were raised across the last three steering meetings? When did we agree to move the go-live? Each answer is drawn from that client's meetings only and cites who said it and when, with a link that plays the recording from that moment. There are no credits to count and no monthly cap on questions. Answers export as Markdown, PDF or email-ready HTML, so a cited answer can go into a status report or a reply to the client as it is. If you would rather talk than type, dictate into the assistant: speech goes through the same pipeline and comes back as text in the composer, and the audio is not stored.

How many hours did I spend with each client?

The analytics page answers the retainer question. It shows hours per client, meeting activity, the bot's join rate, upcoming meetings and action items due, over a seven-day or a thirty-day window. It is part of the global read-only view, so every figure is labelled with the client it belongs to, and nothing on it can change anything.

If you would rather ask than read a chart, the read-only global chat mode answers questions such as "which client had the most meeting time this month" from your own meetings across clients. Every fact in the answer carries its client label, and facts from different clients are never merged into one narrative. The per-client assistant is the one to use for anything about the content of the meetings, and it answers with citations that link to the exact moment.

What if you help clients hire?

Some consultants sit on interview panels for their clients. TrackHeros has a second summary profile, Interview, alongside the default Project meeting profile. It captures the candidate, the role, the interviewers, an assessment split into strengths, concerns and gaps, and the recommendation in the interviewers' own words rather than the model's. Salary expectation and notice period are filled in only if a figure was actually said aloud. Any meeting can be re-summarised as an interview with one click, and the client's template can make it the default for that client. The interviewers page covers it field by field.

Which languages does it handle?

English and Arabic, including meetings that switch between them mid-sentence. Expected languages and the language the minutes are written in are set per client, so a client in Beirut and a client in Manchester can each have the right setting. See the Arabic and English page.

What does it not do yet?

One thing consultants ask about is listed below, and it is not available today.