Meeting notes for fractional CTOs and part-time technical leads

TrackHeros is a meeting assistant for fractional CTOs and part-time technical leads: people who are the senior engineer in the room at two, three or four companies at once. It joins each company's calls on Google Meet and Microsoft Teams as a visible participant, records and transcribes them, and writes the summary, decisions, milestones and action items. Each company gets a workspace of its own, and the walls between them are part of how the product is built rather than a setting.

Why do fractional CTO tools have to keep companies apart?

You hold three roadmaps in your head, three sets of engineers, three founders with three different definitions of "urgent". Each company gave you an address on its domain, so you have three Google accounts and three calendars that cannot see each other. Monday is an architecture review at one company, a board update at another, and a hiring loop at the third, and on Tuesday all three ask what you decided.

The stakes of mixing them up are higher than they are for most freelancers. A fractional CTO sees roadmaps, fundraising timelines, incident post-mortems and salary conversations. A document in which Company A's release plan sits above Company B's outage retrospective is not an untidy note. It is a breach of the thing each company trusts you with. Fractional CTO tools have to treat that boundary as structural.

And because you are part-time, the running plan is the deliverable. Which milestones were agreed, with which dates, and which of them moved last week. Without notes, the plan lives in your memory and in whichever engineer remembers the call best. If your engagements look more like advisory than engineering, the consultants page is closer to your week.

How does it work for fractional CTOs?

1. Connect your Google accounts

Connect the Google account each company gave you, and assign it to that company. In TrackHeros a company is a client workspace; the words are interchangeable. An account belongs to exactly one workspace, enforced in the database, so a meeting from Company A's calendar cannot be filed under Company B by mistake. Calendar sync is push-based and renews its own watch channel, so a meeting added on Friday evening is on your list on Friday evening. Connecting a Microsoft account is not yet available; a Teams meeting is joined from its link wherever that link appears in a Google calendar invitation. See multi-account.

2. The bot joins

About two minutes before the start, a participant called TrackHeros Notetaker joins the Meet or Teams call. Each company can see a different name, one line, no emoji, and a different greeting in the meeting chat, so the bot at one company does not advertise the other two. Auto-join is decided per meeting, per recurring series, then by the account default, and the app shows which level decided. 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 company

The transcript is made in two passes: platform captions first, which carry the real speaker names, then an audio pass over the recording that produces the authoritative text. The summary, decisions, milestones, action items and minutes are written from that transcript and stored in the company's workspace. A meeting that arrives without a company goes to a workspace called Unassigned, which follows the same rules as every other one.

4. Ask later

Open a company and ask what was decided about the database migration, or when the auth rewrite is due. The answer is drawn only from that company's meetings and cites who said it and when, linking to the moment in the recording. There are no credits to count and no monthly cap on questions, and an answer exports as Markdown, PDF or email-ready HTML when a founder wants the cited version. Details on ask your meetings.

What do you get after the call?

Artefact	What is in it
Summary	A short account of the meeting; if the recording is unusable it says so rather than inventing a summary
Decisions	Each decision as a sentence, attributed
Discussion by topic	The conversation grouped by subject: architecture, hiring, the incident, the budget
Agenda	From the invitation, or reconstructed from the conversation and marked as reconstructed
Milestones	Every milestone with the date that was stated for it
Action items	Owner as heard in the meeting, with 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, and Unknown where attribution is not possible
Minutes	A formatted document in the company's template, exportable as PDF or copied for email
Recording	Playable inside the app through short-lived, meeting-bound links

Kept separate by design

Each company is a workspace, and every query the app runs is scoped to a single workspace before it runs. A query without that scope is an error, not a leak. Postgres row-level security sits behind that as a second layer. The assistant that answers your questions only ever sees the company you are asking about, so one company's roadmap cannot be pulled into an answer about another. The client isolation page explains how; the privacy section of the homepage says what we do with your data.

The boundary holds at the end of the engagement too. When a contract finishes, delete the company's workspace: after a typed confirmation, the cascade removes the database rows, the stored recordings and transcripts, and the copy held by the meeting-bot service. Object storage is non-versioned, so a delete is a delete, and backups expire on their normal rotation without ever being restored into a live account. A company that trusted you with its roadmap gets a clean end, not an archive.

Where is the running plan?

In the milestones. Every summary lists the milestones that were stated in the meeting with the dates that were given for them, and every action item carries an owner and a due date. Over a quarter of weekly calls, that becomes a record of the plan as it actually moved: the release that was "end of March" in January, "mid April" in February, and shipped in May. Ask the company's assistant when the launch date changed and the answer cites the meeting where it happened.

Owners are the names heard in the meeting. If an action item is assigned to someone who was not in the call, the item is flagged so you can check it rather than trust it. Due dates are kept as spoken ("after the board meeting") and resolved to a date beside them, so a founder's "soon" is not quietly turned into a Friday.

Can I see all my companies at once?

Yes, read-only. The global dashboard shows every company's upcoming meetings, action items due and recent activity, and every row is labelled with the company it belongs to. The analytics page shows hours per company, activity, the bot's join rate, upcoming meetings and action items due, over a seven-day or thirty-day window. Global search finds a phrase across companies, keyword first, with semantic matches labelled separately. Nothing can be changed from global mode; to edit anything you open the company.

The global chat mode

There is also a read-only global chat mode, for questions about your own time rather than about any company's content. Ask "how many hours did I spend with each company this month" and the answer lists each company with its figure. Every fact is labelled with the company it came from, and facts from different companies are never merged into a single narrative. It is the same read-only path the dashboard uses, extended to a question box. A part-time CTO meeting assistant has to answer the time question as honestly as the content question, and this is how it does it: one figure per company, each with its label, and no figure without one. Anything about what was said in a meeting belongs in that company's own assistant, which answers with citations.

What do fractional CTO meeting notes look like to a founder?

Fractional CTO meeting notes usually have two readers: the engineers who were in the call and the founder who was not. For the second reader, the minutes are a formatted document rather than a paste of AI text: attendees, agenda, discussion by topic, decisions, milestones with dates, and an action item table with owners and due dates. Each company has its own minutes template, with a heading, one of five colour themes, and an on/off switch for every section, so a founder who only wants decisions and milestones gets a one-page document and a board pack gets the full set. Empty sections are dropped. Export as PDF, or use "Copy for email", which puts HTML and plain text on the clipboard so the document pastes with its formatting. You read it, fix what needs fixing, and send it; nothing goes out on its own.

Each company's vocabulary

Every company has its own names for things: the internal name of the platform, the ticket prefix, the way the CEO says the product name. Each workspace has its own correction rules. A vocabulary rule maps a mishearing to the right term ("UBVA" becomes "UBA"). An instruction rule tells the summariser something structural, such as ticket ids always following the form PROJ-123. Rules apply to future meetings in that workspace and a past meeting is fixed by re-summarising. They can be created from a chat message or from "Propose a correction" on a meeting page. Because rules live inside one workspace, Company A's ticket prefix is never applied to Company B's transcript.

Which languages does it handle?

English and Arabic, including meetings that switch between the two mid-sentence. The expected languages and the language the notes are written in are set per company, so an English-only company and a company whose engineers move between Arabic and English can each have the right setting. See the Arabic and English page.

What does it not do yet?

The items below are the ones fractional CTOs ask about first, and none of them exists today.