# Meeting notes and project tracking for project managers with several clients

> TrackHeros is an AI notetaker for project managers who run delivery for several clients at once. It joins client calls on Google Meet and Microsoft Teams, writes the minutes and action items, and fills tables of status, risks, decisions and dates from what was said, each value cited to its meeting. Every client's notes and tables stay in a sealed workspace of their own.

Canonical: https://trackheros.com/for/project-managers/  
Author: Sami Kanafani  
Updated: 2026-11-04

**In short:** TrackHeros gives a project manager with several clients one AI notetaker for every client's Google Meet and Microsoft Teams calls. It writes minutes and action items, and its trackers turn the calls into tables of status, risks, decisions and moving dates, each value citing the meeting and the words it came from. Changes wait for review, and each client's tables stay in its own sealed workspace.

TrackHeros is an AI notetaker for project managers, delivery leads and agency producers who run several client projects at once. It joins client calls on Google Meet and Microsoft Teams, writes the notes, and keeps tables of status, risks, decisions, change requests and dates filled from what each call actually said. 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. One client's project is never blended with another's.

## Why is delivery across several clients hard to keep straight?

Because the state of each project lives in meetings, and meetings produce prose. The go-live date is said three different ways in three calls, a risk is raised once in a standup and never written down, and a decision made on a Tuesday is reopened six weeks later by someone who was not there.

A project manager is rarely asked about one meeting. The questions are "where are we on the payments integration?", "when did go-live move, and why?" and "which risks are still open?". Each answer is spread across five sets of minutes, and multiplied by four clients, each with its own calendar and often its own Google or Microsoft account issued to you. Most meeting tools write up one meeting at a time, well; the joining-up is left to you and a spreadsheet you meant to update on Friday.

## How does TrackHeros work for a project manager?

### 1. Connect every client calendar

Connect each Google account and each Microsoft 365 or Outlook account you use for client work, as many of each as you hold, and assign each one to a client. An account belongs to exactly one client, so a meeting is never filed under two. New invitations arrive through push notifications, and the [every-calendar page](/features/multi-account/) has the detail.

### 2. The notetaker joins the calls

About two minutes before each call, a participant called TrackHeros Notetaker joins on Meet or Teams and waits in the lobby if there is one. Auto-join is set per meeting, per recurring series or for the account. A failed join can be retried with one click, and a meeting on two calendars of the same client gets one bot.

### 3. Notes land in the right client

The transcript is made in two passes, platform captions for the speaker names and then an audio pass over the recording, and the summary, decisions, action items and formal minutes are written from it into that client's workspace.

### 4. Trackers fill from what was said

After the notes are ready, each tracker that covers the meeting reads it and proposes new rows and changed values. By default they wait in a review queue until you accept them, and each one carries the quote it came from.

## What do you get after each client call?

| Artefact        | What is in it                                                                                  |
| --------------- | ---------------------------------------------------------------------------------------------- |
| Summary         | A short account of the meeting; an unusable recording produces a note saying so, not a summary |
| Decisions       | Each decision as a sentence                                                                    |
| Action items    | Owner as heard, due date kept as said and resolved; an owner not in the meeting is flagged     |
| Minutes         | A formatted document in the client's own template, exported as PDF or copied for email         |
| Transcript      | Real speaker names; a line that cannot be attributed is labelled Unknown rather than guessed   |
| Recording       | Playable inside the app through short-lived, meeting-bound links                               |
| Tracker changes | A "What changed" panel listing what the meeting gave each tracker                              |

The [action items](/features/action-items/) page explains owners and due dates; the rest of this page is about the tables.

## How do you track project status without re-reading the minutes?

With a project tracker: a table that fills itself from your meetings, one row per piece of work, updated meeting after meeting. Start from the Project tracker template, whose columns are item, description, status, owner, deadline, priority, blockers and last discussed, and point it at one client's meetings or at that client's weekly status call.

Each row is named by its item, so when the payments integration comes up again it updates the same row instead of adding a second one. Status follows the latest meeting: In progress, then Blocked, then In progress again. Blockers is a list, so "waiting on staging access" is added when it is raised and removed, after your review, when somebody says it has arrived. The last discussed column fills itself, which makes a quiet item easy to spot: nobody has mentioned the reporting export in three weeks.

The tracker's page has filters for what changed recently, what changed several times, what conflicts and what is waiting for review. On a Monday morning that is the whole status picture for one client, with a quote behind every cell. A [weekly client status meeting](/blog/weekly-client-status-meeting/) runs faster with the table open.

## What happens when a date keeps moving?

It stays one cell, and the cell keeps every earlier value. Each change records the meeting, the speaker, the moment and the words used, so "when did go-live move, and why?" has an answer you can quote.

| Weekly call         | What was said                                              | Go-live cell         |
| ------------------- | ---------------------------------------------------------- | -------------------- |
| Tuesday 10 February | "We're on track for the third of March."                   | 3 March, first value |
| Tuesday 24 February | "With the API delay, call it the seventeenth."             | 17 March, changed    |
| Tuesday 10 March    | "Security review needs two weeks, so the second of April." | 2 April, changed     |

The history panel shows 3 March → 17 March → 2 April with each quote, and a link opens the transcript at the moment it was said. If the notes of the 24 February call are read after the 10 March call, the older value lands in history, labelled as older, and the table keeps 2 April. Repeating a date counts as a confirmation, not a change. [Track a date that keeps moving](/blog/track-a-date-that-keeps-moving/) goes further.

## How do you keep a decision log and a risk register from meetings?

Start the decision log from its template and the risk register from a sentence. The Decision log template has decision, context, decided by, date and a status of active, reversed or superseded, so a decision that is later undone is marked rather than deleted.

There is no risk template. Describe what you want ("risks raised in Client A's steering meetings, with who raised them, impact, mitigation and whether they are still open") and TrackHeros drafts the columns for you to edit; or start blank. A risk column works best as the key, impact as a status with low, medium and high, and a status with open and closed, where closed is marked final. Preview the definition on a recent steering meeting before saving, to see what it would have taken. Whether your plan includes designing your own columns is on [pricing](/pricing/).

The [decision log guide](/blog/decision-log-for-client-projects/) covers what a good entry needs, and [a risk register from meetings](/blog/risk-register-from-meetings/) walks through the risk table.

## How do change requests stay visible?

Through the Change requests template: request, requested by, date requested, in original scope, estimated effort, cost impact, decision and decision date. Date requested keeps the first value, so the day a request was first made stays fixed, and a later meeting that gives a different date is shown as a conflict for you to decide.

In original scope is a yes / no / unclear column, and it stays unclear unless someone says which. Cost impact is a money column with an amount and a currency. The table is the record you bring to the conversation about scope, which [scope creep starts in meetings](/blog/scope-creep-starts-in-meetings/) is about.

## How do you see every client's status at once?

Give one tracker all your clients as its scope. TrackHeros keeps a separate table for each client, and the Trackers page shows them together with a client label on every row; rows from two clients are never merged, even when both have a "Phase 2".

A client you add later gets its own table automatically. Meetings in your private "No client" space are not included. Alongside it, the [unified calendar](/features/unified-calendar/) shows every client's meetings in one read-only view and the Action items page lists every client's commitments, each row labelled. [Project status across all clients](/blog/project-status-across-all-clients/) puts the three together into a weekly routine.

## Can you trust a table nobody typed?

Only as far as you can check it, which is why every value is checkable. A value has to point at the transcript lines it came from, a value with no line behind it is dropped, and the quote you see is rebuilt from the stored transcript rather than written by the model. A column the meeting said nothing about stays empty.

Changes wait for review by default. A tracker can apply confident values on its own, but removing a list item, a value that contradicts a keep-the-first column, a change to a cell you edited, and a possible duplicate row always wait for a person. A cell you edit is protected, and any applied change can be undone. A rejected value does not come back when the same meeting is read again.

## How do you report status to the client?

From the table and the minutes, by hand. The minutes of each meeting go out as a PDF or through Copy for email, and nothing is sent automatically. For the cross-meeting view, ask the client's assistant "which items on the project tracker are blocked?" and it answers from the table, naming the meeting each value came from. Answers export as Markdown, PDF or email-ready HTML.

The table itself and its full change history download as CSV, which opens in Excel or Google Sheets. Export is not on every plan; [pricing](/pricing/) says which. The assistant reads trackers and never changes them.

## Can colleagues work from the same tracker?

Yes, once you share it. A tracker is private to the person who made it, and to admins on a company account, until it is shared with colleagues already assigned to that client. They can review changes and edit cells; only the creator or an admin can change the columns or scope, archive or delete it, or start a re-read. A tracker reads only meetings its creator could open.

## How are clients kept apart?

Every client is a workspace, and every query is scoped to one workspace before it runs; Postgres row-level security sits behind that as a second layer. Each tracker belongs to one client's workspace, and the all-clients view labels rows rather than blending them. Deleting a tracker deletes its values and quotes, and deleting a client deletes its trackers along with its meetings. The [client isolation](/features/client-isolation/) page explains the mechanism, and the [privacy section](/#privacy) covers backups.

## Which languages does it handle?

Meetings in English, in another language or in two at once, with nothing to set. A client whose engineers move between German and English and one whose team speaks Spanish need no different configuration: close to 100 spoken languages are recognised, and the notes are written in English or in one of eight other languages, per client. Trackers read the same transcript as the notes, so a standup held in Hindi feeds the same columns as one in English. Every language is on the [languages page](/languages/).

## What does it not do yet?

The item below is the one project managers ask about first, and it is not available today.

## Not yet available

- Push action items straight to Jira, ClickUp, and Linear — not yet available

## Frequently asked

**Does a tracker write anything into our issue tracker?**

No. Trackers live in TrackHeros and nothing is written into Jira, Linear or any other tool. The table and its full history can be downloaded as CSV, on the plans that include export.

**Does the status table update during the call?**

No. A tracker reads a meeting after its notes are ready, so the table changes after the call rather than while people are talking. A meeting held in another language, or in two, is read after the audio pass.

**What happens when two meetings give different dates?**

In a column where the latest value wins, the newest meeting's date is current and every earlier one stays in the cell's history with its quote. A meeting read late never overwrites a newer value; it lands in history, labelled as older. In a column set to keep the first value, a different later date is shown as a conflict for you to decide.

**Can I see every client's project status in one table?**

One tracker definition can cover all your clients. TrackHeros keeps a separate table for each client and shows them together on the Trackers page with a client label on every row, and rows from two clients are never merged, even when they have the same name.

**Does the notetaker need to be the meeting host?**

No. It joins as a participant under its own name and, if it is not admitted automatically, waits to be let in like anyone else. Auto-join can be switched off for one meeting, for a recurring series, or for the whole account.

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TrackHeros is in early access: https://trackheros.com/#early-access