Meeting record and action library

For

Sales teams and account managers who run client meetings and need a searchable record of what was said and promised

Solves

Meeting recordings, notes and action items sit in separate tools, so past commitments and decisions are hard to find and easy to miss.

Delivers

Reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers

Built in

about 5 weeks of creation time, MVP in 5 days

Investment

$14,500 for the MVP, $49,500 for the full product

Run it

Inside your business, or as part of your offer to clients

Reduce time spent hunting for what was said and promised while keeping one searchable record the team owns.

1. Record authorized meetings automatically or capture without a bot joining.
2. Transcribe speech in real time with speaker attribution and mute detection.
3. Generate running live summaries during the call.
4. Provide an in-meeting scratchpad that folds into post-meeting notes.
5. Produce concise meeting summaries from the transcript.
6. Extract action items with owners and due dates.
7. Extract key highlights, decisions and keywords.
8. Make transcripts searchable by keyword and phrase.
9. Answer natural-language questions across the whole meeting history with citations.
10. Answer post-call questions with shared context across calls.
11. Support live collaborative documents without screensharing.
12. Apply custom note templates and branding.
13. Report meeting analytics such as volume, duration and participation.
14. Import and extract key points from external documents and knowledge sources.
15. Connect to conferencing, calendar, messaging and CRM apps.
16. Send approved content to external LLMs for drafting and briefs.
17. Organize notes and documents automatically without manual folders.
18. Compare the reviewed result with the recorded baseline and value assumptions.
19. Capture corrections and named-owner approval before consequential use.
20. Export a versioned reviewed, searchable meeting library with source references and unresolved questions.

Everything these tools do, in one app

• Automatic recording Automatically records meetings without manual start.Found in MeetGeek, Fathom 3.0, Lyra
• Real-time transcription Converts spoken conversation into text as the meeting happens.Found in MeetGeek, Fathom 3.0, Aviator and 1 more
• Meeting summarization Generates concise summaries of meeting content.Found in MeetGeek, Fathom 3.0, Aviator and 1 more
• Action item extraction Identifies and lists actionable tasks from discussions.Found in MeetGeek, Fathom 3.0, Aviator and 1 more
• Key highlights extraction Pulls out important points, decisions, and keywords.Found in MeetGeek, Aviator
• Searchable transcripts Allows users to search through past meeting transcripts.Found in Aviator, Lyra, Fathom 3.0
• Cross-meeting search Enables querying across entire meeting history with AI-generated, cited answers.Found in Fathom 3.0
• Live summaries Shows running summaries during a call.Found in Fathom 3.0
• In-meeting scratchpad Lets users take personal notes during a call that fold into post-meeting summaries.Found in Fathom 3.0
• Bot-free capture Captures meetings without a bot joining, addressing privacy and etiquette concerns.Found in Fathom 3.0
• Speaker attribution Identifies who said what in the transcript.Found in Fathom 3.0
• Mute detection Detects when participants are muted.Found in Fathom 3.0
• Multi-language support Supports transcription and summaries in over 50 languages and auto-detects meeting language.Found in MeetGeek
• Custom templates and branding Allows customization of meeting note templates and application of custom branding.Found in MeetGeek
• Meeting analytics Provides insights and analytics about meetings.Found in MeetGeek
• Live collaborative documents Participants and AI can edit documents together in real time without screensharing.Found in Lyra
• AI teammate for post-call Q&A Answers questions after meetings and maintains shared context across calls.Found in Lyra
• Integrations with conferencing platforms Connects with Zoom, Google Meet, and Microsoft Teams.Found in Fathom 3.0, Aviator
• Integrations with productivity apps Connects with Google Calendar, Microsoft Outlook, Slack, HubSpot, and other apps via Zapier.Found in MeetGeek
• LLM integrations Sends meeting content to external LLMs like Claude and ChatGPT for drafting and briefs.Found in Fathom 3.0
• Automated note organization Organizes notes and documents automatically without manual folders or tags.Found in Karax.ai
• Natural language Q&A Allows users to ask questions in natural language and get answers from stored content.Found in Karax.ai
• Smart extraction from documents Extracts key points from lengthy articles and documents.Found in Karax.ai
• Content import Imports knowledge from various external sources.Found in Karax.ai

What goes in, what comes out

The workflow

1. In
   Start with

   Authorized meeting audio, calendars, notes and connected app data

2. 1

   Confirm the buyer's problem and scope

3. 2

   Collect authorized meeting audio

4. 3

   Calendars

5. 4

   Notes and connected app data

6. 5

   Then follow this sequence: 1

7. Out
   Finish with

   Reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers

AI does the heavy lifting, people stay in charge

Use AI to interpret permitted inputs, suggest structured mappings and generate candidate outputs for the stated task modules. Use deterministic code for arithmetic, schema validation, hard constraints and reproducible tests. Review source-linked explanations and uncertainty before accepting results. Recording requires participant consent and applicable law; final summaries, commitments and CRM updates remain human-reviewed. A model suggestion is never a verified fact, professional decision or authorization to act.

What your team sees

Primary screens: Meeting library, Meeting record, Action items board, Ask the library, Admin and data controls. Use a searchable list of meetings with filters by date, participant, account and language. Show a meeting record with transcript, speaker labels, summary, highlights, scratchpad notes and extracted actions side by side. Provide a natural-language question box with cited answers linked to source passages. Display draft, reviewed and approved states for summaries and actions. Make the task-specific outcome reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers visible beside its evidence, review state and value baseline.

Accounts and administration

Project ownership, meeting retention, participant consent records, speaker labels, template versions, approval states, usage allowances, export history and a rights record for supplied material. Add organization access boundaries, named reviewers, usage caps, data retention controls, export logs and explicit approval for external actions.

Integrations and data access

Zoom, Google Meet and Microsoft Teams for conferencing; Google Calendar, Microsoft Outlook, Slack, HubSpot and Zapier for productivity; Claude and ChatGPT for approved drafting. Start with file exchange and validate destination specifications before promising direct publishing. Start with authorized file exchange. Validate current provider access, usage rights and schema behavior before promising a connector.

We build with our own AI software development factory, so most implementations take days to a few weeks of creation time, not months. You see working software at every step, and exact timing depends on availability.

1. 1

   Scoping call

   Day 1

   Thirty minutes on your process, your data and how you want to run it: for your own team, or for your clients. You get a fixed scope and price for the MVP.

2. 2

   MVP

   5 days

   One buyer segment, one recurring use case; first modules: record authorized meetings automatically or capture without a bot joining; transcribe speech in real time with speaker attribution and mute detection. Manual review in the loop. Built by our AI software factory.

3. 3

   Paid pilot

   6 days

   Accounts, roles, review states, audit trail and the first integration, hardened for two to three paying pilot customers.

4. 4

   Full product

   2 weeks

   Self-serve onboarding, billing, monitoring and the wider integration set.

5. 5

   Run and improve

   Monthly

   We host, monitor and improve it for a fixed monthly fee, or hand it over to your team. How the retainer works.

Why we start with an MVP

An MVP, or minimum viable product, is the smallest version that your users can actually work with. It is not a cheap version of the full solution. It is a test, built to answer the questions that decide whether the rest is worth building.

1. Pick the riskiest assumption. Here: will sales teams and account managers who run client meetings and need a searchable record of what was said and promised use it to solve "meeting recordings, notes and action items sit in separate tools, so past commitments and decisions are hard to find and easy to miss"?
2. Build only what tests it. One team, one use case, a few core modules. People do the rest by hand for now.
3. Run a paid pilot. Agree quality and outcome thresholds before the pilot using this measure: Time to find a past commitment and action items completed on time.
4. Measure, then decide. Track time to find a past commitment and action items completed on time; accepted-output rate; material error rate; reviewer correction time; actual repeat purchase. Then expand, change course or stop, with evidence instead of opinions.

MVP scope for this solution. Pilot scope: One conferencing platform, one language and one team; recording consent and retention rules remain the buyer's responsibility. Implement one approved input format, a bounded representative case set and the first two task modules: record authorized meetings automatically or capture without a bot joining; transcribe speech in real time with speaker attribution and mute detection. Support the remaining modules with operator review: produce concise meeting summaries from the transcript; extract action items with owners and due dates; make transcripts searchable by keyword and phrase; answer natural-language questions across the whole meeting history with citations. Include source references, corrections, basic organization access, approval states, export and value measurement. Use managed operator assistance for unresolved exceptions. The cost estimate covers this narrow prototype, not unrestricted multi-tenant scale, complex production integrations, specialist certification or physical operations.

After the MVP. Once paid pilots prove usefulness, automate repeatable reviewed steps and add one verified source integration. Expand supported languages, meeting platforms and case volume only after new evaluation cases pass. Build reusable customer configurations and recurring value reports around reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers. Retain the explicit scope boundary: One conferencing platform, one language and one team; recording consent and retention rules remain the buyer's responsibility.

What the build depends on. Audio capture and consent, asynchronous transcription jobs, editable version history, reviewer access and tested export formats. High-fidelity meeting records require qualified review. Obtain representative authorized cases, baseline measurements, qualified reviewers and a buyer-side decision owner. Specific limitation: One conferencing platform, one language and one team; recording consent and retention rules remain the buyer's responsibility.

A planning range to start the conversation, not a quote. You pay per phase, so you can stop after the MVP.

Running costs per month

A rough indication of monthly hosting and AI model costs once it is live, not tested. Real costs depend on usage, file sizes and the models chosen.

Your brand, or this one

Run it under your own brand, or start from this concept style.

Selling it to your own clients: the go-to-market playbook

Pricing to test

Test a USD 300-1,500 fixed pilot for one defined team and meeting volume. Offer a monthly production allowance after repeat demand. Quote complex multi-language, CRM or analytics work separately. These are test prices, not market benchmarks. Package the initial sale as one bounded reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers. Recurring fees must specify volume, review depth and integration support. For exchanges, test a disclosed coordination or successful-service fee rather than holding customer funds. Reprice only after measuring real delivery labor; platform-build cost is separate from a commercial pilot fee.

Message to test

Reduce time spent hunting for what was said and promised while keeping one searchable record the team owns. Demonstrate a concrete reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers using the buyer's approved example and show the baseline, corrections and actual delivery effort.

Where to find buyers

Sales teams and account managers professional communities; specialist consultants serving this buyer; permissioned partner introductions; practical demonstrations at relevant trade or practitioner events.

Lead magnet

A reviewed sample reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers from a small authorized input set, with a transparent calculation of time to find a past commitment and action items completed on time and no promised savings.

The first 30 days

1. Week 1: interview five sales teams and account managers who run client meetings and inspect a recent example of meeting recordings, notes and action items sitting in separate tools.
2. Week 2: prepare a consented or synthetic demonstration of the stated task modules.
3. Week 3: seek one bounded paid pilot with agreed baseline and acceptance criteria.
4. Week 4: measure time to find a past commitment and action items completed on time, reviewer effort and repeat-purchase interest. This is a demand-validation plan, not a thirty-day full-product delivery promise.

Paid pilot

Agree quality and outcome thresholds before the pilot using this measure: Time to find a past commitment and action items completed on time. Continue only if the buyer accepts the actual output, the intended job outcome improves without unacceptable errors, and measured delivery cost fits willingness to pay. Revise or stop if access is unavailable, qualified review cannot be provided, or apparent savings disappear after corrections and support. Use held-out cases when comparing model quality; use a properly reviewed comparison design before making causal claims. Record missing cases and negative results alongside successful outputs.

Success metrics

Time to find a past commitment and action items completed on time; accepted-output rate; material error rate; reviewer correction time; actual repeat purchase.

Retention and expansion

Repeat the workflow when the buyer again needs reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers. Retain permissioned settings and reviewed examples, report realized value honestly, and sell increased volume or adjacent approved workflows only after contribution margin and quality remain acceptable.

Why clients would pick it

A reusable library of approved templates, account vocabularies and review examples, together with reliable delivery for a narrow sales niche. Build a permissioned library of representative task cases, reviewer corrections and verified operating constraints for sales teams and account managers who run client meetings. Repeatable delivery and useful integrations matter more than access to a base model.

Alternatives and positioning

MeetGeek, Fathom 3.0, Aviator, Lyra and Karax.ai, plus manual notes and generic transcription tools. Compare this product with the buyer's present method on time to find a past commitment and action items completed on time. Offer a bounded paid workflow instead of claiming broad autonomous expertise. Market uniqueness and competitor coverage are not verified.

Main delivery costs

Transcription and LLM processing, storage, reviewer hours, consent and retention administration, client revision rounds and connected app maintenance. Additional initial validation requires representative authorized sample preparation, buyer interviews, buyer-side evaluation and bounded validation of reviewed, searchable meeting library with attributed transcripts, summaries, action items and cited answers. Track cost per accepted output, including correction work, unsuccessful cases and support.

Preserve participant consent, source attribution, quotation accuracy and usage permissions. Named owners approve summaries, commitments and CRM updates. One conferencing platform, one language and one team; recording consent and retention rules remain the buyer's responsibility. Keep all consequential actions under authorized human control and do not fabricate missing inputs, permissions, professional judgments or market evidence.