Meeting Notes
The call runs 2:00 to 2:47 and the next one starts at 3:00, so the fragments sit. This agent listens so you don't have to split your attention — it writes the summary in your format, separates the decisions from the maybes, and drafts the follow-ups with an owner on each one. It never sends the client recap itself. That email is a record, and a person puts their finger on send.
Yours outright — no required subscription.
Every agent is built for your business — your systems, your approval chain, your way of working. We scope it on the call.
If this sounds too technical, don't worry. We take care of everything for you.
- Private VPS deployment. This agent runs on a server that belongs to you, not a shared cloud tenant. The recordings, the transcripts, and everything your clients said on those calls sit on your box, under your retention rule.
- A technician agent alongside it. Every hire ships as a pair: the Meeting Notes Agent that listens and drafts, and a VPS-technician agent that lives on the same box and keeps it healthy — patched, backed up, monitored. You're not hiring one thing, you're hiring a small team of two.
- Your format, not a tool's format. The summary is built to the shape you already use — decisions, open questions, action items with an owner and a date — and the recap draft reads the way your team writes. Not a wall of transcript.
- Follow-ups drafted once, routed everywhere. Wired into your calendar, your call tool, your team chat, and wherever you keep the project record, so the same four items stop getting retyped four times in four formats.
- Security hardening. Private VPN, firewall, and encryption configured on your server before it sits in on a single call.
- A live walkthrough, then 14 days of priority support. We show you what each agent does and where the notes agent is built to stop. Then two weeks of support to tune it against the calls you actually take — the accents, the jobsite noise, the vendor name it keeps mishearing.
- You own everything — the server, the agent, the code it runs on, and every recording it ever made.
Not sure it fits? Check fit in 90 seconds in the free assessment chat.
Who this is for
- You're running an agency or studio where account managers stack five or six client calls a day. The recap email is the first thing dropped when calls run back to back, and the tasks get typed at 6pm from memory.
- You're a contractor with a weekly owner call and a Tuesday site walk, and your PM writes minutes on his phone in the truck cab. A verbal "go ahead and move it" turns into a change-order argument six weeks later.
- You're the one on the call and the designer, the tech, or the installer who does the work isn't. They find out what the client decided three days late, secondhand — and half of what got decided never makes the trip at all.
- You already tried a notetaker, and now you have a folder of 2,000-word transcripts nobody reads, in someone else's format and someone else's cloud, with the action items still getting retyped into the system you actually run on.
How it earns trust
The failure mode of AI in meeting notes isn't that it's occasionally wrong — every system is. It's that a wrong line arrives looking exactly like a right one: clean, confident, easy to forward without reading. This agent is built on the opposite bet — every line stays checkable against the recording.
Every line points at a timestamp
Each item in the summary links back to the span of transcript it came from, and that transcript lives on your server. A disputed sentence is checkable in about ten seconds instead of being argued from memory.
Drafted versus sent, both kept
The trail records what the agent wrote next to what a human changed before it went out. A correction someone makes every single week becomes visible rather than absorbed — you can see it's mishearing one vendor's name or one job number, and get that fixed.
What it left out is logged too
Omission is the failure with no error signal: a summary missing the one decision that mattered looks exactly like a summary that isn't. So it logs what it considered and dropped, which gives you something concrete to spot-check the full transcript against.
Retention is your call, on your box, under your rule — no third party is holding a copy of what your clients said.
Pairs well with
These share a workflow with this role. Tick any to add them to your setup.
I can run the call or take notes, not both.
That's the job it takes. It listens to the whole call so you can run it, then writes the summary in your format and drafts the follow-ups with an owner on each. You read and correct instead of reconstructing fragments at 6pm. It doesn't make you a better notetaker; it takes the second job off the call.
I never send the recap email. Will it send it for me?
No. It drafts the recap and stops. That email is a contemporaneous record — it's what gets cited in a scope argument six weeks later — so it ends as a draft with your finger on send, every time. It also never assigns or reprioritizes work on its own: it routes each follow-up to the owner it believes is right, and a human confirms the owner, the date, and whether the item is real. It adds a step to your process; it never removes one.
We agreed to that on the call. I just don't have it in writing.
Every line in the summary points back to a timestamped span in the transcript, and the transcript sits on your server. When a client says you agreed to the Spanish version, you play the thirty seconds where it was actually discussed instead of taking a position and hoping. That's the difference between a note and a record.
We tried a notetaker and now we have transcripts nobody reads.
The transcript is the receipt, not the deliverable. What goes out is a short summary in your format plus drafted follow-ups routed to the people who weren't on the call. The transcript stays underneath for the one week in twenty when a line gets disputed. And it never overwrites or deletes an existing note, task, or record — it appends, so nothing it got wrong quietly replaces something that was right.
Is it going to sit in on every meeting I have?
Only the ones you point it at. It never decides when a conversation is recordable — whatever consent step you use today stays yours, and it can be barred by rule from any meeting you name: personnel, legal, anything privileged. A bot sitting in a participant list is not consent, and nobody should treat it as such.
What's covered under the $1,997 setup, and what isn't?
One company, one system of record, one approval chain for what goes out. Your call tool, your summary format, and your routing rules, set up on your own server and typically live about seven days from kickoff. Multiple business units with genuinely different note formats and record systems get scoped on the free 15-minute call, not priced off a list.
Hiring more than one? A department on tap — the subscription puts a build team behind every request, agent after agent.