What you can do with online meetings and minutes

Overview#

Online meetings and minutes keeps everything before and after an online meeting inside one sales activity. A meeting link and an invitation email get you to the day, Meeting prep reminds you where you left off, and afterwards AI drafts the minutes from the transcript. Once you review the draft and click Confirm and apply, tasks, the next action and the deal stage are updated in one go.

What it does and does not do#

What it does#

• Meeting link: keep the Google Meet, Zoom or Teams URL on the activity. If there is no link yet, issue a Google Meet link from your own Google Calendar ("Add a meeting link or issue a Google Meet link").
• Invitation email: one click creates an email with the date, duration, meeting link, agenda and a notice about recording and AI minutes ("Send a meeting invitation email").
• Meeting prep: customer, deal and BANT, recent activities, open tasks, the last minutes and recent emails on one card in the activity. You can also open it with Prepare under This Week on the home screen.
• AI extraction: paste a transcript from Zoom, Google Meet or Teams, or pick a file, and click Extract with AI. A summary, decisions, next actions, a stage suggestion and more come back as a draft.
• Review and apply: edit the draft, tick what to apply and click Confirm and apply. Creating tasks, updating the next action on the activity and deal, and moving the deal stage happen in one step.
• Minutes and a thank-you email for the customer: AI drafts both, and you send them from an email window with the recipient, subject and body filled in.
• Insight templates: decide what the AI listens for with the BANT, SPICED, First hearing and Follow-up presets or your own template.
• AI note-taker: joins at meeting time to record and transcribe, then prepares a draft of the minutes (only where the recording bot is set up).
• Calendar import: meetings in your own Google Calendar with outside participants can be added as activities automatically (each person turns this on in their settings).

What it does not do#

• It does not host the meeting. Meetings run on Google Meet, Zoom or Teams; Bookmi handles what comes before and after.
• AI never edits on its own. The activity content, next action, deal and tasks stay as they are until you click Confirm and apply.
• It never records on its own. The AI note-taker is off by default and is turned on per meeting (unless you set it to join imported calendar meetings).
• No audio or video files. For in-person meetings, turn the recording into text with a tool such as Notta first and paste the text.
• Issuing a Google Meet link does not send a Google invitation to the customer. Use the invitation email.

Steps#

1. Create a meeting activity: set the category to Meeting or Demo and enter the date, time and contact.
2. Paste the meeting link, or click Issue Google Meet link on the activity.
3. Click Create invitation email at the top right of the activity and send it.
4. Before the meeting, open Meeting prep on the activity.
5. After the meeting, paste the transcript into the Minutes card and click Extract with AI.
6. Edit the draft, tick what to apply and click Confirm and apply.
7. Send the minutes with Send by email under Minutes for the customer, and the thank-you email with Create thank-you email.

On the screen#

• Activity Management (left menu): the activity list. Activities with a meeting link show the link under the subject, so you can join directly. Activities the AI note-taker is recording or has booked are marked Recording or Recording scheduled.
• Left side of the activity: Activity information (meeting link), AI note-taker, Related information and Meeting prep.
• Right side of the activity: Activity content and the Minutes card. Minutes are either Draft (the AI suggestion) or Confirmed (applied).

FAQ#

• Can the AI change the deal stage by itself? No. The AI only suggests, and the stage change starts unticked. Only the items you tick are applied when you click Confirm and apply.
• What happens to the activity when I confirm? A planned or in-progress activity becomes Completed. Confirmed minutes mean the meeting has taken place.
• What does it cost? Extract with AI uses AI points. Meeting prep, issuing a Google Meet link and the invitation email use no points. Recording and transcription by the AI note-taker are currently not charged.
• Do I have to record? No. Pasting the transcript from your meeting tool is enough; the AI note-taker is optional.
• Anything to watch out for when recording? In Japan it is good manners to tell the customer in advance. The invitation email already includes a notice.