Draft minutes with AI, then review and apply

Overview#

Following the insight template you choose, AI writes out from the transcript a summary, the template sections, decisions, open questions, next actions (with due dates and whether they are yours or the customer's), BANT readings, risks, a deal stage suggestion, minutes for the customer and a thank-you email. The result is a draft. You check and edit it item by item, tick what to apply and click Confirm and apply: tasks are created, the next action is set on the activity and the deal, and the deal stage moves in one step, and the activity is marked completed.

What it does and does not do#

• It does: let you edit, delete and add to the draft on the spot; turn your own actions into tasks; set the next action on the activity and deal; change the deal stage; re-extract with a different template.
• It does not: change the activity content, next action or status, the deal or tasks until you click Confirm and apply. It never overwrites the Activity content field either; the summary lives in the minutes.

Steps#

1. With the transcript in place, choose a template. The company default is preselected (Follow-up (preset) if none is set).
2. Click Extract with AI. A long transcript can take a few minutes.
3. The card turns into a Draft with a note asking you to review and edit it, tick what to apply and click Confirm and apply.
4. Go through it from the top.
5. Click Confirm and apply. A message such as "Minutes confirmed (2 tasks created)" appears and the card becomes Confirmed.

On the screen#

• Summary: editable.
• Template sections (for example Updates since last time, Open issues, Value and fit, Next steps): text sections are a text box; list sections have one item per line that you can delete or extend with Add item.
• Decisions and open questions: one item per line, editable.
• Next actions: each has a Yours or Customer mark, the action and a due date. Yours items have a Make a task tick box (ticked by default). Delete items or add one with Add action.
• Update the next action on the activity and deal (under Apply to activity and deal): ticked when the AI proposed one; you can edit the text and date. When the activity is linked to a deal, the deal's next action is replaced with the same text and due date, and the Follow up this week view and the morning follow-up notification go by that date. For an activity without a deal, the option reads Update the activity's next action and only the activity is updated.
• Change the deal stage to "…" (same box): appears only when the AI thinks the stage should move and the activity is linked to a deal, with the AI's reason below. It is unticked by default.
• BANT and risks: the budget, decision maker, need, timing and risks read from the conversation, for reference.
• Minutes for the customer and thank-you email: see "Send minutes and a thank-you email to the customer".

When you confirm:

• Tasks from Make a task take the action as the title, its due date, and the activity owner as assignee; they are linked to the activity's deal, customer and contact and carry an AI-created mark.
• The stage changes under the same rules as Change stage on the deal and is recorded in the stage history.
• If any one of the tasks, next action or stage is refused, nothing is written; the reason appears above the button.
• A planned or in-progress activity becomes Completed, and the Meeting prep card and the AI note-taker switch disappear (the status badge stays).
• Confirmed minutes are read-only. To change them, click Re-extract in the header to go back to the import screen (the transcript is still there) and extract again, with a different template if you like. Tasks and deal changes already applied stay as they are.

FAQ#

• Will the AI change the activity or deal by itself? No. The AI only suggests; when you click Confirm and apply, only what you ticked is applied.
• The activity became Completed when I confirmed: that is by design. Confirmed minutes mean the meeting is over.
• Does it use points? Extract with AI uses AI points. If you are told you do not have enough AI points, add points and click it again; the transcript is already saved.
• It says it cannot connect to the AI service: the transcript is saved. Wait a while and click Extract with AI again.
• It says the templates could not be loaded and the default angles will be used: you can extract as usual; the company default angles are used.
• There is no stage change line: the activity is not linked to a deal, or the AI judged the current stage to be right. The AI only picks from your company's stages.
• A joke was listed as a decision: that is why it is a draft. Delete the line and then confirm.