Meeting Notes
Capture meeting notes in Kiaro and let AI extract structured summaries, action items, key decisions, and follow-ups. Meeting content feeds into proposals and keeps your project records complete.
Adding meeting notes
Go to Meetings > New Meeting Notes or click New Meeting Notes from the sidebar.
You have three input options:
- Paste a transcript, Copy-paste from Zoom, Google Meet, Teams, Otter, Fireflies, Quill, or any other tool
- Upload or drop a file, Click the Upload text file button to pick a file, or drag-and-drop a
.txt,.md, or.pdfdirectly onto the notes area. PDFs are processed through Kiaro’s text-extraction pipeline; text and markdown files are inlined as-is. - Type notes, Write your own notes directly in the text area
Optionally select a client and project to link the meeting to. You can also set the meeting date.
Click Process Meeting Notes and the AI will analyze your input and return structured output.
What the AI extracts
After processing, each meeting note contains:
- Summary, A clean, structured summary of what was discussed, organized by topic
- Action items, Specific tasks that need to happen, with assignees and due dates when mentioned
- Key decisions, Important decisions that were made during the meeting
- Follow-ups, Items that need follow-up but are not yet actionable tasks
Creating tasks from action items
Each action item has a + button next to it. Click it to create a task in the linked project with one click. The task is pre-filled with the action item text and due date.
Once a task is created, the button changes to a checkmark that links to the task.
To create tasks, the meeting must be linked to a project. If it is not, you will see a prompt to link one. You can link a client and project to any meeting at any time using the Link client/project button on the meeting detail page, no need to delete and recreate the meeting.
Meetings list
The meetings list at Meetings shows all your meetings in a table with columns for Title, Date, Client, Project, and Action Items. You can filter by client or project using the dropdowns, and paginate through large lists.
Meeting notes on client and project pages
Meeting notes appear in a Meetings tab on both:
- Client detail pages, All meetings with that client
- Project detail pages, All meetings for that project
This gives you a chronological record of every conversation, accessible from the context where you need it.
Meeting context in proposals
When you generate a proposal with the AI Proposal Drafter, recent meeting summaries from the selected client are automatically included as context. This means the AI can reference discussions, decisions, and scope items from your meetings when drafting the proposal.
You do not need to do anything to enable this, it happens automatically when meeting notes exist for the client.
Daily priority digest
Kiaro sends a daily morning email summarizing what needs your attention:
- Overdue invoices, Client name, amount, and days overdue
- Tasks due today, Task name and project
- Tasks due this week, Upcoming deadlines in the next 3 days
- Meeting follow-ups, Open action items from meetings in the last 7 days
- Stale clients, Active clients with no activity in 14+ days
Configuring the digest
Go to Settings > Account to:
- Enable or disable the daily digest
- Set your preferred send time (in UTC hours)
The digest only sends when there is something to report. If nothing needs attention, no email is sent.
Supported input formats
The AI handles a wide range of input quality:
- Full transcripts with speaker labels and timestamps
- Bullet-point notes from a call
- Informal meeting summaries written from memory
- Raw unformatted text, even rough notes produce useful summaries
The more detail you provide, the better the AI output. But even sparse notes will be organized into a structured summary.