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 file button to pick a file, or drag-and-drop a .txt, .md, .pdf, or .docx directly onto the notes area. PDFs and Word documents are processed through Kiaro’s text-extraction pipeline; text and markdown files are inlined as-is. Maximum file size is 50MB. This is the fastest way to process transcripts exported from Fireflies, Otter, or Read.ai, which default to .docx or .pdf.
Type notes, Write your own notes directly in the text area

If you start typing or paste a transcript and then try to navigate away before processing, Kiaro asks you to confirm before discarding your work. This prevents accidental loss of long transcripts pasted from tools like Fireflies or Otter.

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

Editing AI-generated content

The AI’s output is a draft. Every section on the meeting detail page is editable directly:

Title — click the title to rename the meeting.
Summary — click Edit on the Summary heading to open the rich-text editor. Save or cancel.
Action items — hover an item to reveal edit and delete icons. Click Add action item to append a new one with optional assignee and due date.
Key decisions and Follow-ups — same pattern. Hover to edit or delete, click Add to append.

Each edit saves independently; there is no page-wide “Save” button.

Regenerating with AI

If the AI’s first pass missed the mark, click Regenerate in the meeting header. This re-runs the AI against your original notes and replaces the summary, action items, key decisions, and follow-ups. Your original notes, title edits, and client / project links are preserved. A confirmation dialog appears first so you don’t lose manual edits unintentionally.

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 change the client, project, or meeting date at any time using the Edit header button on the meeting detail page, no need to delete and recreate the meeting. Backdating is fully supported, so you can log notes from a meeting that happened days ago and the date will reflect when it actually took place.

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.