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, “Your day at a glance,” summarizing what needs your attention. A one-line summary sits at the top when two or more sections have content.

What the digest shows

The email deliberately shows a short list rather than everything you have open. The rule is:

Work that is overdue, due today or tomorrow, or flagged high priority.

The same sentence appears in the email footer, so you never have to guess why something did or did not appear.

Sections, in order:

Needs paying, overdue invoices with client name, amount, and days overdue, most overdue first
Due or overdue, tasks that are past due, due today, or due tomorrow
Flagged, tasks set to High or Urgent priority that do not have a due date yet
Unconverted action items, action items from meetings in the last 7 days that you have not turned into tasks. Once you convert one, it leaves this section and appears in your task list instead
Mentions, unread @mentions from task comments (Team plan)

Each section shows a limited number of rows. When there is more, a “N more” link takes you to the matching filtered list in the app.

What the digest leaves out

Ongoing tasks are never included. These are buckets you log time against rather than work with an end, so they would only add noise. See Ongoing tasks for how to use the status
Tasks with no due date and no High or Urgent priority are not listed
Tasks assigned to someone else are not listed. You see your own tasks plus anything unassigned

The footer tells you how many items were left out, for example “Not shown: 3 ongoing, 12 other open tasks”, so you can tell the difference between a short list and a broken one.

Configuring the digest

Go to Settings > Account > Email Digest to:

Choose a cadence: Off, Daily, or Weekly
Set your preferred send time, in your own timezone, taken from your account timezone setting
Pick which weekdays it arrives, when set to Daily. Toggle the day chips (Monday through Sunday) for the days you want; at least one day must stay selected

The digest arrives on every day you have selected, including days when nothing needs attention. On a clear day it is a short all-clear rather than a full list. This is deliberate: if the email is missing, you know the schedule turned it off, rather than wondering whether it broke.

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.