Meeting Notes

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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.

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 then one of that client’s projects to link the meeting to. You can also set the meeting date. When you start from a client’s or project’s Meetings tab, or from the meetings list filtered by a client or project, those are filled in for you.

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 and date: click the title to rename the meeting (it can’t be left empty), or click the date to change it. Both save when you finish.
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. Blank key decisions, follow-ups or action items (ones not turned into a task) left in an older meeting are removed the next time you edit that list.

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. It also replaces the title, including one you edited, unless the AI doesn’t return a usable title. Your original notes, the client and project links and the meeting date are kept.

An action item already turned into a task keeps its link to the task when the regenerated list has an item with the same text, so it can’t become a second task. If the AI rewords the item, the new item has no link and the task stays in its project. 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 with its due date when that is a calendar date. A due date written as text, such as “next Friday”, is not copied to the task.

Once a task is created, the button changes to a checkmark that links to the task. Each action item becomes a task only once: a click from a page opened before the task was created says “Task already created for this action item.”, and editing the action items from such a page keeps the link to the task. If you delete the task, you can still edit the meeting’s action items. The next edit removes the link to the deleted task, and the item can then become a task again.

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 or project at any time using the Change client or project button on the meeting detail page, and the meeting date by clicking it. You don’t need to delete and recreate the meeting. Backdating is supported, so you can log notes from a meeting that happened days ago and the date will reflect when it 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 (with a client selected, the project dropdown only lists that client’s projects), 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

The workspace owner goes to Profile → Account & Data → Email Digest (also reachable from the Account & Data card in Settings) 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.