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Create and manage meeting minutes

Create minutes through a Chat Room's meeting feature. Recording and transcription process personal information; confirm organization retention policy and obtain every participant's consent before starting.

Start a meeting​

  1. Open the Room, open its workspace, and select Meeting. Starting may be restricted in Agent-only Rooms.
  2. In the consent dialog, select 15, 30, or 60 minutes.
  3. Accept both recording and participant-notification consent items. New meetings use the Portal's default title.
  4. Choose Agree and Start.

Both consent items are required. Do not use transcription without consent or where recording is prohibited.

Review transcription and delivery​

Read the transcript and organize paragraphs in the Meeting panel while the meeting runs. At the end, choose:

  • Deliver to Agent: save the transcript, generate a summary, and send transcript and summary artifacts to the Room.
  • Discard: soft-delete the minutes to exclude them from the archive.

The same choice appears when the time limit ends. An empty or unsaved transcript cannot produce a summary. Inspect the content before delivery and confirm the delivery or discard result afterward.

Past minutes and summary versions​

Open past minutes from the Room's meeting history. Finalized minutes show transcript and summary and support summary regeneration. Regeneration saves a new version; check the current version before sharing important decisions.

Download transcripts as .txt or .md from the history panel. Preserve required originals and summaries in approved storage before deletion. Deleting minutes records a reason and may make referenced results inaccessible from Chat.

Manual review after validation failure​

If distortion or factual errors are detected, Manual review is required. and Start Manual Review appear. Users who can see the action should:

  1. Compare decisions, numbers, owners, and deadlines with the original transcript.
  2. Select Start Manual Review.
  3. Score M8, M10, M11, and M13 from 0–5, and S3 and S4 from 0–3.
  4. Select Submit Review to rerun validation.

Scores do not edit the summary. If it is wrong, regenerate from the transcript or follow the correction procedure. Do not raise scores just to pass validation.

Errors and privacy​

For processing errors, inspect the message and meeting status instead of creating duplicate meetings. Recordings, transcripts, translations, and summaries may contain personal or customer data; limit recipients and retention when moving them through Chat, webhooks, or external tools.

Meeting-domain validation and summary-quota dashboards are separate operational concerns. Use manual review only when its action is actually shown.