Meeting minutes and action items for agencies

• Notes live in one notebook. The person who took them is the only one who can find them.
• Action items have no owner. Everyone leaves sure that someone else will do it.
• The client remembers a different promise. There is no shared record to check.

1. 1
   Record. Start meeting recording from the phone after confirming consent.
2. 2
   Review. Read the transcript, summary, decisions and action items, and correct what needs it.
3. 3
   Share. Send minutes to the team, and a client-safe version to the client.
4. 4
   Follow up. Owners get reminders until each action item is closed.

Record a meeting from the mobile app. Before recording starts, the app asks you to confirm that the participants have agreed to be recorded.

• Up to three hours per recording.
• Arabic, English and mixed Arabic and English speech.
• A recording is private to the person who made it until they share it.

After the meeting, Agency Root produces:

• a transcript with timestamps;
• a concise summary;
• the decisions that were made;
• action items, each with an owner and a deadline when one was stated.

You can correct the transcript. The original machine transcript is kept unchanged, and every edit is versioned.

Action items live inside the meeting record with a status: open, in progress, blocked, completed, overdue or cancelled.

Agency Root generates minutes of meeting as a branded PDF or DOCX: meeting details, attendees, objective, summary, key discussion points, decisions, client requests, agency commitments, action items with owners and deadlines, risks and next steps.

There are two versions when you need them: an internal one, and a client-safe one without internal notes, margins or confidential risks.

Meetings become part of the agency's memory. Search across titles and transcripts to find what was decided and when. Client meetings appear on the client's record.

Each meeting is shared at the level you choose: private, selected people, a team or department, or the whole company. People only find meetings they are allowed to see.

A discovery meeting usually contains the brief: what the client wants, quantities, timeline and budget signals. Agency Root can turn that into a quotation draft, mapping requests to your service catalog and listing what is still missing. Every extracted requirement keeps a reference to its place in the transcript.

The draft is then priced and approved in the commercial engine.

Agency Scale adds a Pre-Meeting Agent that prepares a briefing before a client meeting, and a Post-Meeting Agent that prepares the follow-up message and minutes for approval.

• Consent. Recording does not start until you confirm that participants have consented.
• Audio. Raw audio is kept for 90 days by default. An authorized admin can keep an important recording longer.
• Transcripts. Kept while the account and the record are active, and deleted when you delete them.
• Clients. Clients see minutes and action items. Recordings and transcripts stay hidden from clients unless the agency explicitly shares them.

Transcription and summaries follow the same rules as every other AI feature. Read how Agency Root's AI is controlled.