AI Meeting Minutes

Transform your transcripts into structured meeting minutes automatically.

How It Works

Stenoris uses an advanced 8-step AI pipeline to analyze your transcript and extract:

• Action items with owners and deadlines
• Decisions made during the meeting
• Key discussions and topics
• Attendees and participants
• Follow-ups and next steps

The pipeline verifies extracted information against the source transcript to ensure accuracy and prevent hallucinations.

Getting Started

1. Open your transcript in the editor
2. Click the AI Minutes button in the toolbar
3. Configure options as needed
4. Click Generate Minutes

Options

Context Field

The context field helps the AI understand your meeting better. Good context leads to more accurate and relevant minutes.

What to include:

Information	Example	Why It Helps
Meeting type	"Weekly engineering standup"	Sets expectations for content type
Organization	"Acme Corp product team"	Helps interpret internal references
Participants	"John (PM), Sarah (Dev Lead), Mike (QA)"	Improves speaker attribution
Topic/Project	"Q1 roadmap planning for mobile app"	Focuses extraction on relevant items
Terminology	"Sprint = 2-week cycle, EPD = Engineering Product Design"	Clarifies jargon

Context Examples by Meeting Type

Engineering Standup:

Daily standup for the Backend team. Participants: Alice (Tech Lead),
Bob (Senior Dev), Carol (Junior Dev). Discuss: yesterday's progress,
today's plans, blockers. Terms: PR (pull request), CI (continuous
integration), k8s (Kubernetes), hotfix (urgent production fix).

Client Project Meeting:

Project status meeting with Acme Corp. Internal: John (PM), Sarah (Dev).
Client: Mike (Product Owner), Lisa (Stakeholder). Project: E-commerce
redesign, Phase 2. Milestones: Beta launch March 15, Go-live April 1.

Sales Call:

Discovery call with potential customer. Our team: Alex (Sales Rep),
Jordan (Solutions Engineer). Prospect: TechStart Inc, speaking with
their CTO and Head of Operations. Product: Stenoris Enterprise plan.
Focus: their transcription needs and compliance requirements.

Board Meeting:

Q4 Board of Directors meeting. Board members: Dr. Smith (Chair),
Johnson (CFO), Williams (Independent). Management: CEO, COO, CFO.
Topics: Q4 financials, 2025 budget approval, executive compensation.

Medical/Legal (Confidential):

Patient consultation with Dr. Martinez (Cardiologist) and patient
John Doe. Medical terms: echocardiogram, ejection fraction, beta
blockers, ACE inhibitors. Note: HIPAA-compliant handling required.

Interview:

Technical interview for Senior Developer position. Interviewers:
Sarah (Hiring Manager), Tom (Team Lead). Candidate: Alex Chen.
Focus areas: system design, Python/Django experience, team fit.

TIP

Keep context concise but informative. 2-4 sentences is usually enough. The AI doesn't need your company's entire history—just enough to understand this specific meeting.

Correct Transcript First

Enable this option to automatically fix transcription errors before generating minutes.

When to Enable	When to Skip
Audio had background noise	High-quality recording
Heavy accents or fast speech	Already manually corrected
Technical jargon was misrecognized	Short meetings (<5 min)
Speaker names were wrong	Time-sensitive delivery

Beta Feature

Transcript correction is experimental. It adds processing time and may occasionally introduce errors. Review the generated minutes carefully.

Verbosity

Control how detailed your meeting minutes will be:

Level	Best For	Output Style
Concise	Executive summaries, quick updates	Bullet points only, key decisions
Normal	Standard meeting notes	Balanced detail, context for decisions
Detailed	Legal records, thorough documentation	Full context, extended discussions

Custom Templates

Customize the structure of your minutes using markdown templates.

Default sections the AI can fill:

• Summary / Overview
• Attendees / Participants
• Action Items (with owners, deadlines)
• Decisions (with rationale)
• Discussion Points / Key Topics
• Next Steps / Follow-ups

Template Examples

Executive Summary Format:

# {{title}} - Executive Summary

**Date:** {{date}}
**Participants:** {{attendees}}

## Key Takeaways
{{summary}}

## Decisions
{{decisions}}

## Action Items
| Owner | Task | Due Date |
|-------|------|----------|
{{action_items}}

Standup/Scrum Format:

# Daily Standup - {{date}}

**Team:** {{attendees}}

## Updates by Person
{{discussion}}

## Blockers
{{blockers}}

## Action Items
{{action_items}}

Client Meeting Format:

# Client Meeting Minutes

**Client:** [Client Name]
**Date:** {{date}}
**Attendees:** {{attendees}}

## Meeting Purpose
{{summary}}

## Discussion Points
{{discussion}}

## Agreed Actions
{{action_items}}

## Decisions & Approvals
{{decisions}}

## Next Steps
{{next_steps}}

---
*Minutes prepared by Stenoris AI*

Board Meeting Format:

# Board Meeting Minutes

**Date:** {{date}}
**Present:** {{attendees}}
**Absent:** [List absent members]

## Call to Order
Meeting called to order at [time].

## Agenda Items

### {{topic_1}}
{{discussion_1}}

**Motion:** {{decision_1}}
**Outcome:** Approved / Not Approved

## Action Items
{{action_items}}

## Next Meeting
{{next_steps}}

## Adjournment
Meeting adjourned at [time].

Simple Bullet Format:

# {{title}}

{{date}} | {{attendees}}

**Summary:** {{summary}}

**Decisions:**
{{decisions}}

**To Do:**
{{action_items}}

**Next:** {{next_steps}}

Template Tips

• Use {{placeholder}} syntax for dynamic content
• The AI maps extracted content to matching section names
• Keep section headers clear: "Action Items" works better than "Things People Need To Do"
• Tables work well for action items with multiple columns

Template Limitations

Templates work best when they align with what the AI pipeline extracts. Sections requesting information outside the extraction scope may result in empty content:

• ✅ Works well: Action Items, Decisions, Discussion, Attendees, Next Steps, Summary, Blockers
• ⚠️ May not work: Risk Assessment, Budget Analysis, Sentiment Analysis, Legal Review, KPIs

The AI extracts meeting elements (actions, decisions, discussions) and organizes them into your template structure. It cannot perform analysis or generate content not present in the transcript.

Output Format

Format	Best For
Auto	Matches template format (recommended)
Word (.docx)	Sharing, printing, formal distribution
Markdown	Technical teams, further processing
Text	Simple archives, email pasting

Using Workspace Defaults

Save time by storing your preferred settings in a workspace:

1. Save defaults: Configure options in the dialog, click Save as Defaults
2. Load defaults: Open the dialog, click Load Defaults to apply saved settings
3. Assign transcript: Use the workspace dropdown to assign the current transcript

This is especially useful for recurring meetings where context, templates, and verbosity stay the same.

See Workspaces - AI Defaults for setup instructions.

Progress Tracking

During generation, you'll see:

• Progress bar showing overall completion
• Step indicator (e.g., "Step 3 of 8: Extracting elements")
• Status messages explaining current activity

The 8-step pipeline typically completes in 30-90 seconds depending on transcript length.

Troubleshooting

Empty Sections

Cause: The meeting didn't contain that type of information, or the template requested unsupported content.

Fix:

• Check if the transcript actually contains action items, decisions, etc.
• Use a template that matches the meeting content
• Add context to help the AI recognize relevant content

Missing Action Items or Owners

Cause: Action items weren't explicitly stated, or owners weren't mentioned by name.

Fix:

• Add participant names to the context field
• In future meetings, be explicit: "John will handle the deployment by Friday"

Processing Errors

Cause: Usually server load or transcript issues.

Fix:

• Wait a moment and try again
• For very long transcripts (>2 hours), consider splitting
• Check that the transcript has actual content (not empty)

Related

• Workspaces - Save AI defaults per workspace
• Exporting - Other export formats