Meetings

Meetings

Meetings is where every conversation your company has becomes a searchable, source-anchored record. Bring in a transcript and CompanyOS writes the summary, links every line back to the exact moment it came from, turns action items into tasks, answers follow-up questions, and lets you share the result with people outside the workspace. Every AI step runs on your organization's own model key (your OpenAI or Anthropic key), so nothing leaves your control.

Open Meetings from the left sidebar of your workspace. You will land on the meeting list, newest first, with three actions in the top-right: Ask across meetings, New meeting, and Import meeting.

Getting a meeting into CompanyOS

There are two ways to create a meeting: import an existing transcript, or start a blank meeting and write notes by hand. A meeting can have a transcript, your own notes, or both.

Import a meeting (the main path)

Click Import meeting to open the importer. It has three tabs, so you can use whatever you already have on hand:

1. 1
   Open the importer

   Click Import meeting on the Meetings page (or from the empty state if you have no meetings yet).
2. 2
   Pick your source

   Choose Paste transcript, Folio JSON, or Upload file depending on what you have.
3. 3
   Add a title

   For pasted or uploaded text transcripts, give the meeting a title such as "Weekly sync". Folio JSON carries its own title.
4. 4
   Import

   Click Import meeting. CompanyOS creates the meeting and its transcript segments together, then opens it.

Start a blank meeting

Click New meeting, give it a title ("Standup", "Customer call", "1:1"), and press Create meeting. This opens an empty meeting with no transcript required. Use it for a live or ad-hoc session and type your own notes as you go. You can summarize and chat once there is something to work with (a transcript or your notes).

The meeting detail page

Opening a meeting shows its title, source badge (Folio or Manual), date, and duration. From here you work in two views: the Document tab and the Transcript tab. There is also a Split view button that puts the document and transcript side by side, and an Ask panel that stays docked on the right.

Filing the meeting into a project

If a meeting is not filed under a project yet, a suggestion banner appears at the top. CompanyOS proposes the project it thinks the meeting belongs to, and you can file it with one click or pick a different active project. Filing matters: it controls who can see the meeting, and it is required before you can turn action items into tasks (tasks live inside projects). You can dismiss the banner if the meeting is meant to stay org-wide.

The Document tab: AI summary

The Document tab is the readable version of the meeting. Click Summarize (or pick a template first, then Summarize) and CompanyOS reads the transcript on your org's AI key and produces a structured summary. The result is grouped into sections, each with a clear label and count:

• Decisions — what was decided.
• Action items — what someone needs to do, each carrying an "Action item" badge.
• Open questions — what was raised but not resolved.
• Key points — the rest of the highlights.

Every AI line is shown in dimmed text so you can tell at a glance what the model wrote versus what you wrote. Each line carries a small source marker. Hover it and you see the speaker, the timestamp, and the exact transcript quote behind that line. Click it to jump straight to that moment in the Transcript tab. The header tells you how many lines are linked to the transcript (for example "7 of 9 lines linked to transcript"), and a line with no clear source shows a "verify manually" marker instead of a fake citation.

Re-running and refining the summary

• Re-enhance — regenerate the AI summary from the transcript, optionally under a different template. Your own edited notes are preserved.
• Edit as your notes — copy the AI summary down into your notes so you can edit it. Once you edit it, it reads as your own words, marked "Edited by you", and is no longer treated as raw AI output.
• Your notes — the bottom block is always yours to write. Click Edit to add or change notes. Notes are source material, not AI-generated, and a blank meeting can be built entirely from notes.

Turning action items into tasks

This is how a meeting stops being a document and starts driving work. Action items in the summary each get a Task button, and the section header has a Create all tasks button. Filing a single action item creates one task; Create all tasks creates one task per action item. Each task is created in the project's backlog with no priority, and it remembers which meeting it came from.

1. 1
   Make sure the meeting has a project

   Tasks live in projects. If the meeting is filed in a project, tasks go there automatically. If it is not, a "File tasks in" picker appears so you can choose a destination project for this session.
2. 2
   Create one task, or all of them

   Hover an action item and click Task to file just that one, or click Create all tasks in the Action items header to file every action item at once.
3. 3
   Track it like any other task

   The new tasks appear in that project's backlog, linked back to this meeting so you always know where the work came from.

The Transcript tab

The Transcript tab is the verbatim record: every segment with its speaker, timestamp, and text. This is the ground truth that AI summary lines and chat citations link into, so you can always check a claim against what was actually said. For longer meetings it loads in pages of 80 segments with a Show more button, and a left-hand chapters rail appears for longer transcripts: 2 to 8 auto-generated topic jump points, each labelled and timestamped, that you can click to jump down the transcript. The active chapter highlights as you scroll. When you click a source link from a summary line or a chat citation, the transcript scrolls to that exact segment and highlights it.

Split view

On a wide screen, click Split view to show the document and transcript at the same time, so you can read the summary on one side and verify against the raw transcript on the other without switching tabs.

Meeting templates

Templates shape how the AI organizes a summary. Pick a template from the dropdown next to the Summarize button before you generate, and the summary is structured around that template's sections, in order. There are built-in templates for the common meeting shapes, and admins can create custom ones.

Custom templates (admins)

Org admins can create custom templates with their own named sections and an optional extra instruction (a "prompt scaffold") that gets passed to the AI on top of the section list. A custom template might define sections like "Risks, Mitigations, Owners" plus an instruction such as "Flag anything that needs legal review." Once saved, a custom template appears in the same template dropdown for everyone in the org. Admins can rename, re-section, or delete custom templates; the built-in templates are always available and cannot be removed.

Ask about a meeting

Every meeting has an Ask panel docked to the right (focus it instantly with Cmd/Ctrl+J). Ask anything about what was discussed, decided, or assigned, and the AI answers strictly from the transcript, on your org's key. Answers are ephemeral, they are not saved into the meeting document, and they are designed to stay grounded.

• Preset prompts — one-click starters like "What did I miss?", "Summarize the last 5 minutes", "List decisions made", and "Suggest questions for me to ask".
• Inline citations — when an answer is grounded, it shows numbered source chips. Hover one to see the quote and timestamp, click it to jump to that segment in the transcript.
• Honesty signal — if the answer reads as low confidence (for example "that was not discussed"), it is flagged with a warning so you know to verify directly. Grounded answers carry a quieter "check the transcript to verify" note.
• Action lines to tasks — if the AI's answer lists an action item that matches one in the summary, a Task button appears on that line so you can file it on the spot.

Recipes: saved prompts you reuse

Type / in the Ask box to open the recipes menu. Recipes are saved instructions you run against a meeting in one click. CompanyOS ships several built-in recipes:

• Create tasks from action items — extract every action item as a discrete task with an owner.
• Draft Slack summary — write a concise, Slack-ready recap with the key decisions.
• Write follow-up email to attendees — draft a recap email covering outcomes and next steps.
• Extract decisions for the project log — list every decision, one per line.

To save your own recipe, type / followed by the instruction you want to keep, and choose "Save … as a recipe". It is then available from the / menu on every meeting in the org. Running a recipe is grounded in the transcript just like a normal question, so it will not invent facts the meeting does not contain.

Ask across all meetings

The single-meeting Ask panel answers about one conversation. Ask across meetings (top-right of the Meetings list) answers about the whole archive. Use it for questions like "What did we decide about the API redesign this quarter?" CompanyOS finds the most relevant meetings, pulls the best-matching passages, and answers from those excerpts only.

• Citations — every answer lists the meetings and moments it drew from, as links you can open.
• Coverage — it tells you how many meetings it consulted out of how many it scanned, so you know how broad the answer is.
• Scope filters — narrow the search to a single project, or to a date range (From / To), before you ask.
• Respects visibility — it only ever searches meetings you are allowed to see.

Shareable meeting links with tiered guest access

You can share a meeting with people who are not in your workspace, with no login required, and you control exactly how much they see. This is what "tiered guest access" means: guests always get the summary, but the raw transcript is a separate, opt-in tier.

What a guest sees

On top of that, guests get a built-in Ask about this meeting box on the shared page. They can ask the AI follow-up questions, and the answer runs on your organization's key. Crucially, a guest's AI access is scoped to what you shared: if you did not include the transcript, the guest's chat is grounded only on the summary, and the answer carries the same grounding signal you see internally. Guests can never reach beyond this one meeting.

1. 1
   Open the share dialog

   On the meeting detail page, click Share. Only the meeting's creator or an org admin can create or change a share link.
2. 2
   Choose the transcript tier

   Decide whether to include the transcript. Leave it off to share only the summary, action items, and decisions. Turn it on to also let guests read the verbatim record.
3. 3
   Create and copy the link

   Click Create share link, then copy the generated URL and send it to anyone.
4. 4
   Adjust or revoke later

   Reopen the dialog any time to flip the Include transcript toggle, or click Revoke link to disable guest access. Revoking takes effect immediately and the link stops working.

Push a meeting summary to Slack with an embedded Ask link

Instead of copy-pasting a recap into Slack, post it directly from CompanyOS. Click Send to Slack on the meeting detail page, pick a channel, and CompanyOS posts a tidy message: the meeting title, the latest summary, the action items as a bulleted list, and a link your teammates can click to ask the AI about the meeting.

1. 1
   Connect Slack once (admin)

   Slack must be connected for your org. If it is not, the Send to Slack dialog shows a Connect Slack button that takes an admin to Settings to authorize the workspace. This is a one-time setup.
2. 2
   Open Send to Slack

   On the meeting, click Send to Slack. CompanyOS lists the channels the bot can post to.
3. 3
   Pick a channel and post

   Choose a channel and click Post summary. The message is delivered to that channel.

The embedded Ask link in the Slack message points to the meeting's share page, so teammates who click it land on a page where they can ask the AI about the meeting under the same tiered access you set up. The link is included only when the meeting has an active (non-revoked) share. So the recommended flow is: create the share link with the access tier you want, then push to Slack, and everyone in the channel gets a one-click way to dig into the meeting.

Everything is logged

Meeting actions are recorded in your org's activity log: created, imported, updated, summarized, recipe runs, shared, share revoked, and posted to Slack. So you always have a trail of how a meeting was used and who used it.