Using AI in Meeting Notes

Learn how AI helps you quickly generate summaries, next steps, and structured notes from meeting transcripts — so every conversation becomes actionable and easy to follow.

June 1, 2026

Table of contents

• Where AI Is Used
• How AI Enhances Meeting Notes
• 1. Create structured summaries
• 2. Extract clear next steps
• 3. Rewrite and refine
• 4. Work section-by-section
• Prompts and Prompt Templates
• Personal prompts
• Shared prompts
• Reviewing and Publishing AI Results
• What Buyers See
• Best Practices
• Summary

AI helps you convert long, unstructured meeting transcripts into organized, professional notes inside your Deal Room. You can use AI to create or refine:

• Meeting summaries
• Next steps or action items
• Key points or decisions
• Clarifications and structured rewrites of messy notes

AI works on entire meetings or on specific sections, giving you full control over the output.

Where AI Is Used

In every meeting, whether draft or shared, you can use AI to:

• Generate content from an imported transcript
• Rewrite or clarify existing notes
• Expand or shorten summaries
• Create structured next steps
• Standardize tone and formatting

AI never publishes changes automatically. All suggestions must be reviewed and approved before they are saved.

How AI Enhances Meeting Notes

1. Create structured summaries

If you import a transcript or add raw notes, AI can generate a clear, concise summary. This helps internal teams and buyers revisit key points without reading the full conversation.

2. Extract clear next steps

AI identifies action items, owners, and follow-ups mentioned in the meeting. This ensures responsibilities are captured and both sides stay aligned.

3. Rewrite and refine

If your notes are rough, incomplete, or written in shorthand, AI can:

• Improve clarity
• Remove filler
• Standardize tone
• Add structure (bullets, headings, sections)

4. Work section-by-section

You can apply AI to only the parts you want to modify:

• Only rewrite the Summary
• Only regenerate Next Steps
• Only clean up a specific paragraph

This keeps the rest of your meeting notes unchanged.

Prompts and Prompt Templates

AI relies on prompts to understand what type of output you want.

Personal prompts

Created by individual users for their own workflow.

Useful for preferred writing style or summary structure.

Shared prompts

Created by admins and visible to everyone in the entity.

Ideal for standardized outputs such as:

• Discovery call summary
• Technical demo recap
• Action item format
• Qualification checklist

Go to Settings and Select AI Settings to create your Meetings prompts.

Shared prompts help teams produce consistent meeting documentation.

Reviewing and Publishing AI Results

When you use AI, you will always:

1. See suggested changes in a modal
2. Review the differences
3. Accept or discard the output

AI never updates your notes automatically. You decide what gets saved and published.

What Buyers See

Buyers only see shared meetings.

If you use AI to update a shared meeting, the changes become visible to buyers immediately after publishing.

Buyers cannot:

• Edit meeting notes
• Modify next steps
• Change summaries

They only see the version you approve.

Best Practices

• Use transcripts whenever possible (AI produces more accurate output with more context)
• Use shared prompts for standardized meeting structures
• Review AI output before publishing
• Update next steps after every important meeting
• Use section-by-section editing when refining shared meetings

Summary

AI in Meeting Notes helps you turn conversations into structured, actionable documentation with minimal effort. Whether you import a transcript or add notes manually, AI can summarize discussions, extract next steps, and refine content, while you remain fully in control of what gets published.