Chat case
AI meeting minutes: send the recording of a team call, get decisions, owners and deadlines
Nobody wants to take minutes, and nobody remembers who agreed to what by Monday. We recorded a five-person planning call as a Telegram voice note and sent it to our test agent. 28 seconds later the minutes were in the chat: five decisions, eleven tasks with an owner and a real date each, and the one task nobody took, flagged. Two more messages turned it into a post for the team chat and eight reminders. Below are the real replies, the cost and the requests to copy.
The short answer
Record the meeting on your phone, forward the recording to your AI agent in Telegram and write one line: “Make the minutes: decisions, tasks with an owner and a deadline, open questions.” Add today's date, so “by Wednesday” becomes a real date. The agent transcribes the audio and sends the minutes back in the chat.
Then use the same chat for everything that usually happens after a meeting. Ask for a short post for the team chat, where each person finds their own tasks. Ask for a reminder before every deadline. The recording goes in once.
This is what people mean by an AI secretary: the agent writes things down, sorts them by person and keeps the dates. You decide what goes out to the team.
The test: a Friday planning call at an online furniture shop
We wrote the meeting ourselves. Fernhill Home is a made-up online shop for furniture and homeware. Maya, the operations manager, runs a Friday planning call with four people: Tom from the warehouse, Dan who handles suppliers and margins, Priya from customer support and Leo from marketing. Four topics: an order backlog after a system switch, a sofa supplier two weeks late, support tickets up 40%, and Black Friday.
It sounds like a real call. People interrupt each other, deadlines come out as “by Wednesday, Wednesday evening, realistically”, one decision gets postponed, and one problem is raised and left hanging: the label printer that “somebody” should get fixed. Good minutes have to catch all of that.
We voiced the five people with five different synthetic voices and sent the 3 minute 24 second recording to our test agent as a Telegram voice note on 30 October 2026. The company and the people are invented. The agent's answers are real and quoted as they came. We trimmed a few words in one reply. The agent also called the chair by the name on our test account; here she is Maya.
If you record lectures rather than meetings, we covered that in AI note taker for lectures: send the recording, get notes and questions to test yourself. Lecture notes follow one speaker's argument. Minutes follow commitments: who promised what, and by when.
Step 1. Send the recording and ask for minutes
The request names the three parts of the minutes and gives today's date. Without the date you get “by Wednesday”. With it you get “Wednesday 4 Nov”.
The minutes came 28 seconds after the request. We checked them against the script of the call line by line. Every task went to the right person, every date matches what was said, and every relative date became a real one: “Monday” is 2 November, “next Friday” is 6 November, “before five” is 17:00 today.
Three things in this reply matter more than the formatting.
The task nobody took is the first open question. On the call, Tom says the label printer jams every twenty minutes and “somebody needs to call the service company”. Maya says “let's come back to that”, and nobody does. A person taking notes by hand usually writes down the printer and loses the fact that it has no owner. The agent wrote “Nobody owns it yet. That's the one gap in the meeting.” If you read only one line of your minutes, read that one.
Conditional tasks keep their condition. Maya will call the supplier's director only “if we don't have it by Tuesday”. The minutes keep the “if”. The same goes for the temp budget: approval comes after Tom's numbers, and the minutes say so.
The decision that was not taken is written as a decision. “The discount is not decided today, decided on Wednesday after Dan's margins” is exactly what the marketing lead needs to know, and the agent added the reason Leo cares: the landing page needs the number by Thursday.
The reply ends with an offer to put the minutes into a Google Doc and to draft the customer email. When you connect Google, the agent creates documents in your own Drive and sends you the link, so the minutes can live wherever your team keeps them.
Step 2. A message for the team chat
Minutes are for the record. People need something shorter: their own name, their own tasks, their own dates. We asked for exactly that.
Eleven seconds. The minutes were sorted by topic; the team message is sorted by person, so Tom scrolls to “Tom” and stops reading. Dates became short (“Wed 4 Nov”), and the support discount rule moved to a separate “Decided” block, because it is a rule for the whole team and not a task.
Two small touches show the agent kept the team in mind. “Margins by category to the group” tells Dan where to send them. And the agent suggested its own cut: drop two of the three decisions, because they already sit inside people's tasks. That is the edit an experienced manager would make before posting.
The unassigned printer stayed in “Still open”. Posted to the group, that line usually finds an owner within the hour.
Step 3. A reminder before every deadline
A list in the chat is easy to forget by Tuesday. We asked the agent to remind each owner the day before each deadline, and to remind Maya about the discount decision.
Fifty-five seconds, eight reminders, each on the right day at 10:00 in our time zone. The agent did the calendar arithmetic itself: the email goes out on Monday morning, so Priya's reminder lands on Sunday. And it spotted the three tasks due today, which have no “day before” left, and pointed at the urgent one.
The reminders arrive in the chat where you set them. In a private chat with your agent, as in our test, they come to you, and you forward each one. To have them land in front of the team, add the agent to your team group and set the reminders there. The agent works in groups and forum topics, and with /mention on it speaks only when someone mentions it.
These are one-off reminders, and they work on every plan, Free included. Pro adds recurring reminders and scheduled tasks: for example, a message to you every Friday at 9:00 to send the planning call recording, or a weekly check of open tasks every Monday morning.
What came out of three minutes of talk
Three messages and under two minutes of waiting gave Maya:
- minutes with five decisions, eleven tasks with owners and real dates, and four open questions;
- a post for the team chat, sorted by person, ready to paste;
- eight reminders on the right days, plus a list of what is due today;
- two offers from the agent: the minutes in a Google Doc and a draft of the customer email.
Nobody on the call had to take notes. Maya listened, decided and sent one voice note.
Habits that make the minutes reliable
The agent does the listening and the sorting. A few habits on your side make the result solid enough to send straight to the team.
Give today's date and the time zone. “By Wednesday” only becomes 4 November if the agent knows today is 30 October. The agent sets reminders in your time zone, so the 10:00 you ask for is your 10:00.
Say who chaired and who was there, if people on the call rarely use each other's names. Ours did (“Tom, you first”), so the agent assigned every task without help. On a call full of “you'll take that, right?”, one line with the list of people saves a round of questions.
Ask for a source line for each task when the stakes are high. “Next to each task, quote the words from the recording it comes from” turns the minutes into something you can check in a minute. It is also the fastest way to settle “I never said Tuesday”.
Read the open questions first. That block lists what the meeting did not settle. In our test it held the printer with no owner and the decision moved to Wednesday: the two things a busy week tends to push aside.
Place the phone in the middle of the table. For an in-person meeting, a phone recording a voice note in the centre catches everyone. For a video call, record it with the tool you already use and forward the audio or the video: the agent transcribes the soundtrack of a video the same way as a voice note. Tell people at the start that you are recording.
What it costs
We read the balance in the agent's status line after each message. Transcribing the 3 minute 24 second call and writing the minutes cost 3 . The team message and the reminders cost 6 together. That is 9 for the whole case.
Voice costs 1 per minute of audio, and text work on the default model costs 1 per 20,000 tokens. A weekly 30-minute meeting is about 30 for the transcript plus a few magnets for the minutes and follow-ups, so roughly 140 for four meetings a month. The Free plan gives 200 in the first month and 100 every month after, with no card. Pro costs $13.90 a month for 400 , or $1.39 for the first month if you subscribe within 7 days of signing up, and adds recurring reminders and scheduled tasks. All rates are on the Pricing page.
Your recordings and chat history stay in your agent's isolated container. To answer, the agent sends requests to the model: on the default model they go through DeepSeek's infrastructure in the People's Republic of China, which you confirm during onboarding, and on Pro you can attach your own Claude or Codex, so requests go to that provider under your own account. Transcription runs through Deepgram; the Subprocessors page lists every outside service.
The minutes are often the start of a report. When the quarter closes, the same chat turns numbers into slides: see AI for presentations: send a spreadsheet, get a quarterly report deck for the owner.
Messages worth copying
Here is the recording of our meeting. Make the minutes: decisions, tasks with an owner and a deadline for each, open questions. Today is [date], put real dates on the deadlines.
Next to each task, quote the words from the recording it comes from.
Turn the minutes into a short message for the team chat, sorted by person, no intro.
Remind each owner the day before their deadline at 10:00, with their name and the task.
List the tasks that nobody took at the meeting.
Put the minutes into a Google Doc and send me the link.
Create your agent, record your next planning call and send it as a voice note before you leave the room.
Try it with your own agent
Free, no card. The agent starts working in the chat straight away.
Create your AI agentQuestions
Can an AI write meeting minutes from a recording?
Yes. Send the recording to your agent as a voice note, an audio file or a video, and ask for minutes. The agent transcribes the audio itself. In our test a 3 minute 24 second planning call with five people became minutes with decisions, tasks, owners, dates and open questions in 28 seconds.
Does it tell the speakers apart?
It worked out who does what from the conversation itself: names, “Tom, you first”, “Dan, keep pushing Oakline”. All eleven tasks in our minutes went to the right person. When people on your call do not say each other's names, add one line to the request: who chaired and who was there.
What if nobody took a task at the meeting?
The agent says so. On our call someone mentioned that the label printer needs a service call, and nobody picked it up. The minutes listed it first under open questions: “Nobody owns it yet”. That line is often the most useful one in the whole document.
Can the agent remind people about their tasks?
Yes. We asked for a reminder the day before each deadline at 10:00, and the agent set eight of them in one reply, with the person's name and the task in each. A reminder arrives in the chat where you set it, so you forward it or set the reminders from your team group. One-off reminders work on every plan; Pro adds recurring ones, such as a nudge every Friday to send the recording.
How long can the recording be?
A whole meeting. Transcription is billed per minute of audio, so a 30-minute weekly meeting costs about 30 to transcribe, plus a few magnets for the minutes and the follow-ups.
How much does it cost?
Our three messages cost 9 in total, transcription included. Voice costs 1 per minute of audio. The Free plan gives 200 in the first month and 100 every month after, with no card.
