AI Meeting Summaries

LaunchBay's Meetings feature gives your team a dedicated space to log, manage, and share meeting details directly within each project. Combined with AI-powered summarisation, you can turn transcripts into structured recaps and share key details with clients — all without leaving LaunchBay.

Accessing Meetings

Each project now has a dedicated Meetings tab in the project navigation. Click "Meetings" from the top of any project to view, create, and manage meetings associated with that project.

Clients can also view meetings in their portal if you have the Meetings page enabled. To enable it, go to the Portal pages settings within the project and toggle on the Meetings page.

Creating a Meeting

To create a new meeting, click "Add Meeting" from the Meetings tab. You can fill in the meeting details manually, or click "Create with AI" to describe your meeting in plain language — LaunchBay will automatically generate the meeting details for you.

Each meeting includes the following fields:

• Status — Track whether the meeting is upcoming, in progress, or completed
• Title — The name of the meeting
• Date — The scheduled or actual meeting date
• Start Time — The time the meeting begins
• Duration — How long the meeting runs
• Call-in Info — Add a link to the video call or dial-in details
• Agenda — Build out a structured agenda with individual line items. Each agenda item can be assigned to a specific team member or client. Toggle the agenda on or off to control whether it is visible to clients in their portal.
• Internal Notes — Add notes that are visible to your team only. Internal notes are never shared with clients.

Completing a Meeting & Adding a Transcript

Once a meeting has taken place, update the status to Completed. This unlocks two additional sections:

Transcript

Paste or add your meeting transcript here. Once added, you can use LaunchBay's AI to summarise the transcript automatically — click the "Summarise with AI" toggle and the summary will be populated in the Summary section below.

Summary

The summary section contains the AI-generated or manually written recap of the meeting. You can toggle this section to be visible to clients in their portal, giving them a clear record of what was discussed and agreed upon.

Meeting-Based Automations

Each meeting has its own automations editor, allowing you to trigger actions based on meeting events. To access it, open a meeting and click the Workflow tab.

From here, you can define a trigger condition and set an action — for example, automatically activating a follow-up task when a meeting is marked as completed.