AI Meeting Notes

AI Meeting Notes allow you to record, transcribe, and automatically summarize meetings directly inside Routine. Action items identified by AI are converted into real Routine tasks, fully integrated with your workflow, planning, and scheduling. Unlike standalone AI meeting tools, meeting data in Routine does not live in a separate silo — notes, summaries, and tasks remain part of your daily workspace.

✍️ Functionality

With AI Meeting Notes, you can:

• Record meetings directly in Routine — manually or automatically

• Automatically generate a full transcription

• Receive an AI-generated meeting summary based on your custom prompt

• Extract action items as real Routine tasks, not simple checkboxes

• Plan, schedule, and assign those tasks like any other Routine task

• Trigger automations automatically when a recording completes

• Configure a custom summarization prompt to match your meeting style

• Let Routine detect active audio capture and offer to start recording automatically

• Select the transcription language in Settings → Meetings, or use automatic multilingual detection (up to 10 languages)

• Audio recording is saved and attached under a "Recording" heading in meeting notes, below the transcript

• If the audio upload fails, an Alert callout is added automatically so nothing is silently lost

All generated tasks behave like any other Routine task — they can be scheduled, time-blocked, linked to projects, and assigned to teammates.

⁉️ Why this is different from other AI meeting tools

Most AI meeting tools generate summaries and checklists that remain isolated from your actual workflow. In Routine:

• Meeting notes live alongside your tasks, events, and projects

• Extracted action items become first-class tasks

• Tasks can be scheduled, time-blocked, linked to projects, and assigned to teammates

• Your meeting data stays inside your productivity system instead of a separate app

• Automations can trigger the moment a meeting ends — sending follow-ups, creating objects, or notifying teammates automatically

• A custom prompt means summaries match your team's language and structure

This ensures meeting outcomes directly translate into execution.

🎙️ How to use AI Meeting Notes

Manual recording:

1. Open Routine and navigate to the meeting event

2. Start recording from the meeting toolbar

3. When the meeting ends, stop the recording

4. Routine automatically:

   • Transcribes the conversation

   • Generates a concise summary using your configured prompt

   • Identifies and creates action items as real tasks

5. Review the generated tasks and add them to your plan or calendar

Automatic recording:

1. Routine detects when audio is being captured while a calendar event is active

2. A prompt appears offering to start recording automatically

3. Accept to begin — Routine handles the rest

4. When the meeting ends, the transcription and summary are generated automatically

Configuring meeting settings:

1. Go to Settings → Meetings

2. Set your preferred recording behavior (manual or automatic detection)

3. Write a custom meeting recording prompt to guide how summaries are generated (e.g. focus on decisions, action items, open questions)

4. Configure an automation to run automatically when a recording completes

5. Set your preferred transcription language (or leave on automatic for multilingual detection)

6. To use the latest improved summary prompt, go to Settings → Meetings and click Reset next to the automation

Setting up post-meeting automations:

1. Go to your AI assistant or any agent

2. Create a new automation triggered by meeting recording completion

3. Define what should happen automatically — send a summary email, create a follow-up task, notify a teammate via Slack, update a project status, etc.

4. A default automation is provided as a starting point

🗣️ Use cases

AI Meeting Notes are especially useful for:

• Internal team meetings — automatically capture decisions and action items

• 1:1s and performance check-ins — keep a searchable record of every conversation

• Planning and strategy sessions — extract next steps and link them to projects immediately

• Client or stakeholder calls — generate professional summaries and follow-up tasks automatically

• Remote and hybrid meetings — ensure nothing is lost regardless of who attended

• Sales calls — log outcomes, update CRM contacts, and create follow-up tasks in one flow

• Automated follow-ups — trigger post-meeting automations to close the loop without manual effort

AI Meeting Notes ensure that every meeting produces a clear record and actionable outcomes — automatically.