--- title: "Meeting notes" slug: admin/meeting-notes url: https://projectri.com/docs/admin/meeting-notes section: admin audience: admin app_route: "/[slug]/admin/meeting-notes" permissions: [meeting.notes.view, meeting.notes.manage] plan: ai.notetaker mobile: "/meeting-notes" updated: 2026-09-08 source: Projectri documentation --- # Meeting notes The notetaker policy — what the room is told, what silence means, how long a transcript is kept — and every recording taken under it. ![Meeting notes](https://projectri.com/docs-shots/admin-meeting-notes.png) ## What it is Two things on one screen: the policy that governs recording meetings in this workspace, and the recordings taken under it. They are together deliberately — separating them is how a workspace ends up with a retention setting nobody has ever compared against what is actually being kept. ## How to get there **Work → Meeting notes** in the admin console. - **Reading** the policy and the recordings list needs `meeting.notes.view`. The read is open to anyone who can read a transcript on purpose: "what is the policy here, and how long is this kept" is a question the person being recorded is entitled to ask without an administrator. - **Changing** the policy needs `meeting.notes.manage`. - Starting and stopping a recording is a third key, `meeting.notes.record`, and that happens on the calendar, not here. Recording consumes the `ai.notetaker` entitlement (PRO). The workspace also has a feature switch: when the notetaker is not enabled, a card at the top says so and no new recording can start — but the settings stay readable, because retention keeps running either way and a policy nobody can read is not one. ## How to use it ### Set the policy 1. **Record meetings** off means nobody in this workspace can start a recording, whatever else is set here. 2. **What silence means** is the choice that matters: - **Announce and start** — everyone is told and recording begins. Anyone can still decline, which stops it for the whole room. - **Wait for everyone** — nothing is captured until every attendee has agreed. Somebody who says nothing has not agreed. 3. **Keep transcripts for** takes a number of days, counted from the end of the meeting. 4. **Clients and other external attendees** off means a meeting with somebody outside this workspace is **refused** rather than recorded without them. ### Set what the room hears The **What the room is told** box is the announcement made and recorded at the start of every session. Leaving it blank restores the default rather than announcing nothing, and the resolved text is printed underneath as *In force now*, so a policy cannot silently fall back to something in the wrong language. ### Work the review queue 1. **Recordings** lists everything recorded in this workspace, oldest first — the oldest is the one about to be swept. 2. The card header states how many were recorded, how many are waiting on somebody, how many items are outstanding, and how many were **already deleted, unreviewed**. 3. A row shows the meeting, its time, its status, and the date its transcript will be deleted. An amber badge counts the proposals still waiting. 4. Open a row to read the transcript, the summary and the decisions, actions and risks it proposed. ### See what is coming up **Coming up** lists your own next few days — meetings here and on any calendar you have connected — with the ones happening now and the ones on a calendar we cannot record marked. This is your diary, not the workspace's; the card says so, because on an admin page a list of meetings otherwise reads as everybody's. ## What it affects - **Whether a meeting can be recorded at all.** The master switch, the external attendee rule and the consent policy are enforced when somebody presses record on the calendar. - **What the attendees hear.** The notice text is read out and stored with the session as evidence of what was announced. - **When transcripts disappear.** The retention number in force is **frozen onto each recording when it starts**, so changing it does not rewrite a promise already made to a room. - **Registers elsewhere in the product.** Accepting a proposal files a decision, an action or a risk into its own register, which needs that register's own permission — reading and rejecting do not. - **Privacy.** The notetaker's retention is separate from the categories on [Privacy](/docs/admin/privacy); both sweeps run, and neither overrides the other. ## On mobile `/meeting-notes` in the Expo app is the review queue and nothing else: read a proposal's quote, decide whether it happened, file it or clear it. Each row carries the server's own deletion deadline, because a handset an hour behind would show a session as reviewable on the morning it was swept. Starting a notetaker, stopping one, and the settings on this page stay on the web. ## Limits and gotchas > [!WARNING] > The retention sweep deletes un-reviewed proposals along with the transcript. > A queue nobody opens is this feature failing quietly, on a clock — which is why > the card counts what was already deleted unreviewed rather than letting the > list silently shrink. - Turning the notetaker off stops new recordings. It does not delete anything already recorded, and the retention clock keeps running. - Changing the retention number applies to future recordings. Each existing session keeps the number that was in force when it started. - With **Wait for everyone**, one attendee who never responds is enough to keep the recording from starting. That is the setting working. - With external attendees disallowed, a meeting with a client is refused outright rather than recorded with the client edited out. - The recording notice is announced in the meeting; it is not a consent record on its own. ## Related - [A meeting's notes](/docs/workspace/meeting-notes) — the transcript, summary and proposals. - [Calendar](/docs/workspace/calendar) — where a recording is actually started and stopped. - [Privacy](/docs/admin/privacy) — retention for everything else, and legal holds. - [AI spend](/docs/admin/ai) — what the notetaker costs against the workspace's AI budget. ## Related - [Meeting notes](https://projectri.com/docs/workspace/meeting-notes.md): The transcript, summary and proposed decisions, actions and risks from one recorded meeting, and the review queue where you decide which of them become real rows. - [Calendar](https://projectri.com/docs/workspace/calendar.md): Day, week and month views of your meetings, with task deadlines and the busy time from any calendar you have connected drawn alongside them. - [Privacy](https://projectri.com/docs/admin/privacy.md): The data-subject request queue with its statutory clock, how long each category of data is kept, legal holds that suspend deletion, and where this workspace's data lives. - [AI usage and models](https://projectri.com/docs/admin/ai.md): What this workspace spends on AI models, the monthly ceiling on it, the credit balance it spends past the plan, and which model each kind of work is sent to. - [Nia, the assistant](https://projectri.com/docs/features/nia-assistant.md): What Nia can read, what she can do, how she works by voice, with files, in a document or on a board, and the things she deliberately cannot see.