Creating a file note

A File Note is a written record of what was discussed in a meeting. Prospo can generate one automatically from the meeting transcript using AI, or you can write one from scratch. File Notes live inside the meeting record and can be structured using your organisation's templates.

Creating a File Note using AI

This is the most common approach. Prospo reads the meeting transcript and writes a structured summary for you.

Requirements: A transcript must be available for the meeting. See How Teams recordings are automatically imported or Manually importing a Teams recording if you need to get a transcript first.

Steps:

1. Open the meeting record from your dashboard
2. In the right panel, select a template from the File Note Template dropdown — optional but recommended, as templates shape what the AI writes
3. Click Generate File Note
4. Wait 15–30 seconds while Prospo processes the transcript
5. Review the result and make any edits needed

The generated File Note is saved automatically.

Creating a File Note manually

You can write a File Note without using AI — useful for meetings without a recording, or when you prefer to write your own notes.

1. Open the meeting record
2. In the right panel, click the + button in the tab bar to add a new File Note
3. The editor opens blank — type directly into it
4. Use the formatting toolbar to structure your content
5. Click Save when done

Adding multiple File Notes to one meeting

Each meeting can have more than one File Note — for example, if a meeting covered multiple topics or clients. Click the + in the tab bar to add another. Each File Note is independent and can use a different template.