Understanding AI-generated meeting summaries

A File Note is Prospo's term for an AI-written summary of a meeting, generated from the transcript. This article explains what the AI produces, what it covers, and when to review it carefully. For steps on generating a File Note, see Creating a file note.

What the AI produces

Prospo reads the full meeting transcript and writes a structured summary based on the File Note template your organisation uses. The output depends on the template, but AI-generated summaries typically cover:

• Key topics discussed

• Decisions made

• Action items and next steps

• Client concerns or goals raised

• Advice given

If no template is selected, the AI writes a general summary with its own structure.

What the AI reads

The AI works from the meeting transcript only. It does not access the client's Fact-Find, previous File Notes, or any data outside the transcript. If a speaker wasn't identified correctly in the transcript, their contributions may be attributed to the wrong person in the summary. Correcting speaker names in the transcript before generating improves accuracy.

Accuracy and your responsibility

Important: AI-generated summaries are produced from the transcript and may contain errors or omissions. Always review a File Note before using it for compliance, record-keeping, or client communication. You are responsible for verifying the accuracy of all AI-generated content.

Regenerating a File Note

You can generate a new File Note at any time — for example, after editing the transcript or switching templates. Open the meeting record, select the File Note tab, and click Generate again. Each generation creates a new version in the File Note's version history, so nothing is lost.

Multiple File Notes per meeting

A meeting can have more than one File Note. This is useful when a meeting covered multiple clients or topics, or when you want to try different templates side by side. Click the + in the File Note tab bar to add another. Each File Note is independent and can use a different template.