From meeting to minutes and tasks

Recording without worrying

Under Meetings → Record a meeting you choose what to record: the microphone for a meeting in the room, a browser tab for a Meet, Teams or Zoom call (plus your microphone), or a recording you already have. While it records, the browser sends a piece to the server every minute, and the screen says up to where the recording is saved. A crashed tab costs a minute at most, not the meeting. If the connection drops, or schakl. is being updated at that moment, the browser quietly retries for ten minutes while the recording carries on. If the capture itself is interrupted, because a phone was locked or a call took the microphone, schakl. carries on recording into the same meeting as soon as it can and measures how much was missed. If that fails, the server finishes the recording with whatever arrived, and the person who recorded is told if nothing arrived at all.

• Microphone, a browser tab, or upload a file
• Saved every minute, with 'Saved up to' on screen
• A network blip or an update is retried on its own
• An interrupted capture is resumed, and the gap is measured

Everyone knows it is being recorded

Recording a conversation you take part in is allowed; not telling the others is not. So the recorder only starts once you tick 'I have told everyone in this meeting that it is being recorded', with what to say underneath: why, who reads it and how long the audio is kept. If your agency has its own procedure for this, an administrator switches the statement off under Instellingen → Vergaderingen. Beforehand you also fill in who is at the table: colleagues, the client's contacts, or just a name. You are added yourself.

Transcribed by your own provider

The recording goes to the speech provider your organisation set up under Instellingen → AI, on your own key. Mistral Voxtral takes three hours in one request and tells speakers apart, in Dutch; OpenAI works too. A recording longer than the provider accepts at once is cut into overlapping parts and transcribed part by part; where the model supports it, each part is handed the voices already heard, so one person keeps one label. If the configured model does not tell speakers apart, the recorder says so before you press record.

Minutes that name their sources

Your AI drafts the minutes: a summary, what was discussed, the decisions, the action items and the open questions. Under every decision and action item are the transcript's own words it rests on, with the time. schakl. looks that quote up; if it is not there, the item stays with 'Not found in the transcript', so an invented agreement never slips through unnoticed. Action items are grouped by side and by person: For us to do under each colleague, For the client to do under each contact. Pair the speaker labels (S1, S2 …) with people after the draft, and 'Write the minutes again' redrafts over the same transcript, without transcribing again.

• Summary, topics discussed, decisions, action items, open questions
• Every decision and action item with a quote and a time
• Action items by side and by person

On the record at once, editable for good

There is no confirm step. As soon as the minutes are in, they are on the client's timeline as a contact moment, with the contacts attached, filed in the name of whoever recorded, and you are told, by mail too. Every field stays editable, with formatting and images; every change is saved by itself and the contact moment follows it. Or describe the change in the AI box ('S2 is Jan Jansen, add an action item for Sanne: send the logo, due Friday') and it is applied in your name. Beside every action item, 'Create task with schakl' fills in the task from the words around it: title, steps, the deadline as spoken and who took it on. You check it beside the quote before it is created: for a colleague, or for a contact as 'waiting on the client'. And 'Record hours' puts the meeting on the timesheets of the colleagues who were there.

• The minutes land on the client as a contact moment at once
• Every change saved by itself, and the contact moment follows
• A task per action item, filled in by schakl. and checked by you

Minutes on paper, the transcript as a file

'Download' makes a PDF of the minutes, in chapters you tick per download: who was there, summary, discussed, decisions, action items, open questions, evidence and, if you want it, the full transcript as an appendix. Attendees are grouped under your agency's name and the client's, with a profile picture or initials. The transcript itself downloads as text, Markdown or subtitles (SRT, VTT). Under Instellingen → Vergaderingen an administrator picks the design (standard or custom HTML), the accent colour, the chapters ticked by default and the house rules for the minutes your AI receives as a writing style.

Yours, not the client's

The audio is kept for 30 days after the minutes land and then deleted; the transcript and the minutes stay. Whoever may edit minutes can delete the audio sooner. A recording can only be played by whoever may see the meeting, and a client portal login never sees a meeting, a transcript or a recording: what the client is owed is the contact moment. Through the API and MCP an assistant finds meetings and reads transcripts and minutes, under the same permissions. Meetings is an extension module with a licence of its own; when it lapses, everything stays readable.