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 and what to watch for. For steps on generating one, see Creating a file note.

What the AI produces

Prospo reads the full meeting transcript and writes a structured summary based on your organisation's File Note template. Depending on the template, this typically covers key topics discussed, decisions made, action items and next steps, client concerns or goals raised, and any advice given.

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

What the AI reads

The AI works from the transcript only. It does not access the client's Fact-Find, previous File Notes, or any other data. If a speaker was not correctly identified in the transcript, their contributions may be attributed to the wrong person in the summary. It is worth correcting speaker names in the transcript before generating to get the most accurate result.

Accuracy and your responsibility

AI-generated summaries 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.

Versioning

Every time a File Note is generated, Prospo saves a new version automatically. Nothing is overwritten and you can review or restore any previous version at any time.

Multiple File Notes per meeting

A meeting can have more than one File Note, which is useful when a meeting covered multiple clients or topics, or when you want to compare different templates. Each File Note is independent and can use a different template. For steps on adding another, see Creating a file note.