Prepare and follow up on client bookings

1. Understand the client plan and sources

A Client plan connects bookings with the same primary client email and lead host in one workspace. It does not combine different hosts, workspaces, email aliases or additional guests. Use the project brief to define the work being reviewed.

For follow-up generation, project brief generation, commitment extraction and scope comparison, use a confirmed booking that has ended and is not marked No-show. The host must have chosen Start AI notes during that call, and a saved summary must be available after processing. Audio from before capture started cannot be recovered afterwards. Read the AI notes capture steps.

Open Sources to check the authorised summaries and intake answers. Source links open the saved meeting notes. Private host notes are excluded from generated content. Video recording is a separate control and is not required for AI notes.

2. Review a follow-up and offer the next booking

The email goes to the person who booked, not additional guests. Replies go to the booking host’s normal email inbox through Reply-To, including when an administrator sends the follow-up. Replies do not appear in Schedivo.

One reviewed follow-up can be queued for each booking. Once queued, it cannot be edited or sent again; copy and export remain available. Queueing is not confirmation of delivery. If source information has changed, regenerate and review the follow-up before sending.

1. Expand Follow-up and choose Generate follow-up. Read the saved summary first. You can also write the subject and email yourself.
2. Review the Subject and Email draft. Keep agreed actions distinct from suggestions and open questions.
3. Choose a published Next meeting type, or No booking link. The real public booking link lets the client choose a new appointment; it does not reserve or confirm a time.
4. Choose Save draft. Copy email and Export email include the edits you are currently viewing, including unsaved edits.
5. Choose Review and send, check the saved message and recipient, then choose Send email to queue it. Sending is a deliberate action; generating a draft never sends it.

3. Write and approve an internal project brief

Approval records an internal staff baseline; it does not record client acceptance or sign a contract. Later edits and regenerated drafts leave the approved snapshot unchanged. Changes awaiting approval identifies a draft that differs from that baseline.

After reviewing changes, save and deliberately approve the revised brief to create a new baseline. The previous baseline’s current scope comparison is cleared when a new baseline is approved.

1. Expand Project brief and choose Generate project brief, or write a brief manually.
2. Review the project title, objectives, deliverables, constraints, dependencies and open questions. Use one item per line and leave unresolved requirements in open questions.
3. Choose Save draft, then Approve as baseline when this saved version is ready to be used for scope comparisons.
4. Open Approved baseline to see the saved version, staff approver and date. Export brief downloads a text copy.

4. Track commitments and review possible scope changes

1. Expand Commitments and scope. Choose Extract commitments to propose explicit actions from the current saved summary, or Add commitment to write one manually.
2. Review each Suggested action. Choose Accept commitment to make it Open, or Dismiss suggestion. Check the owner and exact due date, then choose Save commitments.
3. Update the status to Completed or Dismissed when appropriate. AI does not infer completion from a later conversation. Saved commitments remain available across the client’s bookings with that lead host.
4. After approving a project brief, choose Review scope changes. Compare each proposed change with the related approved baseline and supporting notes.
5. Choose Accept change or Dismiss to record your decision. Accepting a proposal does not amend the brief: edit, save and approve the brief separately when changing the baseline.

5. Prepare for the next client booking

Preparation can use the current booking’s intake answers, the latest 20 earlier completed bookings with that client and lead host, authorised summaries, the approved brief and saved commitments. A first booking can be prepared from intake alone; no transcription of the upcoming call is needed.

A saved preparation brief belongs to that booking. If its sources or client plan have changed, regenerate it to include the latest information. It is a suggested preparation aid, not a record of newly agreed decisions.

1. Open the upcoming confirmed booking’s Client work tab and expand Preparation brief.
2. Choose Generate preparation brief. Review the overview, previous decisions, outstanding commitments, new information and suggested agenda.
3. Edit the fields and choose Save preparation brief. Use the sources to check context and keep unanswered questions in the overview or agenda.

Understand AI generation allowances

Solo includes 100 client-work generation attempts per UTC calendar month. Team includes 300, shared across the workspace. While a subscription trial is active, its monthly allowance is 20 attempts.

These text-generation allowances are separate from AI transcription participant-minutes. Unsuccessful attempts also count. Participant-minute top-ups do not add text generations, and there are no automatic charges for exceeding the text allowance.

If generation is unavailable or the allowance has been used, you can still write, edit and save content manually. Review the client-work allowances alongside the separate AI notes capture allowances.

Protect drafts and clear a client plan

Unsaved changes are protected when you close, refresh or change bookings. If another tab changes the saved work, your draft stays visible: copy it if needed, then reload the saved version before editing again.

Under Manage client plan, Clear client plan removes its draft brief, approved baseline, commitments, scope review and saved follow-up/preparation drafts across all that client plan’s bookings. Review the confirmation before clearing; this cannot be undone through the app. Queued or sent email history and used generation allowance remain.

Generated text with deleted or inaccessible source notes is hidden. Explicitly approved baseline snapshots and staff-accepted commitments remain staff records until you clear the plan. Deleting source notes alone does not remove those reviewed records.