Create and review AI meeting notes

1. Inform everyone and start AI notes

1. Start your Schedivo video meeting or webinar, then open Settings.
2. Read the AI meeting notes disclosure. Captured microphone audio is sent to Schedivo and OpenAI to create a transcript, summary and actions.
3. Inform everyone about transcription and acknowledge I have informed everyone that this meeting will be transcribed.
4. Choose Start AI notes. Participants, including people waiting to join, see a notice while capture is active.

2. Stop capture and open the notes

Choose Stop AI notes when you have finished the part you want to capture. You can also end the meeting. The existing transcript is processed into notes after capture stops.

Use Open meeting notes in the call settings, or open Meeting notes from the workspace navigation. Select the meeting and wait for processing to finish. Capture and processing update automatically.

AI capture can stop when a package duration or allowance is reached. An ordinary meeting can continue without AI notes; webinars still end at their normal scheduled time. Interrupted audio or failed transcription is marked as incomplete. Check the available transcript rather than assuming the entire meeting was captured.

3. Check the summary, decisions and actions

AI can miss or misinterpret speech, especially when people overlap or the audio is interrupted. Review the notes before relying on them or sharing them. Suggestions are kept separately from explicit commitments.

Under Sharing and regeneration, Regenerate notes creates a new summary from the saved transcript. Paid accounts have up to 2 manual regenerations per meeting; regenerating replaces saved edits.

1. Read the overview and agreed actions. Check names, numbers, decisions, action owners and dates against what was said.
2. Follow a Source link to its speaker-labelled transcript section. Timing identifies an approximate section, not the exact instant each word was spoken. People sharing a microphone appear under that microphone’s participant name.
3. Choose Edit notes to correct the text, remove an incorrect item or add a missed action. Leave an owner or due date unspecified when it was not agreed.
4. Choose Save notes. You can mark actions complete as the work is finished, then save those changes too.

4. Export or share reviewed notes

Use Export notes or Export transcript to download a text copy. Keep downloaded files private and remove them when you no longer need them.

To share the saved notes, open Sharing and regeneration and choose Create shared link, then Copy link. Anyone with the link can read that saved snapshot for seven days. It does not include the transcript or audio.

Choose Revoke shared link to close access sooner. Saving notes, including changes to action completion, or regenerating notes also revokes the previous link. Create a new link if you want to share the updated notes.

Understand the AI allowance

Solo includes 300 AI participant-minutes per UTC calendar month with up to 90 minutes of capture per call. Team includes 900 shared participant-minutes and up to 120 minutes per call. Each additional Team host adds 150 monthly participant-minutes.

One captured microphone for one minute uses one participant-minute, including silence while capture is active. A 30-minute call with two captured microphones uses 60 participant-minutes.

The Webinars add-on has a separate 600 presenter-minute AI pool each month. The host and invited speakers count while their microphones are captured; viewers with no captured microphone do not. Webinar AI capture lasts up to 60 minutes per call.

Included allowances reset monthly even on yearly subscriptions and do not roll over. The trial has 60 participant-minutes once per owner, rather than each month or workspace. Paid workspace owners can buy 600 minutes for £10, excluding VAT where applicable. Purchased minutes carry forward and can be used for meetings or webinars; there are no automatic overage charges.

Owners and administrators can review AI usage in Usage. Free access granted by Schedivo is exempt from the commercial AI allowance, package capture-duration and regeneration limits. Existing meeting duration and technical limits still apply.

Delete notes and retained audio

Schedivo normally deletes temporary audio within 24 hours after successful notes generation. Failed processing has a 72-hour window from capture start, with storage expiry as a backstop. Notes and transcripts remain available until deleted.

Deleting in Schedivo does not remove previously downloaded exports or copies someone has made from a shared link. Read how AI notes information is processed for more detail.

1. Open the meeting in Meeting notes and choose Delete notes and audio.
2. Read the confirmation and choose Permanently delete. This removes the saved notes, transcript, shared link and retained audio. Used allowance is not returned.