Operaciones · Feature

Meeting Management: Live Collaborative Minutes and Agreements That Become Tasks

Call the meeting with a set agenda, take minutes collaboratively with everyone present, and mark each agreement. On close, agreements become tasks with an owner and a date, and AI writes the executive summary to send to the team. Focused on the agenda → minutes → agreement → task cycle, not on transcribing every word said.

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Screenshot of the Meetings module in Pilot Desk
In 30 seconds
  • Each meeting has its own record: the invite, the agenda, the minutes, the agreements.
  • During the meeting you write the minutes collaboratively with everyone present.
  • When you close it, the agreements turn into assigned tasks — they don't stay in your head.
  • The assistant can generate an automatic summary of the minutes.

What is the Meetings module?

It's not a calendar. It's the place where every meeting becomes productive: you have the agenda before, the minutes during, and the agreements stay as tasks with owners afterward.

Calling a meeting

  1. Click 'New meeting'.
  2. Date and time — Pilot adds it to the Calendar automatically.
  3. Guests (team + external).
  4. Agenda: 3-5 specific points that will be covered.
  5. Video-call link (Zoom, Meet or in person).
  6. Pilot sends an invitation to everyone.

During the meeting

When the meeting starts, you open the record. Any participant can write in the collaborative minutes (several at once, like Google Docs).

When an agreement is reached (something that's going to be done), you select the text and click 'Mark as agreement'. You assign an owner and a deadline.

Example: the weekly team meeting

Example

The marketing team's weekly meeting, Monday at 10:00.

  1. Before: the lead set up the meeting with 4 points on the agenda.
  2. During: everyone notes their part. The agreement 'Karina sends the new design on Wednesday' comes up — it's marked as an agreement.
  3. Another: 'Diego reviews SEO before Friday' — agreement.
  4. When the meeting closes, Karina and Diego see the assigned tasks in their list.
  5. The lead asks the assistant for a summary — it comes out in 5 seconds.

No spending 30 min writing up the minutes afterward. No agreement lost in the air.

Automatic AI summary

The 'Generate summary' button when you close the meeting. The assistant reads the minutes and produces: decisions, agreements, next steps. You can email it to the participants.

How it connects

How it connects: Meetings

CalendarEach meeting appears as an event. TasksEach agreement you mark becomes an assigned task. Daily PlanTasks with a date go into Daily Plan. Chat / EmailYou can send the summary to all the participants.

Tips

  • No agenda, no meeting. Showing up without an agenda is the recipe for losing an hour.
  • Mark agreements live, not afterward. If it isn't noted, it's forgotten.
  • At the close, generate the summary and send it. People read it — raw minutes, they don't.
  • If a meeting is purely 'informational', test whether it could be an email or a message in the chat.

If something doesn't work

If something fails

My colleague doesn't see what I write in the minutes.

Check that both of you have a stable connection. If it persists, refresh the page — the next edit will sync.

I marked an agreement but it doesn't appear as a task.

Check that you assigned an owner. Without an owner, it doesn't turn into a task automatically.

Real use cases

AI project management

Every project meeting leaves agreements that become assigned tasks.

Sales automation

Client sales meetings land on the CRM record with actionable agreements.

Integrations that power this feature

Connect Pilot with the tools your team already uses. The AI orchestrates between them without you switching screens.

Google CalendarGoogle Calendar Microsoft 365Microsoft 365 Google MeetGoogle Meet ZoomZoom Microsoft TeamsMicrosoft Teams SlackSlack

Industries where it shines

Professional services

Cómo Pilot ayuda al sector professional services.

Technology

Cómo Pilot ayuda al sector technology.

Healthcare

Cómo Pilot ayuda al sector healthcare.

Education

Cómo Pilot ayuda al sector education.

Frequently asked questions

Does Pilot transcribe meetings?
The Meetings module focuses on the agenda → minutes → agreement → task cycle, not on live word-for-word transcription. Audio transcription is a separate dedicated module, built for when the full record is what matters (interviews, conferences, client calls). In Meetings you write collaborative minutes as the meeting unfolds, several participants at once like in a shared document, and on close the AI builds an executive summary with decisions, agreements and next steps.
How does an agreement become a task?
During the meeting, when someone says 'Karina sends the design on Wednesday,' you select that line in the minutes and click 'Mark as agreement.' You assign an owner (Karina) and a date (Wednesday). On closing the meeting, that agreement automatically appears in Karina's task list, with a link back to the minutes so she has the context. No creating the task separately or waiting for someone to transcribe it later.
Does the AI write the summary on its own when closing?
Yes, in one click. The AI reads the minutes, identifies decisions made, formal agreements and next steps, and produces a structured executive summary. You can email it to participants in one click, copy it to the project chat or export it to PDF for external clients. It's the difference between 'the minutes sit in a Google Doc nobody reads' and 'everyone gets the useful summary five minutes after closing.'
Does it integrate with Google Calendar, Zoom or Meet?
Yes. You connect your external calendar and events appear in Pilot's schedule without duplicating. When creating a meeting you generate a Zoom, Google Meet or Microsoft Teams video link as you prefer, and the invite goes out with the agenda included. When the meeting starts, you open the collaborative minutes and the video link from the same record — one place for the whole cycle.
How much does it cost?
The Meetings module is included in Productivity plans. There's no charge per meeting or participant. Pricing is built around number of users and modules contracted — contact us for a tailored proposal with special terms for teams in the region.

How many agreements get lost between the meeting and the following Monday?

Book a 30-minute demo. We'll show you how to run a real meeting with an agenda, collaborative minutes and agreements that become assigned tasks on close — and how the AI builds the executive summary to send to the team in one click.

Request a demo