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Use the HoneyBook meeting notetaker

All about using HoneyBook AI for meeting notes

Updated this week

When you have HoneyBook's meeting notetaker attend video meetings, it'll automatically generate a transcript up to 160,000 characters, summary notes, and action items. We’ll cover how to set this up below.


Adjust meeting notetaker settings

By default, the meeting notetaker is turned ON for all eligible video meetings. If you need to adjust this setting:

  1. From the navigation menu, select Settings > Company settings

  2. Select HoneyBook AI

  3. Toggle Video meeting summaries ON or OFF

  4. If toggled ON, you can adjust the meeting types that the meeting notetaker will or won't generate meeting notes for:

    1. HoneyBook scheduler

    2. Calendly (if you've integrated with Calendly)


Experience with the meeting notetaker

Whenever you enter an eligible video meeting, the HoneyBook meeting notetaker will request entry. If approved, the notetaker will appear in the meeting as "HoneyBook notetaker." If you don't want to use the meeting notetaker, simply deny its entry to the meeting, or turn it off completely under your settings.

The meeting notetaker will then generate meeting notes that'll be available in the project shortly after the meeting ends.


Access AI-generated meeting notes

There are a few different ways to access AI meeting notes once a meeting wraps up.

Notification center

As soon as AI meeting notes are ready, which typically takes just a few minutes after a meeting ends, you’ll receive a notification under the bell icon in the top-right corner of your screen. Select the notification to be brought straight to the notes.

📣 Note

For AI-generated meeting notes, notifications in the notification center, emails, and mobile push notifications are sent to the project owner and HoneyBook meeting attendees. All team members who are part of the project can access and view AI meeting notes.

Clients aren't notified of, nor can they view, AI meeting notes.

Project

  1. Search for, then open the project through which the meeting was held

  2. Under the Activity tab, select View meeting notes

Email inbox

Once AI meeting notes are ready, the creator of the meeting will receive an email. Access the email, then select View meeting notes to be brought straight to the notes.

HoneyBook Calendar

  1. From your HoneyBook home page, select the Tools menu > Calendar

  2. Select the meeting in question > AI meeting notes

Mobile push notification

As soon as AI meeting notes are ready, you’ll receive a mobile push notification. Select the notification to be brought straight to the notes in your HoneyBook mobile app.


Turn a meeting action item into a task

In addition to a transcript and summary notes, the meeting notetaker will generate action items for the meetings it attends. You can convert any action item from a meeting note into a task, to get reminders and keep track of its status.

  1. By the appropriate action item, select Create task

  2. From the pop-up, make any edits to the task details such as description, due date, or assignee

  3. Select Create task to confirm

  4. The task will be saved to your task list


Frequently asked questions

What video calls will the meeting notetaker work for?

The meeting notetaker will request entry for meetings that meet all the following criteria:

  • Session type is video

  • Scheduled through HoneyBook's scheduler and associated with a HoneyBook project, or scheduled through your integrated Calendly account

  • You’ve signed in to Google Meet or Zoom

Why did the meeting notetaker not request entry to a call?

There are a few situations where the meeting notetaker might not request entry to your meeting:

  • Meeting is full: The meeting has reached the maximum number of participants

  • Host is late to the meeting: The meeting notetaker will wait to be admitted for 8 minutes—starting 3 minutes before the scheduled time and ending 5 minutes after

    • If the host joins more than 5 minutes late, the meeting notetaker won't attempt to join again

    • At this time, there's no way to re-request the meeting notetaker

  • Meeting was rescheduled after the original start time passed

  • Zoom host mismatch: If you're not logged into Zoom using the same account that's connected to HoneyBook, Zoom won't recognize you as the host and won't admit the meeting notetaker.

    • To ensure the meeting notetaker can join, always log into Zoom using the account linked to your HoneyBook integration and start the meeting on time

Why did the meeting notetaker not generate meeting notes?

There are a few situations where the meeting notetaker won't generate meeting notes after a session wraps up:

  • Less than 10 sentences spoken in the meeting

  • One or no participants spoke

What are the supported platforms for the meeting notetaker?

At this time, the meeting notetaker will work for eligible meetings over Zoom and Google Meet.

Can I edit AI meeting notes?

Yes, you can edit (and delete) AI meeting notes, just like any other project notes. Learn how to edit notes.


Interested in learning more about how HoneyBook AI help you work smarter, not harder? Check out our Academy course, "How can HoneyBook AI save me time?"


Still have questions? Feel free to send us a message by clicking the Question Mark icon on any HoneyBook page. Our team is always happy to help!