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After the meeting

Every meeting leaves a record in Power Meets: who came, what was fixed, which tasks and Standards it created, and how the room rated it. If your practice records its meetings with a note taker, SOPHIE also reads the recording and picks out what matters — new procedures, changes to existing ones, decisions, and things people said they would do — and sends each one to whoever it belongs to.

To open a past meeting, go to Power Meets and click its Last completed card, or the meeting under Recent meetings.

The meeting record​

The top of the record says how the meeting went — Completed, Not held, Called off, or Not run in SOPHIE (a meeting that happened, but not in SOPHIE). Then:

  • The numbers: Fixed, Parked, New commits, Tasks created, SOPs created (new Standards), Avg rating and Length.
  • Created in this meeting — the tasks and Standards the meeting produced. A Standard SOPHIE is still writing shows SOPHIE is drafting.
  • What SOPHIE heard — see below.
  • Each step, which you can expand: who attended, the numbers flagged, the headlines, the FIX List items worked (and any Queued for this meeting, not reached — click Move to next meeting to carry them over), and the commitments and cascading message from Recharge.

Anyone in the practice can read the record. Edits are locked once the meeting ends. Click Share link to copy a link to it.

Attach the recording​

SOPHIE doesn't record meetings. She reads recordings made by a note taker your practice has connected (such as Fathom or Google Meet) — see Meeting transcripts.

Most of the time SOPHIE matches the recording to the meeting herself. When she isn't sure, What SOPHIE heard shows the recordings that look like this meeting — when each started and how many of the expected people were in it. Click This is it on the right one. SOPHIE doesn't do anything with a recording until you confirm it. If she attached the wrong one, click Not this one.

What SOPHIE heard​

Once the recording is attached, SOPHIE reads it and lists what she found. Each finding shows the words it came from and what kind of thing it is:

  • a new procedure
  • a change to an existing procedure
  • something the team settled
  • somebody said they would do this
  • something stopping work
  • something that keeps going wrong
  • nobody in the room could answer this

If she found nothing worth writing down, she says so — most meetings are like that.

Send findings to the FIX List​

If the findings haven't gone out yet, click Send … to the Fix List. Each one goes to whoever it belongs to, with the words it came from. Once sent, a finding shows On the Fix List for the person or role who has it, and why.

How SOPHIE routes them:

  • Most findings become FIX List items, each with an owner. If the meeting already had an item for it, the finding is added to that item instead.
  • Commitments that someone took on clearly, out loud, go straight onto that person's list as tasks (you can undo them until the end of the day — see Recharge). Less certain ones wait on the FIX List item as proposed to-dos.
  • New procedures and changes to existing Standards wait on the FIX List item as proposals. Nothing about a Standard changes until someone accepts. On a procedure finding you can also click Draft it to start writing it with SOPHIE, or Open the draft if one exists.
  • Decisions — "something the team settled" — are remembered: SOPHIE writes from them from now on and says they came from this meeting.

If SOPHIE thinks a finding is about a Standard you already have, she asks; click Yes, it's this one to link them.

Requests SOPHIE couldn't place​

When someone asked for something but SOPHIE couldn't tell who was speaking, she asks Whose is it? Choose the person and click Add to their day, or Not a request to drop it.

Also heard​

Also heard — not on the Fix List lists findings SOPHIE was less sure about. Nothing has been filed for them. Click Add to the Fix List on any that matter.

Read it again​

Read this meeting again has SOPHIE read the transcript from scratch. What she finds replaces what's there, and anything that no longer stands comes off the FIX List. Afterwards, What changed lists what's new, what's no longer found and what was taken off.

Recordings that need your help​

Two panels on the Power Meets page appear only when a recording needs you:

  • Which meeting was this? — recordings SOPHIE couldn't match to a meeting. Expand one to see the meetings she thinks it might be, with her reason, and click This one or Not this one. If she can't find any nearby meeting, it waits there until there is one.
  • Meetings SOPHIE got nothing from — meetings from the last 14 days with no usable recording, and why. Click Read this one to try again. If a note taker has stopped sending recordings, the panel says so.

Turning recordings off​

Whether SOPHIE reads your meeting recordings at all is one switch, SOPHIE reads recordings of this practice's meetings, in Settings under Meeting recordings. It's on by default. Only the practice owner can change it. With it off, SOPHIE stops reading recordings, but notes typed during a meeting still work.

The note taker itself (Fathom, Google Meet and so on) handles consent to be recorded, in its own way.

Who can read a transcript​

Everyone who can see a meeting sees what came out of it — tasks, decisions, FIX List items — and whether a recording exists. The word-for-word transcript is more private: it's an hour of people talking. It can be read by:

  • the practice owner, and people in the Practice Owner or Office Manager role,
  • anyone with Read transcripts permission (Super Admins and Admins by default; others can be given it individually),
  • the meeting's facilitator, and people who were marked here in it or accepted its invite.

Everyone else sees the record without the words. If a recording exists that you can't open, the card says Recording available — you do not have access to it.