Meetings
The Meetings tab on a client’s page keeps a record of the meetings you hold with them. Upload a recording and Bokapsys transcribes it, writes up what was discussed, and lists what was agreed and who owns each action. Actions your firm owns can become tasks in one click.
Before you start
Section titled “Before you start”- Adding meetings and creating tasks from them need the meeting permissions in your firm role.
- Recordings can be audio or video files - for example MP3, M4A, WAV, WebM, OGG or MP4 - up to 200 MB.
- Make sure everyone in the meeting knows it is being recorded, and that recording is allowed where you and your client are.
Add a meeting
Section titled “Add a meeting”- Open the client and go to Meetings.
- Click Add meeting.
- Fill in What was the meeting, When was it held and Who was there.
- Click Add a recording and choose the file. You can skip this to keep a simple record of the meeting without a recording.
- Click Save meeting.
Follow the progress
Section titled “Follow the progress”A meeting with a recording moves through these statuses in the meetings list:
| Status | Meaning |
|---|---|
| Queued | The recording is uploaded and waiting to be processed. |
| Transcribing | Bokapsys is turning the speech into text. |
| Writing it up | Bokapsys is summarising the transcript and picking out actions. |
| Ready | The write-up, actions and transcript are ready to read. |
| Could not transcribe | The recording could not be processed. Check the file plays and try again with a new upload. |
The Actions column shows how many actions were noted.
Read the write-up
Section titled “Read the write-up”Click a meeting to open it. You see:
- Write-up - a summary of what was discussed.
- What was agreed - each action, marked with who owns it: your firm, the client, or unclear.
- Transcript - the full text of the recording.
Turn actions into tasks
Section titled “Turn actions into tasks”Under What was agreed, click Turn into tasks. Bokapsys creates a task for this client for every action owned by your firm, plus any whose owner is unclear. Actions owned by the client are left alone - they are the client’s to do, not yours. Each task notes the meeting it came from.
The button then reads Tasks created, so the same actions cannot be turned into tasks twice.
Who can see meetings
Section titled “Who can see meetings”Meetings, recordings, transcripts and write-ups are for your firm only. They are never shown in the client’s portal or under My Accountant. If you want to share a summary with the client, send it as a message.