> ## Documentation Index > Fetch the complete documentation index at: https://redbark.com/docs/llms.txt > Use this file to discover all available pages before exploring further. # Meetings > See client meetings from your calendar, add the transcript and confirm a File note for the client's record. > [!NOTE] > > Meetings is in the staging release, not the production release. Google Calendar uses the live integration on staging. Microsoft 365 uses a mock calendar with sample events; it does not connect to your Microsoft account or read its events. Each advisor connects their own calendar. Advisor reads their meetings and files each one to a client by matching guest emails. After a meeting, you add the transcript from Google Meet, Teams or Zoom. Advisor drafts the File note for you to check and confirm. Advisor never joins, records or transcribes a call. It works from the transcript your video service already saves. ## Connect your calendar **1. Open Settings, Calendar** Go to **Settings > Calendar** and select **Connect calendar**. **2. Choose Google or Microsoft 365** Sign in with the work account your meetings are on and allow access. Microsoft 365 needs a work or school account. **3. Wait for the first read** Advisor reads your calendar from 30 days back to 90 days ahead. This usually takes about a minute. * Each advisor connects their own calendar. An admin cannot connect one for someone else. * You can connect one calendar at a time: Google or Microsoft 365. * Advisor reads your calendar again every 5 minutes. Select **Sync now** to read it straight away. * If the connection stops working, Meetings and Settings show **Reconnect calendar**. ### If your IT team must approve Advisor Some workplaces only allow apps an administrator has approved. If sign-in says your administrator must allow Advisor, Advisor explains what to ask for. For Microsoft 365 it gives a link to send to your IT team. Nothing is stored until the connection works. ### What Advisor reads Access is read only. Advisor never changes your calendar, and only reads your main calendar. For each meeting, Advisor reads: * The title and times. * The attendees, the organiser and their responses. * The video service and a link to the event in Google Calendar or Outlook. Advisor never reads event descriptions, notes or locations. Advisor skips these events and never stores them: * Events marked private, even when a client is invited. * All-day events. * Events you declined. * Events with no guests, or with only people from your firm. ## Filing meetings to clients Advisor compares each guest's email with the emails of your clients and their household members. * **One client matches**: the meeting is filed to that client. * **Two clients match, or none**: the meeting waits in **Needs a client** on the **Meetings** page. A client that matches shows as **Suggested**. For a meeting that needs a client: * Select **File** and choose the client. * Select **Not a client** to hide a meeting that isn't with a client. * Both show **Undo** for a few seconds. Filing sticks. Advisor never changes a meeting's client on a later read. To change it, open the meeting's **...** menu and choose **Move to another client**. Once a meeting has a transcript or File note, it stays with a client. You can move it to another client, but not mark it **Not a client** or put it back in **Needs a client**. When two advisors have the same meeting on their calendars, Advisor shows it once. Filing it files it for both. ### Who sees a meeting * A filed meeting is part of the client's record. Everyone in your firm can see it. * A meeting that needs a client, or that you marked **Not a client**, is private to the advisors whose calendar has it. ### When the calendar changes * **A meeting moves**: Advisor updates the times and shows where it moved from until you dismiss the note. * **A filed meeting is cancelled**: it stays on the client, marked **Cancelled**. * **A meeting that needs a client is cancelled**: it is removed. A transcript or File note on a meeting that moves or is cancelled is kept. ## The Meetings page and the client's tab * The **Meetings** page shows filed meetings for the whole firm, by **This week**, **Upcoming** and **Past**. Your own meetings that need a client are at the top. * A client's **Meetings** tab shows only that client's meetings, with the open one beside the list. ### Agenda Type the agenda on a meeting before it happens. Open actions from the client's earlier meetings carry over, and **Add to agenda** puts one on this meeting's agenda. ## Adding the transcript After the meeting, open it and select **Add transcript**. > [tab] Upload file > > Upload a **.vtt**, **.docx** or **.txt** file of up to 10 MB. > [tab] Paste text > > Paste the transcript, up to 500,000 characters. Lines like `Name: what they said` work best. Where to find the transcript: | Service | Download | | - | - | | Google Meet | The transcript is a Google Doc saved next to the recording. Download it as .docx. | | Microsoft Teams | Download the transcript from the meeting as .vtt or .docx. | | Zoom | Download the transcript from the recording as .vtt. | * Advisor refuses an audio or video recording, an empty file, or a transcript over 4 hours, and says why. * A meeting has one transcript. Adding another replaces it, and the old file is deleted. ### Who's who Advisor matches each speaker in the transcript to someone at the meeting. Check the matches before drafting. A label like "Priya's iPhone" is matched loosely and marked **Best guess**. If no speaker matches the attendees, Advisor warns you before drafting. You can still draft. ## The File note Select **Draft File note**. Drafting takes about a minute. The draft has: * A summary of the meeting. * The decisions made, each linked to where it was said. * Suggested action items, each with an owner and a due date when one was said. * Which agenda items were covered. The draft is instructed to use only what was said, give no advice and leave out medical and health details. Check it before confirming. The transcript keeps what was said. * Each draft counts as one Ask question against your firm's 500 a month. A draft that fails doesn't count. See [Billing](https://redbark.com/docs/advisor/settings/billing.md). * Each advisor can draft up to 10 File notes an hour. * If drafting fails, select **Try again**, or **Write the File note** yourself. ### Check and confirm **1. Edit the draft** Every part can be edited. Add or remove decisions as needed. **2. Review the actions** Accept or dismiss each suggested action, or select **Accept all**. **3. Confirm** Select **Confirm File note**. Advisor records who confirmed it and when. Actions not yet reviewed are accepted. * After you confirm, each edit keeps the version before it. Select **View history** to see who changed what and when. * **Copy summary** copies the summary as plain text. Nothing is sent to the client. * Open actions carry over to the client's next meeting until they are done. ## Log a past meeting For a phone call, an in-person meeting or a video call that wasn't on your calendar: **1. Open the client's Meetings tab** Select **Log a past meeting**. **2. Say when and how** Add the title, the date, time and length, where it was held, and who was there. **3. Add the note** Type the note, or add a transcript later to draft one. A typed note is confirmed by you when you save. ## Privacy * Calendar access is read only, and only for your main calendar. * Nothing is recorded. Advisor never joins a call. * Meetings that aren't filed to a client are private to the advisor whose calendar has them. They are removed 30 days after they end. * Filed meetings, transcripts and File notes are kept with the client. They follow the client's retention: kept for 7 years after the client is archived. * Transcripts are stored in Australia, in Sydney. Drafting runs in Australia, and the service that drafts does not keep or train on client data. * Clients never see meetings, agendas or File notes in their portal. * Disconnecting your calendar removes the connection and the meetings that aren't filed. Filed meetings stay with their clients. * When an advisor leaves the firm, their calendar is disconnected the same way. ## Turning Meetings off Admins can turn **Meetings** off in **Settings > Features**. It is hidden for everyone in the firm, calendars stop syncing, and the API and MCP refuse meeting calls. Meetings, transcripts and File notes are kept, and come back when Meetings is turned on again. ## From the API Meetings can be listed, filed, given an agenda and a transcript, and their File notes edited and confirmed through the [Advisor API](https://redbark.com/docs/advisor/api-reference/overview.md) and [MCP](https://redbark.com/docs/advisor/mcp/index.md), with the `meetings` scope. A key sees every filed meeting and the meetings that need a client on the calendar of the admin who made it. Connecting a calendar is only in the app. Webhook endpoints can subscribe to `meeting.filed` and `meeting.file_note_confirmed`. See [Webhooks](https://redbark.com/docs/advisor/api-reference/webhooks.md). This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.