Meetings

Overview

Meetings are first-class records in Aggrandize. Instead of burying a meeting recap in a deal note, each meeting gets its own page with the time and attendees, an AI or human-written summary, the raw transcript if you have one, and notes — all kept together and searchable by the AI assistant.

crm.aggrandizelabs.com/deals

Kickoff — schedule & budget walkthrough

Tue, Aug 18 · 10:00–11:00 AM

Summary (1)

Written by you · Aug 18

Walked the GC schedule and long-lead items. Budget holds at $2.4M pending the steel quote; owner wants weekly syncs through permitting.

Transcript (1)

PastedAug 18

Notes (1)

Owner asked for the value-engineering options list before the next sync.

You'll find the Meetings tab on every contact, company, and deal detail page, alongside Activity, Email, Notes, and Tasks. The tab lists that record's meetings split into Upcoming and Past, each row showing the title, date, and badges for anything attached (transcript, notes, a recurring series).

Meetings (3)

Add Meeting

Past

Kickoff — schedule & budget walkthrough

Tue, Aug 18 · 10:00 AM

1 transcript2 notes

Weekly owner sync Series

Mon, Aug 24 · 9:00 AM

1 note

Site visit debrief

Fri, Aug 21 · 3:30 PM

Creating a meeting

Click Add Meeting on any record's Meetings tab.

The meeting is automatically linked to the record you created it from, which is also what makes it visible to the right teammates (see Who can see a meeting).

The meeting page

Open any meeting to see its full record:

• Header — title, when, location, and the attendee list with RSVP status. If the meeting belongs to a recurring series, a Series badge says so.
• Summary — the distilled outcome. Summaries carry a provenance badge: AI summary (with whether the Standard or Advanced model wrote it) or Written by you / a teammate. If a summary has been edited since it was written, an edited marker appears. A meeting can hold more than one summary.
• Transcript — paste a raw transcript from Teams, Meet, Zoom, or a recording service, or import one from a connected notetaker like HeyPocket. Transcripts are stored verbatim, collapsed by default, and searchable. Transcript text is deliberately not editable — it's the unaltered record of what was said. If you pasted the wrong one, delete it and paste the correct text. Note: an organization can disable transcript storage entirely — when that policy is on, the paste option is hidden and no transcript can be attached, while summaries and notes keep working.
• Notes — side commentary about the meeting. These work exactly like notes elsewhere (edit, pin, delete), with one important difference explained next.

Notes inside a meeting belong to the meeting

A note written on a meeting is part of that meeting — it appears only inside the meeting (and in the assistant's view of it), not on the deal's Notes tab or Activity timeline. It also follows the meeting's lifecycle: deleted, restored, and eventually purged along with it. Deleting a meeting note individually sends it to Trash like any other note — though if its meeting is in Trash too, restore the meeting first.

If instead you want a standalone deal or contact note that merely mentions a meeting, write it on the deal's Notes tab the usual way.

Editing a meeting

Use the pencil icon on the meeting page to change the title, time, location, description, or attendees. A few behaviors worth knowing:

• Moving the start time keeps the meeting's duration — the end time moves with it unless you set a new one explicitly.
• Fields you don't touch are left exactly as they were.
• Removing an attendee only affects this meeting; picked contacts remain in your CRM untouched.

Meetings can be edited by whoever created them and by org admins.

Deleting and restoring

Deleting a meeting moves it — together with its summaries, transcripts, and notes — to Settings → Trash, where an Owner or Admin can restore it for up to 180 days. Restore brings the whole meeting back intact: every summary, transcript, and note returns with it. After 180 days it's permanently removed, including its entry on the timeline.

Individual summaries and transcripts deleted from a meeting page are removed permanently — they don't go to Trash — so both actions ask for confirmation first.

Meetings on the Activity timeline

Every meeting appears as an entry on the linked record's Activity timeline. Click it to jump straight to the meeting page. If a meeting is later deleted, its timeline entry disappears with it (and returns on restore).

Who can see a meeting

(This is the meetings slice of the org-wide model — see Sharing & permissions for the full picture.)

Meetings follow the deal. If a meeting is linked to one or more deals, it's visible to whoever can access any of those deals — a meeting on a team-scoped pipeline's deal is visible to that deal's team, the meeting's creator, and org Owners/Admins, and no one else. Once a deal is linked, contact and company links stop widening the audience: they still make the meeting show up on those contact and company pages for people who can already see it, but they never share it with anyone new.

A meeting with no deal links is shared like the records it's linked to: link it to a contact or company and everyone who can see that record can see the meeting — and since the contact/company directory is org-wide, that usually means the whole org. A meeting with no links at all is visible only to its creator and org admins.

Summaries, transcripts, and notes always follow the meeting's visibility — there's no way for meeting content to be more widely visible than the meeting itself.

Deal-private.Visible only to the HR team, the meeting's creator, and org admins.

Shared org-wide.Everyone in the org can see this meeting — it's linked to Downtown Retail Build-out on Sales Pipeline, which isn't team-restricted.

Shared with the whole org via its contact and company links.

The privacy lock

When a meeting becomes tied to a deal on a team-scoped pipeline, it's marked Deal-private — you'll see a banner at the top of the meeting page. The mark is deliberately sticky: it keeps the meeting private even if that deal is later deleted or unlinked, so a confidential meeting can't quietly become org-visible just because its deal got cleaned up.

Only the meeting's creator or an org Owner/Admin can remove the lock — the Remove privacy lock action on the banner — and only once the meeting is no longer linked to any deal.

Deal-private (no linked deals). Visible only to the meeting's creator and org admins. Remove privacy lock

Removing it makes the meeting, with its summaries, transcripts, and notes, visible to everyone who can see its linked contacts and companies; the confirmation dialog spells that out before you commit.

The banner above a meeting always states its current audience — including a prominent warning when a meeting is shared org-wide because one of its linked deals is on an unrestricted pipeline, so over-sharing is visible at a glance rather than something you have to work out from the links.

Two things worth knowing:

• Org Owners and Admins always see every meeting, locked or not — the same rule as everywhere else in Aggrandize.
• Moving a deal to a different pipeline moves its audience. Move a deal from a team-scoped pipeline to an org-wide one and its meetings (and tasks) become visible to everyone who can see the deal in its new home.

Using the AI assistant with meetings

The assistant can run the entire meeting workflow through conversation — every change is shown to you for approval before it happens:

• "Log a meeting from this email thread" — it pulls the participants, time, and topic from the email and creates the meeting on the right deal.
• "Actually that meeting was at 3pm" / "rename it to Q3 kickoff" — corrections update the existing meeting.
• Paste a transcript and say "attach this to the meeting and summarize it" — the transcript is stored verbatim and the summary lands with an AI provenance badge.
• "What meetings have we had with Acme?" — it searches titles, summaries, transcripts, and meeting notes in one pass.
• "Delete that transcript, it was from the wrong meeting" — destructive actions state exactly what will be removed before you approve.

See AI Assistant for how approvals and model modes work.