AI Meeting Assistant
Meetings that end with notes, owners and deadlines.
We build meeting assistants that transcribe in English and Hindi, summarise decisions, extract action items with owners and dates, post them to your task or CRM tools and respect consent and confidentiality rules.
- Transcripts
- Action items
- Task tool sync
Free 30-minute call with a senior specialist. Reply within one business day. Based in Jaipur, working with businesses across India.
- Discovery callFree 30 minutes with a senior specialist
- Scoped first phaseWritten scope, timeline and fixed price
- Build with weekly demosWorking software you can see every week
- Launch and supportGo-live with your team ready, then ongoing support
What is an AI meeting assistant?
An AI meeting assistant transcribes meetings, summarises decisions, extracts action items with owners and dates and posts them to task, CRM or project tools. Stack18 builds it with consent controls, private deployment options and review before items are assigned.
Last reviewed 31 October 2026 by the Stack18 delivery team in Jaipur. Security and AI governance · Pricing · About Stack18
| What it covers | Capture and transcription; Summaries and decisions; Action items; CRM and project sync; Consent and privacy. |
|---|---|
| Typical first step | Discovery Sprint: 2 weeks; fixed price. |
| Custom build | Fixed-scope first release: agreed in discovery; fixed price after discovery. |
| Long-term option | Transformation Pod: 12–36 months; annual contract. |
| Measured by | Time to share notes; Action items completed; Meeting-note effort; CRM logging rate. Each against an agreed baseline. |
| Governance | Human approval at 5 governance gates, every AI agent action logged, NDA available on request. |
| Delivery team | Based in Jaipur, India. A senior specialist replies within one business day. |
You need this when…
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AI Meeting Assistant, end to end.
Each capability is delivered by the same team on the Agentic SDLC, with your approval at every critical step.
Capture and transcription
English and Hindi speech is transcribed with speaker labels and your product vocabulary, from live calls or uploaded recordings.
- English and Hindi
- Speaker labels
- Domain vocabulary
Summaries and decisions
Decisions, risks and open questions are summarised using templates per meeting type, reviewed before sharing.
- Decision and risk summaries
- Templates per meeting type
- Review before sharing
Action items
Action items are extracted with owners and due dates, pushed to your task tools and followed up with reminders.
- Owner and due date extraction
- Push to task tools
- Reminder follow-up
CRM and project sync
Notes appear as CRM activity and project updates, and the archive is searchable by anyone with access.
- CRM activity logging
- Project updates
- Searchable archive
Consent and privacy
Consent prompts, access limited to attendees and retention rules keep recordings and notes trustworthy.
- Consent prompts
- Access by attendee
- Retention rules
A typical engagement, step by step.
Senior people lead every phase. Specialised AI agents on the Agentic SDLC handle the repetitive work, and nothing ships without your approval.
Discovery
We map today's process, systems and data for capture and transcription; summaries and decisions; and action items, talk to the people who run it and agree the baseline for time to share notes and action items completed so progress is measured from week one.
Design
We design the flows, roles, approvals and integrations for capture and transcription; and summaries and decisions, and review a clickable prototype with the people who will use it before anything is built.
Build in weekly demos
We build in weekly demos, starting with capture and transcription, then summaries and decisions and action items. Each release is tested on your own data and passes a human approval gate before the next begins.
Launch and support
We migrate data, train your team and support go-live. After 30 days we review time to share notes, action items completed and meeting-note effort against the baseline and agree what to extend next.
Start small. Scale when it works.
Every engagement begins with a short, fixed-price step so you can judge the fit before committing further. See pricing.
Discovery Sprint
Teams deciding which of capture and transcription; summaries and decisions; and action items to build first, and what it should cost.
- Duration
- 2 weeks
- Pricing
- Fixed price
- Scoped plan and timeline
- Team and fixed price
- Process map or prototype
Fixed-scope first release
Teams that know the outcome they need from AI meeting assistant and want a fixed-scope first release.
- Duration
- Agreed in discovery
- Pricing
- Fixed price after discovery
- Written scope and acceptance criteria
- Weekly demos
- Handover with documentation
Transformation Pod
Organisations running AI meeting assistant across several teams, sites or systems over years.
- Duration
- 12–36 months
- Pricing
- Annual contract
- Dedicated cross-functional team
- Quarterly business reviews
- One accountable partner
What we have shipped, and what a typical engagement looks like.
Delivered projects link to the full case study. Illustrative scenarios describe typical engagements and are not named client results.
Services firm with client calls
- Challenge
- Action items lost after calls; CRM notes skipped.
- What we do
- Assistant posting summaries and owned action items to the CRM and task tool.
- We would measure
- time to share notes, action items completed and meeting-note effort, against a baseline agreed in week one.
Pilot in weeks
Free meeting follow-up review
Tell us where meeting follow-up hurts most. We map what to fix first, whether ready-made or custom fits, and a realistic first step.
- Where to start and why
- Ready-made vs custom view
- Indicative timeline
We agree targets before we start.
Every engagement has a baseline and a target on the measures that matter to you, reported at every read-out.
AI Meeting Assistant questions.
Does it record without telling people?
No. We design consent prompts and notices so participants know and can opt out.
Which meeting tools does it work with?
Common video meeting tools and uploaded recordings. We confirm yours in discovery. We confirm versions, plans and API limits during discovery, so there are no surprises on integration day.
Can it run privately?
Yes. We can deploy in your environment or an approved one with written data terms.
Does it understand Hindi and mixed speech?
It supports English and Hindi, including mixed speech, and we test quality on your recordings. We review a sample of real conversations each week during the pilot to improve phrasing and coverage.
Who checks the action items?
The meeting owner reviews them before they are assigned.
How much does AI meeting assistant cost?
Every engagement starts with a fixed-price Discovery Sprint that produces scope, a plan and a quote. Custom work is quoted at a fixed price once the scope is clear. Changes are agreed in writing before they are built, so the price you approve is the price you pay.
How do you measure success for AI meeting assistant?
In week one we agree a baseline for time to share notes, action items completed and meeting-note effort. We report them at every weekly demo and review them against the baseline 30 days after go-live, so results are measured rather than assumed.
What should we prepare before the first call?
Bring a short description of how AI meeting assistant works today, examples of the documents or screens your team uses, and the three numbers that matter most to you. A senior specialist will use them to outline a first step and a fixed price.
Often combined with.
RAG on Company Documents
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Read →Let's scope your AI Meeting Assistant project.
Tell us where you are and where you want to be. A senior specialist will reply within one business day with next steps.
- Free 30-minute consultation
- Indicative estimate after the call
- NDA available on request