How do I send meeting notes to a client from TrackHeros?

Notes leave TrackHeros only when you take them out. This answer is for freelancers and consultants who want a client to have the notes from a Google Meet or Microsoft Teams call, and it covers the three ways out, why there is no automatic email or share link, and what to check first. The notes themselves are described on the minutes feature page.

What are the ways to send meeting notes to a client?

Three, all starting from the same notes, so the email, the PDF and the recap never disagree with each other.

Route	What the client receives	Available	Best for
Copy for email	The minutes in the body of your email, formatted; clean text in a plain field	Every plan	Routine calls, read on a phone
Download PDF	A document in the client's template and colour theme, attached to your email	Paid plans (pricing)	Kickoffs, scope changes, sign-offs
Slack recap	Summary, decisions, key points and action items in the client's Slack channel	Once that client's Slack is connected	Clients who read Slack, not email

For the first two, open the meeting, choose Export minutes, then Copy for email or Download PDF. Paste or attach in your own mail client, add an opening line, and send. The PDF is covered in detail in exporting minutes as a PDF; the Slack recap, with its channel rules, in Slack meeting recaps.

Why does TrackHeros not email the client or create a share link?

Because the notes go to a client under your name, and you should read them before they do. A summary can mishear a name or present a suggestion as a decision, so the minutes go out from your own mail client, after you have checked them.

A share link would be a web address that anyone holding it could open, forwarded well beyond the people you meant. So there are none. Recordings play inside the app through short-lived links bound to the meeting, and nothing from a client's workspace sits at a public address. The one route that can run without a click is the Slack recap, and only if you switch automatic posting on for that client; the switch records who turned it on, and every post is logged.

What should you check before sending notes to a client?

Five things, most of which the meeting page points out for you.

• Owners marked "Not an attendee". The name did not match anyone recorded in the meeting. Verify it, and edit the action item's owner if it is wrong.
• Action items nobody agreed to. Delete them; a suggestion written up as a task becomes a commitment the moment the client reads it.
• An amber notice reading "This transcript could not be read reliably." Treat the notes as unverified and check the recording before anything goes out.
• Names and product terms. If the transcript keeps getting one wrong for this client, add a correction rule; rules apply to every meeting summarised from then on.
• Your own email. Each client's notes come from that client's sealed workspace, but the draft you paste them into is yours. Check the recipient and the thread before you press send.

Which language do the notes go out in?

The notes language set for the meeting, its recurring series, the client or your account, the most specific winning. Copy for email and the PDF use that language's headings and dates, so a client set to German receives minutes headed "Besprechungsprotokoll", and Arabic minutes read right to left. Slack recap headings are in English, or in Arabic when the notes are Arabic. The nine notes languages are on the languages page.

What should the email around the notes say?

One opening line, the actions split into yours and the client's, and a closing line inviting corrections by a set date. The notes do the rest. The follow-up email guide has three templates, for a kickoff, a weekly call and a difficult one.