Guides
Notes on running client meetings.
Practical, tool-agnostic advice for people who run several client meetings a day, written by people who do. How TrackHeros handles each problem comes at the end, not the start.
- GuideHow to keep client meeting notes separate when you work with several clientsHow to keep client meeting notes separate when you work with several clients: one container per client, naming rules, what to do when a contract ends.Updated 9 October 2026
- GuideHow to manage several Google accounts and calendars as a freelancer without missing a meetingHow freelancers with multiple Google accounts keep every client calendar in view, find the meeting link wherever it hides, and stop missing meetings.Updated 5 October 2026
- GuideA client meeting minutes template for developersA client meeting minutes template with action items, decisions and milestones for developers, with how to write each section and send it the same day.Updated 2 September 2026
- GuideHow to take interview notes without losing the candidateHow to take interview notes on Google Meet and Microsoft Teams without losing the candidate: a light structure, evidence over impressions, a real debrief.Updated 2 September 2026
- GuideDiscovery calls for solo developers: what to ask, what to write down, what to send afterDiscovery call notes for solo developers: what to ask, what to write down verbatim, how to capture next steps, and what to send the same day.Updated 2 September 2026
- GuideWhy Arabic–English meetings break most transcription, and what a two-pass transcript does about itArabic–English transcription breaks when speakers switch mid-sentence. Why single-language recognition fails, and how a two-pass transcript handles it.Updated 22 October 2026
- GuideCan a notetaker bot join a Google Meet or Teams call you don't host?Yes, a notetaker bot can join a Google Meet or Microsoft Teams call you don't host. It joins as a guest, so admission, lobbies and consent still apply.Updated 5 October 2026
- GuideA client kickoff meeting agenda for freelance developersA project kickoff meeting agenda for freelance developers: an hour with timings, the questions to ask, what to write down and the recap to send after.Updated 22 October 2026
- GuideA OneNote meeting notes template you set up once and reuse for every clientHow to make a OneNote meeting notes template: the sections to include, how to save a page as a template in OneNote, and a layout for each client.Updated 25 October 2026
- GuideCan one AI notetaker cover meetings from several Google accounts?One notetaker can cover multiple Google accounts if each account is connected on its own and tied to one client. What breaks otherwise, and the limits.Updated 5 October 2026
- GuideCan you use an AI notetaker under a client NDA?Can you use an AI notetaker under a client NDA? The clauses to read, the questions to ask the client, and how to meet return-or-destroy for recorded calls.Updated 27 October 2026
- GuideClient offboarding checklist for freelancersA client offboarding checklist for freelancers: what to hand over, which access to give back, which client data to delete and keep, and how to confirm it.Updated 22 October 2026
- GuideDo you have to set the meeting language before a notetaker joins?Many notetakers make you set the meeting language first. Why they ask, what a wrong setting does, and what automatic language detection has to get right.Updated 22 October 2026
- GuideDo you need a separate notetaker account for each client?A separate notetaker account per client keeps notes apart but scatters your week, and one merged account mixes clients. What you need is walls inside one.Updated 5 October 2026
- GuideDoes an AI notetaker need access to your calendar?AI notetaker calendar permissions explained: what a notetaker needs, what to refuse on the consent screen, how to revoke it, and what TrackHeros asks for.Updated 16 October 2026
- GuideGoogle Calendar and OneNote: how to get your meeting notes into OneNoteGoogle Calendar and OneNote: why Meeting Details reads only Outlook, how Zapier or Make create a OneNote page per event, and how the notes follow the call.Updated 24 October 2026
- GuideHow many hours are your client meetings taking?How to track time in client meetings per client from your Google and Microsoft calendars, what the number means for pricing, and how to spot drift.Updated 22 October 2026
- GuideHow to connect Google Calendar and Outlook to one AI notetakerHow to connect Microsoft and Google calendars to the same AI notetaker: what to prepare, the read-only permissions each asks for, and how to disconnect.Updated 5 October 2026
- GuideHow to get a transcript of a Microsoft Teams meeting, including as a guestMicrosoft Teams meeting transcription: who can start it, where Teams saves the transcript, what guests and external participants see, and what else works.Updated 25 October 2026
- GuideHow to get meeting notes in English, or in your own language, from a meeting held in another languageHow to get meeting notes in English, or in the client's own language, from a meeting held in French, Spanish or another language, and what to check first.Updated 22 October 2026
- GuideHow to keep a decision log for client projectsA decision log template for client projects: why decisions get reopened, what each entry needs, how to capture decisions in meetings and how to change one.Updated 22 October 2026
- GuideHow to make a 'book time with me' link in Google Calendar or OutlookHow to make a book time with me link: a Google Calendar booking page, a Microsoft booking link in Outlook, or one link that checks every calendar you hold.Updated 24 October 2026
- GuideHow to prepare for a client call in five minutesHow to prepare for a client meeting in five minutes: a checklist built from last meeting's notes and open action items, and what to do when you have none.Updated 22 October 2026
- GuideHow to run a sprint review when the client is the stakeholderHow to run a sprint review with a client: a 45-minute agenda, how to demo, and how to turn feedback into decisions and action items, not a wish list.Updated 22 October 2026
- GuideHow to run a weekly client status meeting that does not driftA weekly status meeting agenda for client projects: a 30-minute format with timings, the written update to send first, and how to stop the call drifting.Updated 22 October 2026
- GuideHow to set up a booking link that protects your week: buffers, notice and daily limitsHow to set buffer time, minimum notice, a daily limit, start-time spacing and a booking window on a booking link, so your week keeps time to work.Updated 22 October 2026
- GuideHow to stop an AI notetaker joining your meetingsHow to stop an AI notetaker joining Google Meet or Teams meetings: host settings that keep outside bots out, removing one mid-call, switching yours off.Updated 22 October 2026
- GuideHow to take notes during a meeting you are also runningHow to take notes during a meeting while participating: what to write and skip, a shorthand that works, phrases that buy time, and recording versus notes.Updated 22 October 2026
- GuideHow to take notes during a phone call without losing the conversationHow to take notes during a phone call: what to write down, keeping up when you cannot see anyone, reading figures back, recording rules and the recap.Updated 24 October 2026
- GuideHow to take notes in a Google Meet call: meeting notes in Docs, and the alternativesHow to take notes in Google Meet: meeting notes in Google Docs from the Calendar event, who sees them, what guests can do, and when to use a notetaker.Updated 25 October 2026
- GuideHow to take notes in a Microsoft Teams meeting, including as a guestHow to take notes in a Teams meeting: Teams' own meeting notes, where they are saved, why external attendees cannot open them, and what to use instead.Updated 25 October 2026
- GuideHow to tell clients you use an AI notetakerHow to tell clients you use an AI notetaker: what to write in the invite, what to say on the call, how to answer objections, and when to leave it out.Updated 22 October 2026
- GuideHow to tell whether an AI notetaker really supports several calendarsSeven checks that show whether a meeting notetaker for multiple calendars handles several Google and Microsoft accounts, or only a second login.Updated 5 October 2026
- GuideHow to transcribe a Google Meet call, including one you don't hostGoogle Meet transcription: who can start a transcript, where it is saved, why it goes missing, and how to transcribe a Google Meet call as a guest.Updated 22 October 2026
- GuideHow to write a follow-up email after a client meeting, with templatesFollow-up email after a client meeting: when to send it, what goes in, subject lines, and three templates for a kickoff, a weekly call and a hard call.Updated 22 October 2026
- GuideHow to write action items people actually finishHow to write action items from a meeting: a verb with an end, one owner, a real date and what done means, with good and bad examples and vague dates fixed.Updated 22 October 2026
- GuideHow to write interview feedback from your interviewer notesHow to turn interviewer notes into written interview feedback: recommendation first, evidence for each point, open questions, and what to leave out.Updated 25 October 2026
- GuideHow to write meeting minutes: before, during and after a client callHow to write meeting minutes: what to prepare, what to capture during the call, turning rough notes into minutes, a worked example and the usual mistakes.Updated 22 October 2026
- GuideMeeting minutes abbreviations: which to use, and which to spell outMeeting minutes abbreviations: AOB, apologies, TBC, EOD, w/c and more, what each means, which belong in minutes sent to a client, and which to spell out.Updated 25 October 2026
- GuideMeeting minutes vs meeting notes: what is the difference?Meeting minutes vs meeting notes: minutes are the agreed record for everyone, notes are the note-taker's own. Which client calls need which, in a table.Updated 24 October 2026
- GuideMeeting notes when the room doesn't share a first languageMultilingual meeting notes for freelancers whose clients mix languages: agree the record's language, keep terms as spoken, and confirm numbers in writing.Updated 22 October 2026
- GuideNotes for recurring client meetings: one running document or one per meeting?Notes for recurring meetings: when to keep one running document, when to keep one per occurrence, and how to carry action items forward week to week.Updated 22 October 2026
- GuideNotetaker stuck in the lobby? How to admit a bot on Google Meet and TeamsA notetaker stuck in the lobby on Teams or Google Meet is waiting for someone to admit it. Where to look, which settings hold it, and what to ask the host.Updated 22 October 2026
- SchedulingOne booking link across several client calendarsHow to share one booking link when your week is split across your own calendar and several clients' Google and Outlook calendars, without double-booking.Updated 16 October 2026
- GuidePost meeting recaps to a client's Slack, with action items people can tick offHow TrackHeros posts a Google Meet or Teams meeting recap into a client's Slack channel, @mentions the people on it and answers questions in the thread.Updated 22 October 2026
- GuideQuestions to ask an AI notetaker about your clients' dataAre AI notetakers safe for client calls? Questions to ask a vendor about training, subprocessors, isolation, deletion and backups, with good answers.Updated 27 October 2026
- GuideRequirements gathering meetings: what to ask a client and how to write it upQuestions to ask a client for software requirements, area by area, how to record their exact wording, and how to turn the call into a first spec draft.Updated 22 October 2026
- GuideScope creep starts in meetings: the phrases to catch and what to sayScope creep starts in client meetings. The phrases that signal new work, what to say on the call, how to log it, and a change request email template.Updated 22 October 2026
- GuideSend a client the meeting minutes as a Google Doc in their own Drive folderHow TrackHeros writes a meeting's minutes into a Google Doc in a Drive folder you choose, where the client can read, comment on and edit them.Updated 6 September 2026
- GuideSend meeting notes to Zapier, n8n, Make or any app you already useHow to send a Google Meet or Microsoft Teams meeting summary, decisions and action items to Zapier, n8n, Make or your own endpoint — one webhook per client.Updated 6 September 2026
- GuideShould freelancers charge for meetings?Should freelancers charge for meetings? The honest options for billing clients for meeting time, contract wording examples, and how to raise it.Updated 22 October 2026
- GuideWhat happens to a transcript when a meeting switches language mid-sentenceWhat happens to transcription when speakers switch language mid-sentence, why single-language decoding fails, and what a second pass does about it.Updated 22 October 2026
- GuideWhen the client hosts the meeting, who keeps the recording and the notes?When a client hosts a Google Meet or Teams call, the recording, transcript and AI notes land in the client's account. What that means for a freelancer.Updated 22 October 2026
- GuideWhy a notetaker should remember the language of a recurring meetingRecurring meeting transcription language: why a notetaker should remember what a weekly call is held in, and re-check that memory rather than trust it.Updated 22 October 2026
- GuideWhy Google Meet and Teams captions listen for one language at a timeGoogle Meet captions in two languages: why Meet and Teams captions listen for one spoken language at a time, what has changed, and what it means for notes.Updated 22 October 2026
- GuideWhy meeting transcripts get the speaker wrong, and how to get who said what rightWhy a meeting transcript credits words to the wrong person: how speaker labels are made, why shared rooms and crosstalk break them, and what to do.Updated 22 October 2026
- GuideWhy most meeting notetakers allow one calendar per loginWhy a notetaker allows one calendar per account: it is built for one person in one company. What breaks with six client accounts, and what fixes it.Updated 5 October 2026
- GuideWhy transcription gets names and jargon wrong, and how to fix itWhy AI transcription misspells names, product terms and acronyms, which words fail most, and fixes that work with any notetaker: glossaries and spelling.Updated 22 October 2026
- GuideWill a notetaker join twice if a meeting is on two of your calendars?Will a notetaker join twice when one meeting sits on two calendars? How duplicates are recognised, why recurring meetings trip them up, and what to do.Updated 5 October 2026
- GuideYour client gave you a Google Workspace account. Here's how to keep its meetings straightA client Google Workspace account is the client's, not yours. How a freelancer sets it up, shares availability, finds the Meet link and leaves it cleanly.Updated 16 October 2026
- GuideYour client gave you a Microsoft 365 account. Here's how to keep its meetings straightA freelancer's client Microsoft 365 account and calendar belong to the client. Guest or member, the hidden Teams link, admin approval and a clean exit.Updated 5 October 2026
- GuideYour own calendar next to your clients' calendars: what a notetaker should do with eachConnecting a personal and work calendar to one notetaker: why it should not join everything it sees, and how to keep your own calendar private to you.Updated 5 October 2026
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