AI meeting notes for IT contractors on client engagements

TrackHeros is an AI notetaker for IT contractors: developers, engineers, architects and analysts placed on a client engagement for a fixed term, often through an agency, and often given an account on the client's own Google Workspace or Microsoft 365. It joins the client's calls on Google Meet and Microsoft Teams as a visible participant, writes the summary, decisions and action items, and files each engagement in a workspace of its own. This page is about the meetings, not about contracts, tax or employment status.

Why are contractor meetings hard to keep straight?

Because the meetings happen inside somebody else's systems, for a limited time, and then the door closes.

A contract starts with an account: you@client.com, on the client's Microsoft 365 or Google Workspace. Every standup, refinement session and design review arrives on that account's calendar. Every Teams chat and every decision lives in their tenant. Your control over all of it is borrowed, and it ends on your last day, usually the moment the account is switched off, sometimes before you have written the handover.

Then there is the overlap. A six-month contract runs into an extension, or a second, smaller engagement starts while the first is still going, or the next contract begins before the old one has finished its handover. Two clients' calendars, two sets of systems, two confidentiality clauses, and the agency in the middle calling about rates and renewal. Three kinds of conversation that must never end up in the same notes.

And contractors are judged on what was agreed. The stakeholder who added scope on a call, the architect who said the queue stays in-house, the date the go-live moved: if nobody wrote it down, the version that survives is the one remembered by the people who stay after you leave.

How does an AI notetaker for contractors work?

1. Connect the account each client issued you

On the client's page in TrackHeros, choose Connect Google or Connect Microsoft and sign in with the account the client gave you. TrackHeros asks for read-only calendar permission and the basics needed to sign you in, and reads only that account's main calendar; nothing reads mail, files or chat. Some Microsoft 365 organisations require an administrator to approve an app first, and TrackHeros then says so: "Ask your Microsoft 365 administrator to grant consent, then connect again." Forward that to the client's IT contact.

If you are a guest in the client's organisation rather than a member, invitations arrive at your own address, so connect the calendar they actually land in. Both cases are covered in detail for Microsoft 365 and Google Workspace.

2. The bot joins

About two minutes before the start, a participant called TrackHeros Notetaker joins the Meet or Teams call. You can rename it per client in the Bot name card, up to 64 characters and no emoji, and add a welcome message it posts in the meeting chat. In a client's Teams meeting the bot is an outsider even when you are not, so it waits in the lobby until someone admits it, and a meeting set to refuse such guests outright keeps it out. Why a notetaker gets stuck in the lobby covers what to ask the organiser.

Auto-join is decided for this meeting, then for the recurring series, then by your account default, and the most specific setting wins. If a client wants the bot out of their steering committee but in the standups, that is one switch on the series. A failed join shows a Try again button.

3. Notes land in the engagement's workspace

The transcript is made in two passes: platform captions first, for the real speaker names, then an audio pass over the recording for the authoritative text. The summary, decisions, milestones and action items are written from it and filed under the client whose calendar the meeting came from. A meeting from one client's calendar cannot be filed under another client.

4. Ask later

Open the client and ask what was agreed with the platform team about rate limits. The answer comes from that client's meetings only, with citations to who said it and when, each linking to the moment in the recording. See ask your meetings.

What do you get after a standup or a design review?

Artefact	What is in it
Summary	What the meeting was about and where it landed. If the recording could not be read reliably, it says so rather than inventing one
Decisions	Each decision that was actually stated: the queue stays in-house, the old endpoint is retired in the next release
Discussion	The conversation grouped by topic, not by minute
Milestones	Code freezes, go-live dates and reviews, with the dates that were said
Action items	Owner as heard and a due date kept verbatim and resolved to a date. An owner who was not in the meeting gets a "Not an attendee" chip
Transcript	Real speaker names from the captions; a line that cannot be attributed reads "Unknown"
Minutes	Copy for email on every plan; a formal PDF in the client's own template on paid plans (pricing)
Recording	Plays inside the app through short-lived, meeting-bound links; it can be deleted on its own while the transcript and notes stay

Action items can be ticked done, edited or deleted on the meeting page, and the action items page lists them across every client, each row labelled with its client.

Should you ask the client before connecting their account?

Yes, before anything else. The account is theirs, their administrator decides what may connect to it, and their security policy or your contract may say something about recording meetings. Rules differ by country and by contract, so check yours; AI notetakers and client NDAs lists the clauses to read.

A message to the client's IT contact or your line manager that answers the usual questions:

I'd like to use an AI notetaker on our project calls. It reads the calendar of the account you gave me, read-only, and joins Meet and Teams calls as a participant everyone can see, called "TrackHeros Notetaker". The notes are kept in a workspace for this engagement only, and I delete it when the contract ends. I'm happy to leave it out of any meeting you would rather it did not attend.

Then tell the people in the calls. The guide to telling clients you use an AI notetaker has wording for invitations and the first minute of a call. What we promise about the data itself is in the privacy section of the homepage.

How are engagements kept apart?

Each client is a workspace, and every query the app runs is scoped to one workspace before it runs; an unscoped query is an error, not a leak. Postgres row-level security sits behind that as a second layer. Each connected account belongs to exactly one client, enforced in the database, so the bank's calendar can only ever feed the bank's workspace. The assistant answers from one client at a time. The client isolation page explains the mechanism.

The global view is the exception, and it is read-only: a dashboard, a combined calendar, action items and search across clients, with every row labelled by its client, and nothing editable from there apart from ticking an action item done.

Where do the agency's calls go?

Not under the end client. Calls with the agency about rates, extensions and the next role usually arrive on your own calendar. Connect that calendar under Your own calendar in Settings: its meetings arrive in a private "No client" space, only you can see them, and no bot joins one unless you file it. Either leave those calls unrecorded, or create a workspace for the agency and file them there, with the choice remembered for a recurring call. Your personal calendar next to client calendars covers the rest.

Can one account cover every client calendar, Google or Microsoft?

Yes. One TrackHeros sign-up holds every account the job hands you: the Microsoft 365 account from one client, the Google Workspace account from another, and your own calendar, as many of each as you hold. Each one belongs to exactly one client. Every account's main calendar appears in one read-only calendar view, each meeting labelled and coloured by its client, which is the only place two engagements' weeks are visible side by side.

Only each account's main calendar is read. If a client puts project meetings on a shared team calendar, ask to be invited directly. If the same meeting sits on two calendars of the same client, it is recognised and gets one bot; a call on two different clients' calendars gets one notetaker, and the other client's copy is marked Already covered, with no recording of its own. When two engagements' calls clash, the notetaker can attend the one you cannot, because it does not need you in the call. Tell the organiser it is coming on its own.

How do you write the handover before you leave?

From the client's workspace, not from memory. A handover note needs the decisions, the open actions and the dates that moved, and those are the things every summary has already recorded.

Ask the client's assistant for every decision about the deployment pipeline since the spring, or the milestones that changed in the last quarter, and each answer cites the meeting it came from. On the action items page, filter to Open and "Assigned to me" to see what you still owe that client. Assistant answers export as Markdown, PDF or email-ready HTML, so a cited answer can go straight into the handover document.

The notes do not disappear when the client switches your account off. They stay in that client's workspace in TrackHeros, so the handover can be finished on your last day without racing the account's shutdown.

What happens when the contract ends?

You disconnect, finish the handover, and delete. A short order of work:

1. Agree what you keep with the client: usually the contract, invoices and the handover, not their meetings.
2. Switch auto-join off for meetings scheduled after your last day. Disconnecting does not cancel bots already scheduled from that calendar.
3. Disconnect the account on the client's page. For a Microsoft account, also remove TrackHeros from the account's app permissions yourself; Microsoft gives apps no way to do it for you, and the app says so.
4. Delete the client when the agreed period has passed. "Delete this client" erases every meeting, transcript, summary and recording for that client, from the database, from storage and from the meeting-bot service; other clients are untouched. You type the client's name to confirm. It is removed from live systems at once and from backups within 30 days.

If a client wants the recordings gone sooner but the handover still needs the notes, a single meeting's recording can be deleted on its own from Recording storage in Settings; the transcript, summary, action items and minutes stay. The full routine is in the client offboarding checklist.

Which languages does it handle?

Meetings in English, in another language, or in another language mixed with English, with nothing to set. Close to 100 spoken languages are recognised, and each meeting's language is worked out from the meeting itself. A standup that moves between Hindi and English mid-sentence goes through the audio pass, and the transcript is rendered into English line by line. The notes are written in English or in one of eight other languages set per client, so a client in Munich can have its minutes in German, with German headings and dates; the pricing page says which plans include the choice. Every language is on the languages page, and German has a page of its own.

What does it not do yet?

The item below is the one IT contractors ask about first, and it does not exist today.