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Meeting notes that write themselves.
Live transcription with speaker diarization. Automatic structured summaries, action items pulled, decisions logged. Voice memos converted to clinical notes for care professionals. Built on AssemblyAI for accuracy that matches a human transcriber.
Meeting recordings are useless if no one ever opens them. GearHead's Meeting Notes are different, they turn every meeting or session into structured, searchable, memory-aware notes automatically. Speaker-diarized transcripts. Decision log. Action items routed to the right person. Voice memos from after a meeting become clinical notes structured to your documentation pattern. All of it linked into your business memory, so what was decided last quarter surfaces when it's relevant.
What it does for you
What gets produced after every meeting.
Speaker diarization
AssemblyAI identifies and labels each speaker in the transcript. "Sarah said X. Mark replied Y." Across long meetings with multiple participants, you can read it like a script.
Action items routed automatically
When someone says "I'll handle X" or "We need to send Y by Friday," GearHead pulls it as an action item, assigns the right person, sets a due date, and pushes it to your task system.
Structured summaries
Not just "here's a transcript", a real summary: what was discussed, what was decided, what's pending. Configurable per meeting type, client call vs internal vs clinical session each gets a different structure.
Clinical notes from voice memos
After a session, speak a 2-minute voice memo. GearHead converts it into structured clinical notes following your documentation pattern, SOAP, DAP, BIRP, or your custom template. Visible only in your private memory scope.
Linked to your business memory
Meeting notes feed into your entity graph. Client name mentioned? Linked to that client. Project decision? Linked to the project. Months later, "what did we decide about Henderson's budget?" surfaces the actual moment.
Permission-scoped
Clinical notes private to clinician. Client meeting summaries visible to the team. Internal strategy meetings to leadership only. Three permission scopes enforced everywhere.
From setup to running in minutes
Start the recording
Mobile app, desktop app, Zoom integration, or just dial into a GearHead phone number. Works in person, virtual, or hybrid.
Let it transcribe
Live transcription as the meeting happens. Speaker labels assigned automatically. Captured into your private memory scope by default.
Review the summary
Within minutes of meeting end, you get a structured summary, action items routed, decisions logged. Edit anything that needs your eyes.
Memory stitches it in
GearHead links the meeting into your business memory automatically. Months later, mentions of this meeting will surface when relevant.
Who's using Meeting Notes
Session note in 2 minutes
Therapist speaks a voice memo right after a session. GearHead structures it into a SOAP note using the clinician's template. Visible only in the clinician's private memory. Note goes from "still need to write that up" to "done" in under 3 minutes.
Client meeting → action plan
After a strategy session with a client, GearHead has the summary, action items routed to consultants by name and date, and a draft follow-up email ready to send.
Intake meeting captured
Client intake meeting captured with full speaker diarization. Becomes the foundation of the matter file. Future associates picking up the matter see exactly what was discussed.
Weekly leadership offsite
Three-hour leadership meeting captured. Each topic gets its own summary section. Decisions logged. Action items routed to owners. Quarter-over-quarter, you can search what was decided about any topic.
Stop taking notes. Be in the meeting.
Book a walkthrough, we'll show Meeting Notes processing a sample call live, including the structured summary and action items.