Meetings

A great deal of what governs a construction job is decided in meetings — the weekly lookahead, the client catch-up, the subcontractor coordination call. Alloovium captures the meeting, transcribes it, and reads it the way a project manager would: pulling out the actions, the decisions, and the things that need to become work.

Nothing is dispatched automatically. Alloovium prepares a reviewable list, and you decide what becomes a task, a variation or a recorded decision. Items you approve then flow into your day on Today.

There are a few ways to get a meeting into Alloovium, depending on how the meeting happens. In every case the result is the same: a meeting record that will carry the transcript, summary and extracted items.

1. 1

   Upload a recording

   Upload a pre-recorded audio or video file. Alloovium extracts the audio where needed and transcribes it.

2. 2

   Send a notetaker to a call

   Where the Recall.ai notetaker is configured, Alloovium can send a bot to a Zoom, Teams or Meet link to record the call.

3. 3

   Join from your calendar

   Where calendar auto-join is configured, you can connect a Google or Microsoft calendar and have the notetaker attend selected events.

Attendees are recorded against the meeting, and recurring meetings can be linked as a series so Alloovium can note what has changed since the previous session.

Once a meeting is captured, transcription runs automatically. Alloovium produces a full transcript, then cleans up the kind of errors speech recognition makes with construction terminology so the text reads correctly.

From the transcript, Alloovium writes a concise project-manager summary — grounded in what was actually said, not invented — and identifies the attendees. The transcript, the summary and the recording (where one exists) are all available on the meeting.

A meeting moves through a sequence of states as it is captured and processed.

Alloovium does not stop at a summary. It reads the transcript for the things a project manager would act on and files each one as an extracted item, tagged by kind, with a verbatim quote from the transcript so you can see exactly where it came from.

Each extracted item can carry a suggested assignee named in the discussion and a best-guess project, so you can triage the list quickly. A variation surfaced here connects to the same drafting flow described in Variations.

Extracted items sit in a review queue on the meeting until you decide what to do with them. Nothing is routed on until you approve it.

1. 1

   Review

   Open the meeting and read each extracted item alongside the quote it came from.

2. 2

   Adjust or dismiss

   Correct the kind or assignee where needed, or dismiss an item that is not actionable.

3. 3

   Confirm the project

   For items that belong to a job — actions, team tasks, variations and programme updates — confirm which project they apply to.

4. 4

   Dispatch

   Approve the items you want to keep. Alloovium routes each one to its destination.

Dispatched items land where they belong. Actions become your own tasks and appear on Today; team tasks are assigned; variations open as drafts; decisions, risks and lessons are recorded at the workspace level. Because decisions, risks and lessons are workspace-wide, they do not require a project to be chosen.

Meetings capabilities depend on how your workspace is configured. Automatic transcription and summarisation run whenever a meeting has a recording. The notetaker for live calls requires the Recall.ai integration to be configured, and calendar auto-join requires a connected Google or Microsoft calendar.

Whatever the capture method, the review-before-dispatch step is the same, so items only enter your workflow once you have confirmed them.