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Overview

Meeting Minutes turns a spoken meeting into structured, shareable notes. You record the meeting in the NextKS Voice app; NextKS transcribes it and writes the minutes for you, then delivers them by email and chat. Your minutes live in the /meetings web library, and once you publish them they become part of your organization’s knowledge base — discoverable by teammates and AI agents.

Record once

Tap Transcribe in the Voice app, hold your meeting, and upload. Transcription happens as you go.

Minutes written for you

NextKS summarizes the transcript into structured minutes — topics, decisions, action items, and more — automatically.

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Recording a meeting

Meetings are recorded from the NextKS Voice Android app (see the NextKS Voice guide to install it).
  1. Open the Voice app and tap the Transcribe button on the home screen.
  2. Confirm the recording notice — NextKS plays and shows a consent prompt: “This meeting is being recorded and transcribed. Please inform all participants now if they have not already been informed.”
  3. Hold your meeting. Audio is transcribed in near-real-time, in chunks, as you talk. If your connection drops, chunks are queued on the device and retried automatically.
  4. Tap Stop when the meeting ends, then Upload to send the session for processing.
You are responsible for informing participants that the meeting is being recorded and transcribed. Confirm consent before you start, in line with the laws and policies that apply to you.

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Your meeting minutes

When you upload a recording, NextKS automatically summarizes the transcript into minutes — you don’t have to write anything. The minutes are generated in the meeting’s own language. Automatic minutes use the Standard level of detail and the Business / team meeting structure:
  • Title — inferred from the conversation
  • Duration
  • Participants — names as mentioned in the meeting (you can edit the list afterwards)
  • Purpose — a one- or two-sentence summary of why you met
  • Key discussion topics
  • Decisions made
  • Open questions
  • Action items — a table of task, owner, and deadline
  • Next steps
Both the transcript and the generated minutes are saved to your meetings library, where you can review and edit them.

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Re-create minutes with options

As the meeting’s owner, open the meeting in the web app and press Re-create (✨). Choose how the new minutes should look:
  • Level of detail — High-level summary (one or two paragraphs with the gist of the meeting, plus the action items, whatever the meeting type), Standard, or Detailed (every topic in depth, with the figures, examples and reasons that were mentioned).
  • Type of meeting — at Standard and Detailed, each type has its own structure (at High-level, the type only changes what the summary focuses on):
    • Business / team meeting — the structure above.
    • Webinar / lecture / training — Presenters and participants, Topic and goal, Key concepts, Main takeaways, Questions and answers, Resources mentioned, Follow-ups.
    • Brainstorm / workshop — Participants, Goal, Ideas generated (grouped by theme), Favoured options, Decisions made, Open questions, Action items.
  • Additional instructions (optional, up to 500 characters) — what to focus on, words the transcription misheard (for example “Akmí is ACME”), or who else attended.
The new minutes replace the current ones, including any edits you made. While they are being written, the minutes area shows “New meeting minutes are being generated…”; this usually takes under a minute. The options are not remembered: every Re-create starts from Standard and Business / team meeting.

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Where your minutes are delivered

As soon as a recording is processed, NextKS sends you two things:
  • An email (subject line “Meeting Minutes — your meeting”) with a short summary: the link to the meeting in NextKS, the minutes’ title and their opening paragraph (the purpose of the meeting). It is not the full minutes.
  • A direct message from the NextKS bot in Slack or Teams, with the same link.
The link opens the meeting in the web app, with the full minutes and the transcript side by side.
Anyone in your organization who has the link can open the full meeting, including the transcript. The link does not work for anyone outside your organization. Think twice before forwarding the email.

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Sharing the minutes by email

Review the minutes in NextKS first, and edit them if anything needs fixing. Then press Copy minutes (the clipboard icon above the minutes) and paste them into your email or document. The formatting (headings, lists, tables) is kept; plain-text editors get the Markdown version.

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The meetings library

Everything you record lives at /meetings in the NextKS web app.

Your meetings list

See your own meetings, newest first, each with its date and a preview of the minutes. The list shows only meetings you recorded.

Meeting detail

Open a meeting to read the full transcript and minutes together. As the owner you can edit and save the minutes, and publish or unpublish them.

Search and filter

Find past meetings by date range or by searching the text of the minutes.

Add manually

Create a meeting by hand at /meetings/new — paste an external transcript or pre-written minutes to keep everything in one place.
You can also select several meetings at once to publish, unpublish, or delete them in bulk.

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Sharing minutes with your team

By default your minutes are private to you. Publishing a meeting makes its minutes discoverable to the rest of your organization through knowledge-base search — so a teammate (or an AI agent) asking about the topic can find them. They appear in search results, not in other people’s meeting lists.
  • Publish — save your minutes first, then publish; the minutes become searchable across your organization.
  • Unpublish — makes the minutes private again and removes them from search.
Once published, minutes are reachable through the knowledge-base search available to AI agents via the NextKS MCP (gateway_search_kb) and to the NextKS bot.

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Meeting tools for AI agents

AI agents connected through the NextKS MCP can work with your meetings using four tools. They are owner-scoped — an agent only ever sees your own meetings.
To discover meetings published by others in your organization, use knowledge-base search (gateway_search_kb) rather than these tools — search_meetings and get_meeting_minutes only return your own meetings.