Meeting recordings and notes
ReferralPulse can join your video meetings with partners (Zoom, Google Meet, Microsoft Teams), transcribe them, and produce an AI summary with key points and action items. The bot captures audio only, and no video is ever recorded. The point isn't to capture the meeting word-for-word, it's to extract the things you'd otherwise scribble in a notebook: what the partner does, what they're looking for, who they want to be referred to, and what to follow up on.
The transcription happens in the background. After the meeting, you walk into the Meetings page and the notes are already there.
Where to find it
Where to find it: Sidebar → Meetings. Direct URL: /dashboard/meetings. The Manage meetings link on the Calendar goes to the same place, as does the meetings card on your home page.
The page header is Meetings, with Take notes, Bring in a transcript and Schedule transcription on the right. Below them, the Meeting directory card holds a search box and three chips with live counts: Upcoming, Past Transcribed and Past Not Transcribed.
Upcoming lists every upcoming video meeting on your calendar, whether or not anyone on it is a partner yet. Past meetings show when a partner was on them, or when your assistant transcribed or prepped them. A meeting with no video link can't be joined, so it isn't listed.
Let the bot transcribe automatically
Where to find it: Sidebar → Meetings → the Upcoming tab.
With auto-transcribe on, your assistant joins these on its own:
- Meetings with a partner or a referred client.
- One-off video calls with anyone outside your company, so a first meeting with someone new isn't missed.
It skips these unless you turn them on:
- Repeating meetings where nobody is a partner, like a weekly team call.
- Meetings where everyone else is from your own company.
Each upcoming meeting has a pill in its row that says Will transcribe or Skipped, and why. Click it to change that meeting, the whole series, or everyone you meet with a person: Always transcribe meetings with or Never transcribe meetings with their name. Your choices for people are listed in Transcription rules, where you can undo them.
If a meeting was unexpectedly skipped or unexpectedly transcribed, the toggle on the row tells you what the bot decided and why. You can override the rule for that meeting without changing your defaults.
Schedule a transcription manually
Where to find it: Sidebar → Meetings → Meetings → Schedule transcription (top right).
For meetings that aren't on your calendar yet (an ad-hoc Zoom you set up by text, a meeting where the calendar invite went to the wrong account), use Schedule transcription. The dialog asks for the meeting URL, the start time, and which partner is on the call, then schedules the bot to join that link.
The bot needs the meeting URL, not the dial-in number. Pasting a Zoom link works; pasting a phone-bridge address does not.
Read the notes after the meeting
Where to find it: Sidebar → Meetings → the Past Transcribed chip. Click any row.
Click any transcribed meeting in the list to open its detail page. You get:
- AI Summary at the top: two or three sentences capturing what happened.
- Tabs below: Transcript (the full speaker-attributed transcript), Key Points (the bullet-list digest of what came up), and Action Items (the to-dos extracted from the conversation, each one a click away from becoming a task).
- Share with attendees button next to the summary. Sends the summary by email to the partners on the call. You review the draft before it goes out.
The Action Items list is where most of the value lives for a referral business. Each action item has a Create Task button that opens a short dialog (title, due date, priority, partner, referral) and creates a follow-up task linked to the meeting. Once it's made, the button switches to Task Created.
Take notes on a past meeting
Where to find it: Open any meeting detail page → Take notes button in the header (next to the status badge). The Meetings list page has a Take notes button too.
If you want to capture more context after a meeting, click Take notes to open a notes session tied to that meeting. The attendees from the original call are pre-filled, so you can jot down follow-up thoughts, add observations you didn't voice on the call, or dictate action items you remembered later. When you end the session, everything merges back into the meeting's record, so candidates, profile-update suggestions, and action items all land on the same meeting detail page.
The notes page keeps the controls you touch on every note pinned at the top: Who is this note about?, What kind of note? and the note box. Each note saves the moment you add it. Click I'm done when you finish.
Tag each note. The four tags under What kind of note? tell your assistant what to do with a note. Hover over a tag (or tab to it) to see what it does:
- Note. General context from the call. Used for the summary and your thank-you draft.
- Action. Something you need to do. Becomes a follow-up task on your list.
- Referral. A client hand-off you gave or got. Pulled out for you to confirm.
- Detail. A fact about them, like a new title or focus. Suggested as a profile update.
Read your prep while you take notes. Below the note box, the Prep tab shows the same full prep you see on the meeting page, with links to the partner's website and LinkedIn underneath. You can read it during the call without leaving your notes. When you start notes from the Meetings list instead of a meeting, the Prep tab shows the prep for today's meeting with the partners you picked. If no prep was written for the meeting, the tab shows what is on file for each partner instead.
Use Take notes right after a call ends to capture anything the transcript missed, like a sidebar conversation or a decision made in the last minute before everyone hung up.
Bring in a transcript
Where to find it: Sidebar → Meetings → Bring in a transcript (top right). On a phone it's in the header's actions menu.
Use this for a meeting your assistant didn't record, like a call recorded by Fathom, Fireflies, Otter or Zoom, or notes you typed yourself. Choose where it belongs:
- A new meeting. Paste the transcript or upload a file, give it a title and date, and pick the partners who were there.
- One I already have. Add the transcript to a meeting on your list that was never transcribed.
- Several files. Bring in up to 25 exported transcripts at once (.txt, .vtt or .srt).
With Several files, your assistant reads each file for who spoke and when it happened. The date comes from the file name or the first lines of the file. People are matched to your partners by full name, and anyone it can't match is listed so you can use Change who was there. A file without a date needs one before it can go. A file for a meeting that's already on your list is left unticked, so it isn't read twice.
Older meetings fill in your records, not your to-do list. A meeting more than 30 days old fills in partner profiles, needs and the partner's history, dated the day it happened. It doesn't draft thank-you notes or follow-up emails, add tasks, suggest introductions or send you a meeting notes email. Its action items show on the meeting as a record of what was said, and you can still make any of them a task.
Bringing in a batch of files takes a while. Your assistant reads them one at a time behind everything else, so profile updates show up in Inbox Review over the next hour or so.
Find a past meeting
Where to find it: Sidebar → Meetings → Meetings → the search box in the Meeting directory header (placeholder: "Search by title, partner, or client...").
The search filters by meeting title, partner name, or client name in the AI summary. Useful when you remember "I had that conversation about the M&A engagement" but can't remember exactly when.
By voice or in chat
Where to find it: The Ask button in the bottom right of any page (it carries your assistant's name) → ask about meetings.
What did we cover with Patricia Hoffman last week?
Show me the action items from yesterday's call with Robert Ashford.
The assistant pulls the summary, key points, or action items and reads them back. Useful when you're prepping for a follow-up call and want a one-line refresher.
Get more out of your assistant
The most consequential thing meetings produce is the data extracted from the conversation. The dominant case isn't updating an already-rich profile, it's populating blank fields on a brand-new partner's first call. A typical first conversation includes:
- What the partner does for a living and what they specialize in.
- The kinds of clients they work with (their ideal customer).
- The kinds of partners they're looking for (their desired referral partner types).
- Where they're based, who they collaborate with, what they're working on.
- Anything they say they need right now, like a lender for a new office. It lands on their How I Can Help Them tab with the people in your network who fit.
The transcript and the meeting summary feed these fields automatically when they're empty, so a five-minute first call with a new partner can leave them with a substantially fleshed-out profile in your network. From that point on, every action your assistant takes about that partner (intro drafts, dormant-partner alerts, recommendations) is grounded in real conversation rather than guesses.
If you've been adding partners by hand and skipping the optional fields, transcribing the next conversation with each one is faster than going back and filling the form. Five minutes of real chat fills more of the profile than ten minutes of typing.
On the iOS app
Where to find it: Bottom navigation → tap Meetings in the more menu, or open via the home Briefing tab's upcoming meetings list.
On iOS the meetings page is a streamlined list. Each row shows the partner, the date, the transcription status, and (for past meetings) the AI summary. Tap into a meeting to read the transcript or copy an action item to your tasks.
You can also ask the assistant by voice while you're walking out of the office:
Read me the action items from the call with Patricia.
The assistant reads them aloud and offers to create tasks for each one.
The bot doesn't need your phone in the meeting. It joins the video call as a separate participant on the server side, so you can drive, walk, or take a Zoom from a different device and the transcription still happens.