How to Automate Client Meeting Notes with AI in LaunchBay

Introduction

If you manage client projects, you know the pain: a productive meeting ends… and then comes the scramble. Capturing action items, assigning tasks, and keeping clients in the loop can eat up hours every week.

That’s why we built AI Meetings in LaunchBay — a smarter way to transform your meeting transcripts into clear notes and actionable tasks. Whether you use Otter, Fathom, Fireflies, or another note-taking app, LaunchBay makes it effortless to keep projects moving forward.

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How AI Meetings Work

At its core, AI Meetings takes any meeting transcript and automatically:

• Summarizes the discussion into easy-to-read sections.
• Extracts action items and suggests tasks.
• Assigns the right team members or clients.
• Syncs directly into your LaunchBay projects.

This means no more scrambling after calls, no more missed tasks, and total visibility for your clients.

Manual Setup: From Transcript to Tasks

Getting started is as easy as copy and paste:

1. Copy your meeting transcript from Fathom, Otter, Fireflies, or any other AI notetaker you use.
2. Open your LaunchBay project. From the top navigation menu, select “Notes & Meetings,” then click “Add Meeting.”
3. Paste the transcript you copied in step 1 into the new meeting.
4. Toggle on “Summarize with AI” and save your meeting.

Once processed, LaunchBay will automatically clean and organize your meeting notes into clear sections. From there, it will instantly generate smart task suggestions based on the conversation — each with a “Create Task” button. Click it to open the task composer and assign the new task in one step.

Full Automation with Zapier

Want to skip the manual step? With Zapier, you can fully automate the workflow. Whenever your note-taking app generates a new transcript, it’s instantly added to the correct LaunchBay project — with summaries and task suggestions ready to go.

This works with:

• Fathom
• Otter
• Fireflies
• And other AI note-taker tools

Benefits of AI Meetings

• Save Time: No more manual task entry after every call.
• Stay Organized: Every action item gets captured.
• Improve Collaboration: Clients see tasks and progress in real time.
• Scalable: Works for solo consultants, agencies, or large teams.

Conclusion

AI Meetings is available now inside LaunchBay. Try it free and experience how easy client collaboration can be.

👉 Start your free trial today

And if you want to supercharge your workflows, check out our free AI SOP Builder: https://launchbay.com/free-ai-sop-template-builder