What is the EXXY® meeting assistant?
The EXXY® AI Studio meeting assistant is an AI agent that joins your video calls (Microsoft Teams, Google Meet, Zoom) as a participant, captures audio with speaker diarization, and produces structured outputs the moment the meeting ends: searchable transcript, decision log, action items with owners and due dates, and follow-up email drafts.
It is designed to replace the manual minute-taking step that nobody on a project team enjoys, while keeping a human owner of every action item and decision.
What it captures
Diarized transcript
Every utterance is attributed to a named speaker. Diarization is jointly trained with speaker recognition so attribution stays correct across the full session.
Decisions and action items
The agent identifies declarative decisions ("we will switch to fire-rated glazing on the east facade") and assigns them as decisions, not actions. Imperative statements ("Sara, please confirm the spec by Friday") become action items with owner = Sara, due = Friday.
Open questions
Statements ending in unresolved uncertainty become a separate "open questions" list, ready for the next meeting agenda.
Topic segmentation
The transcript is auto-segmented into topics with timestamps so you can jump straight to the relevant 4-minute span instead of skimming an hour-long recording.
Outputs you can use immediately
- Minutes document in DOCX/PDF, ready to share.
- Action items synced to your project tracker.
- Follow-up email drafts addressed to attendees, with the right paragraph for each role.
- Searchable transcript archived against the project.
- Hand-off into a presentation deck or project documentation.
How it works
- Bot join: The meeting assistant is invited as a calendar participant. It joins via the platform's official bot SDK (no screen-scraping).
- Audio capture: Streamed to the diarization service in real time. Audio is encrypted in transit and at rest.
- Transcription: A specialised speech-to-text model (gpt-4o-transcribe-diarize on Azure) returns time-coded, speaker-labeled text.
- Reasoning pass: A reasoning model extracts decisions, actions, and open questions, grounded by the transcript only — never by external knowledge.
- Human approval: A meeting owner reviews the minutes before they are shared. Edits are tracked.
- Archive: Transcript and minutes are stored against the project with the same audit pattern as our HITL documentation flow.
Privacy and consent
- All attendees see the bot in the participant list.
- An optional spoken disclosure plays at the start ("This meeting is being recorded and transcribed by EXXY AI for minutes.").
- Recordings are retained per the project's policy (configurable from 24 hours to multi-year).
- Recordings are never used to train external models.
Where it fits
- Project status meetings: Auto-minute the weekly stand-up; action items push into the tracker.
- Design reviews: Decisions are captured next to the BIM analysis findings discussed.
- Client workshops: A facilitator gets a structured summary, attendees get a clean follow-up email.
- Interview / discovery calls: Themes and quotes are extracted for product discovery.
FAQ
Which meeting platforms are supported?
Microsoft Teams, Google Meet, and Zoom via their official bot SDKs. We do not screen-scrape or operate as a hidden recorder.
Does the bot need to be invited every time?
You can either invite it per meeting or connect a calendar so it auto-joins meetings tagged with a keyword (e.g., [record]).
How accurate is the transcript?
Word error rate is typically under 6% on clear English audio with native speakers, and under 10% on accented English. Vietnamese transcripts run at similar accuracy. Diarization accuracy is ≥ 92% with 3–6 speakers.
Can it run in Vietnamese / bilingual meetings?
Yes. The transcription pipeline auto-detects language and produces the transcript in the spoken language. Minutes can be generated in either Vietnamese or English regardless.
What about confidential meetings?
Recording can be disabled per meeting. When enabled, audio is encrypted, the retention period is enforced, and recordings are excluded from any model-training corpus.
Try it on your next call
Invite the meeting assistant from EXXY® AI Studio, or read about how this output flows into structured documentation and specifications.