Architecture, engineering, and construction teams lose countless hours to fragmented communication. Meeting notes get buried in email threads. Action items slip through the cracks. Critical decisions lack proper documentation. EXXY AI Meeting Assistant — part of EXXY AI Studio by Unimelabs — eliminates this friction. It joins your calls, captures every conversation, extracts decisions, and routes tasks directly into your project workflow. Licensed professionals stay in full control while AI handles the heavy administrative lift.
What is EXXY AI Meeting Assistant?
EXXY AI Meeting Assistant is the AI agent inside EXXY AI Studio by Unimelabs that joins your video conferences (Microsoft Teams, Google Meet, Zoom), records 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. Construction projects involve dozens of stakeholders across multiple disciplines — every coordination call, design review, and compliance check generates critical information that traditionally requires dedicated note-takers. The assistant processes speech through industry-optimized acoustic models that filter background noise, separate overlapping speakers, and maintain timestamp accuracy.
What does the meeting assistant capture?
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. Transcripts appear instantly in the collaboration workspace, where project leads can skim, search, and verify content before distribution.
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. Each extracted item displays its exact transcript quote, timestamp, and confidence score.
Open questions
Statements ending in unresolved uncertainty become a separate "open questions" list, ready for the next meeting agenda. Users can adjust assignments, merge duplicate tasks, or add clarifying notes.
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.
How does it extract accurate action items?
The assistant uses advanced natural language processing to separate casual discussion from binding commitments. It tags responsibilities, deadlines, and reference documents, then presents a clean review panel where project managers approve, edit, or reject each item before finalizing. This structured approach guarantees that only verified directives enter the project record.
Traditional AI summarization often conflates suggestions with directives. EXXY's pipeline solves this by applying decision-scoring algorithms trained on AECO communication patterns. When a contractor says, "We'll submit the revised shop drawings by Friday," the system flags it as a deadline-bound action item. When an architect says, "Maybe we should consider a wider corridor," it logs it as a discussion point requiring further review. The human-in-the-loop validation step ensures that AI suggestions never bypass professional judgment. Once approved, tasks route automatically to the relevant discipline lead with calendar reminders and document attachments.
Can the assistant handle technical AECO terminology?
Yes. The model trains extensively on construction, engineering, and architectural vocabularies, including acronyms like IFC, MEP, FLS, and NFPA. It maintains contextual awareness across disciplines and correctly maps technical references to specific project components or regulatory standards.
AECO conversations contain dense technical shorthand that generic transcription tools routinely garble. The assistant integrates domain-specific glossaries, project-specific specifications, and embedded code libraries to maintain semantic accuracy. When a structural engineer references "shear wall tie-backs per ACI 318," the system preserves the exact terminology and links it to the relevant structural module. If a fire safety consultant cites "NFPA 101 Section 7.4.1.2," the assistant attaches the clause reference to the transcript segment. Teams receive minutes that read like professional engineering documentation rather than generic corporate summaries.
How does it integrate with existing project workflows?
Meeting outputs sync directly to EXXY's Collaboration Panel, BIM task queues, and document intelligence modules. Action items become trackable work orders, decisions attach to model reviews, and unresolved questions trigger automated follow-ups with relevant stakeholders. This seamless handoff removes redundant data entry and keeps every team member aligned.
The assistant functions as an orchestration node within EXXY's broader workflow engine. When a meeting concludes, the system parses approved items and routes them to the appropriate feature panel. A clash detection finding discussed during a coordination call automatically generates a BIM review task with 3D snapshot references. Integration points support external calendar systems, task management platforms, and enterprise identity providers through secure OAuth2 and WebAuthn protocols.
Does it support multilingual and hybrid teams?
Absolutely. The system transcribes and translates conversations in over forty languages while preserving technical accuracy across regions. Teams receive bilingual minutes with primary text and italicized secondary translations, ensuring global projects stay aligned without communication gaps or lost context.
International AECO projects routinely span multiple time zones, regulatory environments, and language groups. The assistant processes multilingual audio streams simultaneously, applying speaker-specific language detection and context-aware translation models. Technical terms remain untranslated when no industry-standard equivalent exists, while conversational segments receive accurate localized rendering.
How does human-in-the-loop validation protect project integrity?
Every AI-generated summary, action item, or decision passes through a mandatory review stage. Project managers verify accuracy, add context, reject ambiguous outputs, and sign off before distribution. This guarantees accountability and meets legal documentation standards required for licensed professionals.
AI can draft content quickly, but liability-sensitive deliverables require human oversight. EXXY enforces a strict approval workflow where no output leaves the system without explicit user validation. Reviewers see confidence indicators, source timestamps, and alternative phrasing suggestions for flagged segments. Every modification generates an immutable audit trail containing user credentials, approval status, and revision history. The system never auto-distributes minutes — it only exports finalized documents after licensed professionals confirm accuracy.
What export and reporting formats are available?
Users can export finalized minutes as PDF, DOCX, or XLSX, complete with speaker attributions, timestamped citations, and linked project references. Reports include audit trails, approval logs, and integration-ready metadata for downstream compliance checks and client deliverables.
The export engine uses QuestPDF for structured document generation and DocumentFormat.OpenXml for editable office formats. Users select from pre-configured templates that match firm branding, client requirements, or jurisdictional standards. PDF exports preserve layout integrity and embed clickable table of contents. DOCX outputs allow post-export editing while retaining tracked changes and comment threads. XLSX exports structure action items into sortable tables with deadline tracking, responsibility assignment, and status columns. All formats include cryptographic hashes that verify document authenticity.
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.
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.
- All audio streams encrypt in transit and at rest. Transcripts store in isolated project containers with role-based access controls.
Frequently Asked Questions
What is EXXY AI Meeting Assistant?
EXXY AI Meeting Assistant is the AI-powered meeting bot inside EXXY AI Studio by Unimelabs. It joins your video calls on Microsoft Teams, Google Meet, and Zoom, records and transcribes audio with speaker diarization, extracts decisions and action items, and produces structured meeting minutes — all subject to human-in-the-loop review before distribution.
Which meeting platforms are supported?
Microsoft Teams, Google Meet, and Zoom via their official bot SDKs. EXXY does 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 in noisy construction sites?
The system uses adaptive noise suppression and speaker diarization optimized for field conditions. Background machinery, overlapping voices, and poor acoustics reduce clarity, but the model maintains 94%+ accuracy for clear speech segments and flags low-confidence regions for manual review. Word error rate is typically under 6% on clear English audio with native speakers.
Can I use it for recorded meetings instead of live calls?
Yes. Upload audio or video files directly to the workspace. The assistant processes recordings asynchronously, applies the same extraction pipeline, and returns structured minutes ready for HITL validation.
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.
Can I customize the meeting template for different disciplines?
Yes. Create discipline-specific templates that adjust action item categories, default assignees, reference fields, and export layouts. BIM coordination meetings can prioritize clash references, while budget reviews emphasize cost line items and approval thresholds.
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.
Invite the meeting assistant from EXXY® AI Studio, or read about how this output flows into structured documentation and specifications.
Comments
Comments could not be loaded.