Solution

AI meeting notes for in-person meetings

Roundtable turns in-person meetings into clear notes using the phones and laptops already in the room.

There is no meeting bot to invite and no separate recording device to set up. Participants join from their own devices, Roundtable captures the conversation across the room, and the meeting is turned into a structured record of what was discussed, decided and assigned.

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Most AI meeting tools were built for video calls

AI meeting notes work relatively well when everyone joins through Zoom, Microsoft Teams or Google Meet. Each participant already has a microphone, and the meeting platform knows which account is speaking.

An in-person meeting is different.

People sit at different distances from the microphone. Some speak quietly. Others talk over one another. A laptop at one end of the table may capture the person beside it clearly while missing someone at the other end of the room.

Putting one phone in the middle of the table can record the meeting, but it does not necessarily produce a useful record of the conversation.

Roundtable is designed specifically for meetings that take place in a physical room.

Use the devices already in the room

Instead of relying on one shared microphone, Roundtable uses the phones and laptops participants already have with them.

Each device captures the room from a slightly different position. Roundtable combines those recordings to create a clearer transcript and distinguish between speakers.

Once the meeting ends, Roundtable turns the conversation into structured notes, including:

  • the main topics discussed;
  • decisions made during the meeting;
  • actions that need to happen next;
  • the person responsible for each action;
  • questions or issues that remain unresolved.

The result is a shared meeting record without requiring one person to spend the discussion taking notes.

How Roundtable works

01

Open the meeting

The meeting organiser creates a Roundtable session and shares the joining link with the people in the room.

02

Join from the room

Participants open the link on their phone or laptop. There is no separate conference-room device to install and no bot waiting to be admitted to a video call.

03

Record the discussion

Roundtable captures the conversation through the devices distributed around the room.

Each device hears the meeting from a different position, helping Roundtable capture speakers who may be too far away from a single central microphone.

04

Review the meeting record

After the meeting, Roundtable produces a transcript and structured summary. Participants can review what was discussed, what was decided and what they are expected to do next.

Learn more about how Roundtable transcribes an in-person meeting and how speaker attribution works in a physical room.

What the output looks like

The meeting record is designed to make the outcome of the discussion easy to understand and act on.

Sample meeting summary

Staffing and timetable review

The team reviewed staffing requirements for the next term, timetable constraints and several upcoming school events.

Decisions

  • The revised duty roster will be trialled for four weeks.
  • The parent information evening will be moved to Thursday.
  • Faculty leaders will submit their staffing requirements before the next leadership meeting.

Actions

  • Sarah: Circulate the revised duty roster by Monday.
  • James: Confirm hall availability for the parent information evening.
  • Priya: Consolidate faculty staffing requests before Friday.
  • Michael: Add the timetable issue to the next leadership agenda.

Open questions

  • Whether additional relief-teacher funding will be available.
  • Whether the proposed timetable change affects specialist classes.
  • Who will communicate the event-date change to parents.

This is an illustrative example rather than the output of a customer meeting.

Meeting notes for schools

Important decisions in schools are made across leadership meetings, staff meetings, faculty discussions, planning days and informal working sessions.

The written record is often incomplete because the person responsible for taking minutes is also expected to contribute to the discussion.

Roundtable can help schools create a clearer record of:

  • leadership-team decisions;
  • staff responsibilities and deadlines;
  • policy and curriculum discussions;
  • planning-day outcomes;
  • issues that need to be carried into future meetings.

This makes it easier to preserve institutional knowledge when responsibilities change or staff members leave.

Meeting notes for professional services firms

Client meetings and internal reviews often contain important context that does not make it into the final email or project-management system.

Roundtable helps professional services teams retain a more complete record of:

  • client requirements and concerns;
  • commitments made during a meeting;
  • project decisions and changes in direction;
  • internal review discussions;
  • agreed actions, owners and deadlines.

The meeting record can then be reviewed while the conversation is still fresh, rather than reconstructed later from memory and handwritten notes.

A searchable record of how decisions were made

Traditional meeting minutes usually preserve the final decision but lose the discussion that led to it.

Roundtable gives teams a record they can return to when they need to understand:

  • why a decision was made;
  • which options were considered;
  • who agreed to complete an action;
  • whether an issue has been discussed previously;
  • what changed between one meeting and the next.

Over time, meetings become part of the organisation’s usable knowledge rather than conversations that disappear as soon as everyone leaves the room.

Frequently asked questions

Do participants need to install anything?

Roundtable is designed to work through the phones and laptops already in the room. Participants join through a shared link rather than installing dedicated conference-room hardware.

Does everyone in the room need to join?

Roundtable works best when devices are distributed near the people speaking. Not every participant necessarily needs a separate device, but coverage across the room helps capture the discussion more clearly.

What if someone does not want to be recorded?

Participants should be told that the meeting will be recorded before recording begins. The organiser can decide not to start the recording, pause it or exclude parts of the meeting where recording is not appropriate.

Organisations can also incorporate Roundtable into their existing meeting-consent and information-handling policies.

Can Roundtable identify who said what?

Roundtable uses the audio captured across the devices in the room to distinguish between speakers and attribute contributions within the transcript.

The quality of speaker attribution can be affected by room size, background noise, overlapping speech and whether there is a device positioned near each speaker.

Does Roundtable work for hybrid meetings?

Roundtable is designed for conversations involving people gathered in a physical room. Its distributed capture approach can also support hybrid situations where several participants share one room while others join remotely.

Related solutions

See whether Roundtable fits your meetings

Roundtable is working with a small number of organisations to test how distributed meeting capture performs in real staff, leadership and client meetings.

If your organisation holds important meetings in person and wants a more reliable record of its decisions and actions, you can request access to the pilot.

Request pilot access