# From conversation to a knowledge base. ## The HUB.KI Meetings app captures what is said in meetings and makes it something your company can query. - On site - Online - Hybrid - File uploads - Usable in HUB.KI right away ## Fleeting knowledge stays in the company What gets discussed in meetings is written down nowhere else: why a decision was made, what was agreed, who is taking care of what. The Meetings app captures it and files it in the knowledge base – searchable, even after someone leaves. - **Live transcription in real time** The transcript is written while you talk. On site, online or hybrid. - **Automatic speaker recognition** Contributions are matched to the speakers. The minutes show who said what. - **Minutes from your own template** Decisions, open points, tasks: HUB.KI fills in the sections your team defines. - **A knowledge base to search and question** Transcripts and minutes stay searchable, and you can ask them questions. - **GDPR-compliant processing** Hosted exclusively in the EEA. ## Minutes from your own template Every team takes minutes differently. A project team needs decisions and open questions, sales needs requirements and next steps. In the Meetings app you create your own templates with exactly the sections your team needs, and HUB.KI fills them in from the conversation. In the app, you’ll find the minutes under “Summary”. Step 1 ### The template Weekly project meeting – set up once, reused for every meeting: - **Participants** - **Decisions:** what was decided, and why - **Open questions:** what is still unresolved, and who resolves it - **Tasks:** who, what, by when - **Next meeting** Step 2 ### The finished minutes #### Participants Anna Berger (project lead), Murat Yilmaz (IT), Lena Hoffmann (sales) #### Decisions - The customer portal launch moves to 16 November. Reason: the ERP integration has not been signed off yet. - Sign-in uses the existing company account instead of separate credentials. #### Open questions - Who maintains the content after launch? Anna Berger to settle with management. #### Tasks - Murat Yilmaz: acceptance test of the ERP integration, by 23 October - Lena Hoffmann: brief the pilot customers, by 30 October #### Next meeting 30 October, 10:00 ## A knowledge base you can ask Transcripts and minutes go into the hub’s knowledge base. There they are searchable as text, and you can ask them questions instead of working through recordings and folders. The knowledge stays available even when the person who was in the room has left. “Why did we decide against the second supplier?” Knowledge base · two minutes Example The decision was made in the project jour fixe on 12 March 2026. Three points tipped the balance: - **Delivery time:** The second supplier could deliver from week 22 at the earliest; the drives were needed from week 16. - **Service:** No maintenance with a 4-hour response time in northern Germany, only partner firms with 24 hours. - **Price:** 6% cheaper on paper, but without installation. Including installation it was about 4% above the chosen offer. The decision was recorded by Jana Petersen (purchasing) and confirmed by Markus Lindemann (project lead). Sources: minutes, drives jour fixe, 12 March 2026 · supplier meeting, 5 March 2026 Shall I show you the passage in the transcript from 12 March? “What did we agree with the customer on delivery time?” Knowledge base · transcript Example In the first meeting with Muster Logistik on 6 October 2026, the following was agreed on delivery time: - The first 38 drives for Bremen and Hamburg arrive 4 weeks after order confirmation. - Installation from February 2027, at night or at weekends, about 3 hours per door. - A binding date follows only after the site visit on 14 October 2026. Still open Whether Muster Logistik will ask for a penalty for delays. Katrin Albers was going to check with purchasing. Source: transcript, first meeting with Muster Logistik, 6 October 2026 Shall I put the commitments together for the quote? “Which tasks were handed out in the last project meeting?” Knowledge base · minutes Example Five tasks were assigned in the project jour fixe on 7 October 2026: | Task | Who | Due | | --- | --- | --- | | Finish the quote for Bremen and Hamburg | Thomas Brandt | 16 Oct | | Schedule a technician for the site visit | Daniel Hoff | 10 Oct | | Price a maintenance contract with a 4-hour response time | Jana Petersen | 14 Oct | | Collect references from logistics customers | Lea Schuster | 13 Oct | | Prepare the documents for the investment committee | Thomas Brandt | 24 Oct | Source: minutes, project jour fixe, 7 October 2026 Shall I save the list for the next meeting? ## From conversation to the next step ### Summaries & outcomes Automatic summaries, key points and clear outcomes instead of a wall of notes ### Tasks & action items Tasks are pulled out of the conversation and collected, instead of getting lost in someone’s notes. ### Workflows Transcript and minutes go straight into workflows in the hub as input. Follow-up starts without anyone copying anything across. ### Export Minutes and tasks can be exported and used wherever your team already works. ## See the Meetings app in the hub: The Meetings app is not a standalone tool. It is the entry point that turns conversations directly into workflows, tasks and decisions.