Once your meeting has been recorded and processed, this guide covers everything you can do with it, from managing the meeting and reviewing the summary to formatting notes and sharing it with your team or client.
Understanding your meeting summary
Once a meeting has been processed, open it from the Meetings list to see:
Summary - a written overview of the meeting
Decisions - key decisions made during the meeting
Open questions - unresolved items that need follow-up
Action items - tasks and follow-ups identified
Transcript - the full text of the meeting
How to edit your meeting summary:
Once your meeting has been processed, you can edit the summary at any time.
To make changes, click anywhere in the summary text and start typing. You can update the wording, add context, or correct any information as needed.
How to manage and edit decisions:
Once your meeting has been processed, decisions are listed in the Overview tab.
You can:
Add a decision — Click Add decision to create a new decision.
Reorder decisions — Drag and drop decisions to change their order.
Edit a decision — Click any decision to update its text.
Delete a decision — Click the three dots at the end of the decision and select Remove from meeting
How to find and manage your meetings
All meetings for a project are listed in the Meetings tab, grouped by date:
From the Meetings list, you can:
Open any meeting to view its overview, transcript, and attached files
Edit the meeting title and notes
Delete a meeting by clicking the three-dot menu to the right of the meeting and selecting Delete Meeting
Important: Deleting a meeting permanently removes the recording, transcript, summary, and all attachments from Programa. This action cannot be undone.
How to filter and sort your meetings
You can filter your meeting list to quickly find the meetings you need:
Apply Filters:
Click the Filter icon next to the Create Meeting button.
Select one or more of the following filter options from the dropdown menu:
Date Range
Attendee
Status
Note: When a filter is active, only meetings matching that criteria are shown. To clear a filter, click the x icon on each applied filter
How to format your meeting notes
The Notes tab includes built-in formatting tools to help you create clear, well-structured meeting notes as you write.
To access the formatting toolbar, highlight the text you want to format. The toolbar will appear above your selection, allowing you to apply formatting with a single click.
Use these formatting options to organise your notes:
Headings to organise sections
Bulleted lists for key points
Numbered lists for step-by-step items
Checkboxes for action items and tasks
Bold, italic, underlined, and strikethrough text for emphasis
Keyboard Shortcuts:
Formatting | Mac | Windows |
Bold | ⌘ Cmd + B | Ctrl + B |
Italic | ⌘ Cmd + I | Ctrl + I |
Underline | ⌘ Cmd + U | Ctrl + U |
Strikethrough | ⌘ Cmd + Shift + S | Ctrl + Shift + S |
Type as you go — formatting happens as you type:
Type | Creates |
# + space | Heading |
[] + space | Checkbox |
- + space | Bulleted list |
1. + space | Numbered list |
Note: Formatting works on both desktop and mobile. Your notes are saved automatically as you type.
How to create and manage tasks from your meeting
Turn action items from your meeting into tracked work in just a few clicks:
Each action item can be converted into:
A subtask under an existing task
A To-Do List item
A new project management task
Once linked, the meeting action item and task stay in sync. To create a task, hover over an action item in the Overview tab and click Add to >.
For step-by-step instructions, see How to create tasks from your Meeting Notes.
To learn more about managing tasks in Programa, see How to create and manage tasks.
How to share a meeting with your team
By default, meetings are shared with all team members assigned to the project with view access. You can give the whole team edit access or remove access entirely.
Open the meeting and click the Private button.
In the Share meeting panel, go to the Team tab.
Adjust access using the toggles:
Toggle on (default): View only — they can view the summary, notes, transcript, and files.
Toggle on edit access — gives all team members edit access.
Toggle off all team access — removes access for all team members assigned to the project.
Meetings appear in a shared team member's Meetings list, labelled as shared by the owner.
Note: The meeting owner retains full ownership - only they can edit the title, date and attendees.
How to share a meeting with your client
After a site visit or design meeting, share it with your client or send it to contractors. To share, click the Private button within each meeting.
Publish to Client Dashboard: a private, branded portal where your client can access
everything you have shared with them. You control each client's permissions individually.
Publish to Web: a public link anyone with the URL can open. This works well for sharing with contractors, vendors, or anyone who doesn't need full project access.
Once shared, the button changes to Shared.
For full step-by-step instructions, see How to share your Meeting Notes with clients online.
For more details on starting and recording a meeting, see Getting Started with Meeting Notes.
Need more help with Meeting Notes? Contact our Support team via live chat for personalised assistance.