[{"data":1,"prerenderedAt":641},["ShallowReactive",2],{"/reference/use-cases/meeting-notes":3,"/reference/use-cases/meeting-notes-surround":630},{"id":4,"title":5,"body":6,"description":620,"extension":621,"links":622,"meta":623,"navigation":624,"path":626,"seo":627,"stem":628,"__hash__":629},"docs/2.reference/use-cases/meeting-notes.md","Meeting notes",{"type":7,"value":8,"toc":597},"minimark",[9,13,22,35,40,45,61,68,71,77,81,96,120,149,155,161,165,175,181,184,187,202,206,209,237,240,285,289,300,304,307,342,355,361,376,379,389,408,420,424,427,431,447,453,465,472,476,490,496,503,507,520,524,532,540,544,552,558,562],[10,11,12],"p",{},"Meetings produce decisions, open questions, and follow-ups. The payoff is not the transcript alone — it is opening the next conversation already knowing what you agreed, which projects were involved, and what you still owe someone.",[10,14,15,16,21],{},"Capacities treats each meeting as an ",[17,18,20],"a",{"href":19},"/reference/content-types","object"," with properties and a notes section. This guide follows one path through that workflow: set up once, create from your calendar, capture and link during the call, turn commitments into tasks, and reuse meeting history from person, project, and organization pages.",[10,23,24,25,29,30,34],{},"For calendar setup and sync behaviour, see ",[17,26,28],{"href":27},"/reference/calendar-integrations","Calendar integrations",". For query embeds on hub pages, see ",[17,31,33],{"href":32},"/reference/use-cases/queries-in-practice","Queries in practice",".",[36,37,39],"h2",{"id":38},"set-up-once","Set up once",[41,42,44],"h3",{"id":43},"meeting-type","Meeting type",[10,46,47,48,52,53,56,57,60],{},"Start with the built-in ",[49,50,51],"strong",{},"Meeting"," type. It includes a ",[49,54,55],{},"Date"," property, ",[49,58,59],{},"People Involved"," for attendees, and a meeting type label (1:1, client call, review, and so on).",[10,62,63],{},[64,65],"img",{"alt":66,"src":67},"Add the Meeting type","/use-cases/meeting-type-add.png",[10,69,70],{},"Keep the type minimal at first. New properties you add later appear on existing meetings too, so you can grow into more structure without migrating elsewhere.",[10,72,73],{},[64,74],{"alt":75,"src":76},"Meeting type properties","/use-cases/meeting-properties.png",[41,78,80],{"id":79},"templates","Templates",[10,82,83,84,87,88,91,92,95],{},"A weekly sync and a quarterly 1:1 do not need the same blank page. ",[17,85,80],{"href":86},"/reference/templates"," prefill ",[49,89,90],{},"properties"," and ",[49,93,94],{},"blocks"," so each format opens with the right skeleton:",[97,98,99,108,114],"ul",{},[100,101,102,105,106],"li",{},[49,103,104],{},"1:1"," — headings for updates, feedback, and next steps, with the other person set in ",[49,107,59],{},[100,109,110,113],{},[49,111,112],{},"Recurring sync"," — agenda items, decisions, and action items",[100,115,116,119],{},[49,117,118],{},"Client call"," — a standard attendee list and project link",[10,121,122,123,127,128,127,131,127,133,136,137,140,141,144,145,148],{},"Create templates under ",[124,125,126],"code",{},"Settings"," > ",[124,129,130],{},"Object Types",[124,132,51],{},[49,134,135],{},"Define templates",". Apply them from the ",[124,138,139],{},"+ New"," menu, with ",[124,142,143],{},"Cmd/Ctrl + U"," and the template name, or by typing ",[124,146,147],{},"/your-template-name"," on any page.",[10,150,151],{},[64,152],{"alt":153,"src":154},"Meeting templates","/use-cases/meeting-templates.png",[10,156,157],{},[64,158],{"alt":159,"src":160},"Meeting template in use","/use-cases/meeting-template-in-use.png",[36,162,164],{"id":163},"create-meetings-from-your-calendar","Create meetings from your calendar",[10,166,167,168,171,172,174],{},"If your week runs on a calendar, ",[17,169,170],{"href":27},"calendar integrations"," (Pro) show today’s events in Capacities. Create a meeting object linked to an event in one step — date and time land on the ",[49,173,55],{}," property automatically.",[10,176,177],{},[64,178],{"alt":179,"src":180},"Meeting linked from calendar","/use-cases/calendar-meeting.png",[10,182,183],{},"The link works both ways: change the time in Capacities or in your calendar provider and the other side updates (allow up to ~30 seconds for sync). You can also create a calendar event from an existing meeting that already has a date.",[10,185,186],{},"Events are not imported as notes automatically. You choose which appointments become meeting objects, which keeps casual holds and personal blocks out of your knowledge base.",[10,188,189,190,193,194,196,197,201],{},"Create the meeting ",[49,191,192],{},"before"," the call when you want a prep space. Set ",[49,195,55],{}," early so the object appears on that day in the ",[17,198,200],{"href":199},"/reference/dates-and-daily-notes","calendar view"," and in the daily note for that day. Agenda, links to prior notes, and open questions can sit in the object while the event stays on your calendar.",[36,203,205],{"id":204},"capture-and-link-the-conversation","Capture and link the conversation",[10,207,208],{},"You do not need every section every time. These blocks are a reliable default you can bake into templates:",[97,210,211,225,231],{},[100,212,213,216,217,220,221,224],{},[49,214,215],{},"Preparation"," — links you want open during the call: the person’s page, a project hub, prior meeting notes, reading material. Pull them in with ",[124,218,219],{},"@"," or ",[124,222,223],{},"[[]]"," so you are not searching mid-conversation.",[100,226,227,230],{},[49,228,229],{},"Agenda"," — what you intend to cover. Even a short list makes it obvious when the meeting is done.",[100,232,233,236],{},[49,234,235],{},"Notes"," — running capture during or right after the call. Writing in the meeting object keeps the discussion tied to date, attendees, and projects.",[10,238,239],{},"While you write, link outward so the meeting stays findable later:",[97,241,242,252,269,282],{},[100,243,244,245,247,248,251],{},"Add attendees to ",[49,246,59],{}," and create or link a ",[49,249,250],{},"Person"," object for anyone new. Over time you build a roster you open before conversations, not a separate contact list you forget to update.",[100,253,254,255,258,259,263,264,268],{},"Link ",[49,256,257],{},"people"," inline when their name comes up. The block’s context shows up in that person’s ",[17,260,262],{"href":261},"/reference/backlinks","backlinks",", which helps you remember ",[265,266,267],"em",{},"why"," they were mentioned.",[100,270,254,271,91,274,277,278,281],{},[49,272,273],{},"projects",[49,275,276],{},"organizations"," when the conversation touches them. Client calls and vendor reviews often involve a company, not only individuals — an ",[49,279,280],{},"Organization"," object holds account-level context when attendees change.",[100,283,284],{},"When a topic deserves its own long-lived note (a decision log, a spec, a research page), create that object from the meeting and link it. The meeting stays the event; the other object stays the reference material.",[36,286,288],{"id":287},"follow-up-with-capacities-tasks","Follow up with Capacities tasks",[10,290,291,295,296,299],{},[17,292,294],{"href":293},"/reference/task-management","Task management"," (Pro) turns meeting commitments into objects with status, priority, scheduled dates, and deadlines. What matters for meetings is ",[49,297,298],{},"context",": a task can point at the meeting it came from, the person you owe, and the project it affects.",[41,301,303],{"id":302},"capture-action-items","Capture action items",[10,305,306],{},"While you are in the meeting object, create tasks inline:",[97,308,309,320,331],{},[100,310,311,312,315,316,319],{},"Type ",[124,313,314],{},"()"," and a space, or ",[124,317,318],{},"/task"," from the slash menu",[100,321,322,323,326,327,330],{},"Use ",[124,324,325],{},"Cmd + Shift + T"," (Mac) or ",[124,328,329],{},"Ctrl + Shift + T"," (Windows) for the quick task modal",[100,332,333,334,337,338,341],{},"Click ",[49,335,336],{},"New Task"," in the meeting’s ",[49,339,340],{},"Tasks"," tab",[10,343,344,345,348,349,351,352,354],{},"Creating a task inside the meeting fills ",[49,346,347],{},"Context"," with that meeting automatically. Add more links in ",[49,350,347],{}," when one action touches several places (the meeting, a project, a person). Every object with linked tasks gets a ",[49,353,340],{}," tab — on a meeting, a roll-up of what the call produced without scrolling the narrative notes.",[10,356,357],{},[64,358],{"alt":359,"src":360},"Action items in a meeting note","/use-cases/meeting-notes-action-items.png",[10,362,363,364,367,368,371,372,375],{},"When someone agrees to a date, set a ",[49,365,366],{},"scheduled date"," so the task appears on that day in the ",[17,369,370],{"href":199},"calendar"," beside your events. Use a ",[49,373,374],{},"deadline"," when something must be done by a day even if you plan to work on it earlier. Overdue and due-today tasks surface on today’s calendar view.",[10,377,378],{},"When the work is done, mark the task complete. Completed tasks stay linked to the meeting, so revisiting the note later still shows what was agreed and what you finished.",[10,380,381,382,385,386,34],{},"Naming shortcuts save time after a dense call: a title like ",[124,383,384],{},"Send revised timeline !! Friday"," can set medium priority and a scheduled date from the text alone. See ",[17,387,294],{"href":388},"/reference/task-management#schedule-a-task",[10,390,391,392,220,395,398,399,402,403,407],{},"Todo blocks (",[124,393,394],{},"/todo",[124,396,397],{},"[]"," plus space) are fine for items that only matter inside the meeting note. When something needs a date, status, or a home on a person or project page, use a ",[49,400,401],{},"Task"," object instead. If you use an external task manager, ",[17,404,406],{"href":405},"/reference/task-actions","task actions"," send a todo block out with one click — a separate path from Capacities tasks with context links.",[10,409,410,411,415,416,34],{},"For a weekly review habit, add a ",[17,412,414],{"href":413},"/reference/task-management#recurring-tasks","recurring task"," (for example “Process meeting follow-ups”) on the day you batch-process follow-ups, or a saved query on the task dashboard for tasks whose context includes meetings this week. See ",[17,417,419],{"href":418},"/reference/task-management#review-and-process-your-tasks","task dashboard sections",[36,421,423],{"id":422},"reuse-meeting-history-from-hub-pages","Reuse meeting history from hub pages",[10,425,426],{},"Once meetings link to people, projects, and organizations, those objects become entry points for prep and review — not only the Meeting type dashboard.",[41,428,430],{"id":429},"person-pages-for-11s","Person pages for 1:1s",[10,432,433,434,436,437,439,440,443,444,446],{},"Before a recurring 1:1, open the ",[49,435,250],{}," object. Embed a query for meetings where ",[49,438,59],{}," includes ",[49,441,442],{},"this person",", sorted by date, and check the ",[49,445,340],{}," tab for open work you linked to them. Together, meeting history and tasks answer “what did we last discuss?” and “what do I still owe them?” — often faster than rereading every past note.",[10,448,449],{},[64,450],{"alt":451,"src":452},"1:1 meetings on a person page","/use-cases/1-1-query.png",[10,454,455,456,460,461,464],{},"When the query rules are specific enough (meeting type plus person filter, often with a ",[17,457,459],{"href":458},"/reference/queries#variable-queries","variable query"," on a template), ",[49,462,463],{},"New"," on the query block starts another meeting with those fields prefilled.",[10,466,467,468,34],{},"Setup: ",[17,469,471],{"href":470},"/reference/use-cases/queries-in-practice#a-person-page-as-your-meeting-history","A person page as your meeting history",[41,473,475],{"id":474},"project-pages","Project pages",[10,477,478,479,482,483,486,487,489],{},"On a ",[49,480,481],{},"Project"," object, embed a query for meetings linked to ",[49,484,485],{},"this project",". Planning conversations, status reviews, and client calls accumulate beside the project’s ",[49,488,340],{}," tab — delivery work in one place, conversation history in another.",[10,491,492],{},[64,493],{"alt":494,"src":495},"Meetings on a project page","/use-cases/project-meetings.png",[10,497,498,499,34],{},"Add the embed to your project template so every new project inherits it. Setup: ",[17,500,502],{"href":501},"/reference/use-cases/queries-in-practice#meetings-embedded-on-a-project-page","Meetings embedded on a project page",[41,504,506],{"id":505},"organization-pages","Organization pages",[10,508,509,510,513,514,516,517,519],{},"For external conversations, embed a query for meetings linked to ",[49,511,512],{},"this organization"," on the org page. You get a timeline of touchpoints without hunting through unrelated notes. Link both the ",[49,515,250],{}," and their ",[49,518,280],{}," when someone new appears on a call tied to an account.",[36,521,523],{"id":522},"carry-decisions-beyond-the-meeting","Carry decisions beyond the meeting",[10,525,526,527,531],{},"A meeting note should not be the only place a decision lives. When an outcome matters for a project narrative, ",[17,528,530],{"href":529},"/reference/block-based-linking","copy a block reference"," into the project page so the update keeps its original wording but appears where you read project news.",[10,533,534,535,539],{},"If notes are long after a dense call, the ",[17,536,538],{"href":537},"/reference/ai-assistant","AI assistant"," can summarize themes or suggest action items. Turn anything you keep into tasks with context filled in so follow-up stays in your task views, not only in the meeting body.",[36,541,543],{"id":542},"find-meetings-again","Find meetings again",[10,545,546,547,551],{},"As volume grows, make views that help you quickly find relevant meetings. For example, all 1:1s this month, client calls for one tag, meetings without a project link (a useful ",[17,548,550],{"href":549},"/reference/use-cases/queries-in-practice#maintenance-queries-and-processing-pages","maintenance query"," if project links are part of your workflow).",[10,553,554,555,557],{},"Pin those queries on the Meeting dashboard or embed them on a planning page. Sort by ",[49,556,55],{}," descending so the latest work is on top.",[36,559,561],{"id":560},"where-to-go-next","Where to go next",[97,563,564,569,574,579,584,590],{},[100,565,566,568],{},[17,567,28],{"href":27}," for Google and Microsoft setup",[100,570,571,573],{},[17,572,80],{"href":86}," to define meeting formats",[100,575,576,578],{},[17,577,33],{"href":32}," for person, project, and maintenance embeds",[100,580,581,583],{},[17,582,294],{"href":293}," for inbox, calendar, recurring tasks, and dashboard sections",[100,585,586,589],{},[17,587,588],{"href":405},"Task actions"," if you send todo blocks to an external task manager",[100,591,592,596],{},[17,593,595],{"href":594},"/tutorials/tags","Working with tags"," if you classify meetings by topic or area",{"title":598,"searchDepth":599,"depth":600,"links":601},"",1,2,[602,607,608,609,612,617,618,619],{"id":38,"depth":600,"text":39,"children":603},[604,606],{"id":43,"depth":605,"text":44},3,{"id":79,"depth":605,"text":80},{"id":163,"depth":600,"text":164},{"id":204,"depth":600,"text":205},{"id":287,"depth":600,"text":288,"children":610},[611],{"id":302,"depth":605,"text":303},{"id":422,"depth":600,"text":423,"children":613},[614,615,616],{"id":429,"depth":605,"text":430},{"id":474,"depth":605,"text":475},{"id":505,"depth":605,"text":506},{"id":522,"depth":600,"text":523},{"id":542,"depth":600,"text":543},{"id":560,"depth":600,"text":561},"A workflow for preparing, capturing, and reusing meeting notes with object types, templates, calendar sync, Capacities tasks, and links to people, projects, and organizations.","md",null,{},{"icon":625},"i-ph-users-three","/reference/use-cases/meeting-notes",{"title":5,"description":620},"2.reference/use-cases/meeting-notes","EE6X6BY2S3GpA1lJfxJOf5Mtt_SP9kxVqFfJZ8K0blw",[631,636],{"title":632,"path":633,"stem":634,"icon":635,"children":-1},"Daily notes","/reference/use-cases/daily-notes","2.reference/use-cases/daily-notes","i-ph-calendar-dots",{"title":637,"path":638,"stem":639,"icon":640,"children":-1},"Network of people","/reference/use-cases/network-of-people","2.reference/use-cases/network-of-people","i-ph-share-network",1779355245773]