Meeting Summaries and Executive Overviews

After every meeting, Agency Hero automatically generates a structured, AI-powered summary so you can catch up on what happened, share outcomes with your team or clients, and keep your workspace intelligence up to date — without reading a full transcript.

This article explains how summaries are generated, the difference between the executive overview and the full summary, where to find them, how they stay current over time, and how they power AI-assisted search across your workspace.

How Meeting Summaries Are Generated#Copy link

Meeting summaries are created automatically as part of Agency Hero’s post-meeting processing pipeline. The process runs in the background and does not require any action from you.

The generation pipeline#Copy link

When a meeting ends (or when a recording is uploaded), Agency Hero’s AI pipeline runs in sequence:

1. Topic extraction — The transcript is analysed and the main discussion topics are identified and ranked by prominence.
2. Detail enrichment — Each topic is expanded with key points, the decisions reached, action items assigned, and any concerns raised.
3. Item extraction — Structured intelligence items — action items, decisions, risks, and open questions — are extracted per topic.
4. Synthesis — A synthesis agent reads all the confirmed items and the ranked topics to produce the final summary text.

Both an internal summary and a client (external) summary are generated in parallel at the end of this pipeline.

What the AI looks at#Copy link

The synthesis agent uses:

• The meeting transcript (every confirmed utterance)
• All confirmed action items, decisions, risks, and open questions
• The ranked topic list with details and key points
• Workspace context (client, project, and workspace metadata)

The Two Summary Variants#Copy link

Every meeting produces two distinct summaries, each written for a different audience.

Internal Summary#Copy link

The internal summary is written for your agency team. It includes the full picture:

• Executive overview and key takeaways
• All confirmed topics with decisions, action items, and key points
• Identified risks and concerns (including items marked internal-only)
• Open questions and blockers
• Sentiment analysis and operational context

This is your team’s working record. It is not intended for external sharing.

Client Summary (External Summary)#Copy link

The client summary is written for external sharing — typically with the client or other external stakeholders. It covers:

• What was discussed and agreed
• Next steps and commitments
• Overall meeting outcomes

Risks, internal notes, and any items marked as internal-only are automatically excluded. You can review and edit the client summary before sharing it.

Tip: Use the Internal Summary tab to review the complete record, and the Client Summary tab when preparing communication to send externally.

The Executive Overview#Copy link

The executive overview is a concise 2–4 paragraph snapshot of the meeting that appears at the top of both summary variants. Think of it as the TL;DR of the full summary.

What it contains#Copy link

• The main purpose and context of the meeting
• The most important decisions made
• Critical action items and who owns them
• Overall meeting tone and outcome

How it differs from the full summary#Copy link

The executive overview is the part of the summary most likely to be surfaced when Agency Hero’s AI answers questions about past meetings.

Where to Find Summaries#Copy link

Meeting detail page#Copy link

Open any meeting from your workspace to reach the meeting detail page. The summary is displayed in dedicated tabs:

• Internal Summary tab — The full internal summary, including risks and internal context.
• Client Summary tab — The sanitised external version, ready to review before sharing.

Both tabs show the executive overview at the top, followed by the full structured content.

Living Summary panel#Copy link

While you are reviewing post-meeting intelligence items (the ABox), a Living Summary panel is displayed alongside the item cards. This panel shows:

• Key takeaways
• Decisions made (with counts)
• Risks identified (with counts)
• Quick-access buttons: Generate Client Email and View Full Summary

The Living Summary panel updates in real time as you confirm or dismiss intelligence items during your review session.

The Living Summary: A Document That Stays Current#Copy link

Agency Hero treats the meeting summary as a living document, not a static artifact. It evolves as you work through your post-meeting review.

How auto-updates work#Copy link

As you confirm or dismiss action items, decisions, and other intelligence items during post-meeting review, the summaries update to reflect the current confirmed state:

• Frontend debounce — A 2-second debounce prevents the UI from flickering when you confirm several items in quick succession.
• Backend batching — If 3 or more items are confirmed within 5 seconds, the backend batches the updates together to avoid excessive API calls.
• Bidirectional sync — Changes you make directly to a summary section (via inline editing) are reflected back to the linked intelligence items, and vice versa.

Editing summaries inline#Copy link

You can edit any section of a summary directly in the meeting detail page using the built-in rich text editor. Edits are auto-saved after a short pause in typing. Provenance is tracked: Agency Hero records who edited each section and when (whether it was a human or an AI agent).

Re-embedding after edits#Copy link

If you edit a finalised summary, Agency Hero automatically re-generates the summary’s vector embedding (used for AI search) after a 2-minute debounce. This keeps the search index in sync with your latest version of the summary without triggering excessive processing during active editing.

Finalising a Summary#Copy link

Summaries become searchable via AI semantic search once they are finalised. Finalisation marks the summary as confirmed and triggers the embedding that makes it available to the AI.

How to finalise#Copy link

1. Open the meeting detail page.
2. Review the summary content. Edit any sections as needed.
3. Click Finalize Summary.

A ✓ Finalized badge appears on the summary once complete, and the summary becomes available to AI search queries.

Auto-finalisation#Copy link

If you do not manually finalise a summary, Agency Hero automatically finalises it 48 hours after the meeting ends. Auto-finalised summaries are marked separately from manually finalised ones, but function identically for search purposes.

Un-finalising#Copy link

You can un-finalise a summary at any time. This removes it from the AI search index while keeping it fully visible and editable. You can re-finalise it again whenever you are ready.

How Summaries Power AI Search and Context#Copy link

Finalised meeting summaries are vectorised — converted into a mathematical embedding and stored in Agency Hero’s search index. This is what enables the AI to answer questions like:

• “What did we decide about the pricing model?”
• “Find meetings where we discussed timeline concerns in the last 30 days.”
• “What action items were assigned to the engineering team this quarter?”

What gets embedded#Copy link

The full serialised summary is embedded as a single searchable unit, including:

• The executive overview
• Key takeaways
• Each ranked topic with its decisions, action items, and concerns
• The complete summary text

This means searching for a budget decision will surface meetings that mention budget-related discussions anywhere in the summary — not just the executive overview.

How agents use summaries#Copy link

Agency Hero’s AI agents access meeting summaries in two ways:

• Context packs (automated workflows) — When an automated workflow runs (such as post-meeting processing for a new meeting), recent confirmed summaries from the same workspace can be pre-loaded as context. This gives the agent continuity — it can see what was discussed in prior meetings and avoid repeating decisions or action items.
• Semantic search tool (interactive chat) — When you ask a question in the Agent chat, the agent uses semantic search to retrieve the most relevant past meeting summaries on demand. Only your question is used to drive the search, so the agent finds exactly what’s relevant rather than pre-loading summaries you might not need.

Filtering in search#Copy link

Because summaries are stored in Agency Hero’s database (not an external service), AI search supports rich filtering:

• Date range — Search only meetings from the last 30 days, a specific month, etc.
• Workspace — Limit results to a specific client or project workspace.
• Similarity threshold — Results must exceed a minimum relevance score to be returned, keeping results highly relevant.

Sharing Summaries#Copy link

Client Summary tab#Copy link

The Client Summary tab shows the external-facing version of the meeting summary. From this tab you can:

• Add to Client Report — Attach the summary to a formal client-facing report.
• Copy — Copy the summary text to your clipboard for pasting into an email or document.
• Edit — Adjust the content before sharing.

Generate Client Email#Copy link

From the Living Summary panel or the meeting detail page, click Generate Client Email to open a pre-filled email draft based on the client summary. You can edit the draft, check or uncheck sections to include, and mark any items as internal-only before sending or copying.

When a client email is generated and distributed, Agency Hero records the delivery method, timestamp, and recipient list for audit purposes.

Summary Availability and Processing States#Copy link

Summaries that have not yet been embedded (due to a processing delay or error) are still fully viewable and editable — they simply won’t appear in AI semantic search results until embedding is complete.

Related Articles#Copy link

• How Meeting Bots Work
• Understanding Meeting Intelligence Capture
• Post Meeting Process
• Meeting Intelligence Overview