The call ends at 2:00. You have a page of notes and four things you said you would do. Send the recap. Update the deal. Book the next call. Write up the pricing question for the team. At 2:01 the next meeting starts, and by Friday two of the four still haven’t happened.
Most meeting tools stop at the notes. A good AI meeting assistant that does the follow-ups should keep going: once the notes are ready, it should do the work you agreed to, the same way every time, with your OK before anything leaves the building. That’s what Bob does in the HeyBob app. This post covers the parts that make that happen: templates, after-meeting actions, names on the transcript, the people you meet, folders, and what it costs.
If you want to know how the app hears a meeting with no bot in the call, we covered that in meeting notes without a bot in the call. This post starts where that one ends.
Templates: the same kind of meeting, the same kind of notes
A sales call and a standup should not produce the same notes. A template tells Bob how to lay out the notes for a kind of meeting, and what follow-up work to suggest from it.
The app comes with five starters: Sales call, 1:1, Standup, Interview and Customer call. A Sales call, for example, gets sections for customer goals, requirements, decisions and open questions. You can copy a starter and change it, or write your own from scratch. Templates are private to you unless you share one with your workspace, and only the person who made a template can edit it.
You pick a template when you start recording, or change it while the meeting is still going. You can also save a rule so the right one is picked for you: if the meeting title contains “pipeline review”, use your pipeline template. Choosing a template costs nothing.
After-meeting actions: how to automate meeting follow-ups
This is the part that changes your afternoon. Each template can carry a list of things Bob does after that kind of meeting. You write each one in plain words, the way you would brief a colleague:
- Draft the recap. “Write a short follow-up email to the customer with the decisions and next steps, and leave it for me to review.”
- Update the deal. “Find this company in our CRM and add a note with what we learned.”
- Book the next one. “Find a time next week that works for everyone on the invite and hold it.”
When the notes are ready, Bob posts a card in the app. It lists the action items from the meeting, and below them, the after-meeting actions from your template. Each one has a Have Bob do it button. Tap it and Bob starts the job in your chat with him, using the apps you have already connected. A double tap starts it once, not twice.
Some actions you will want every time without tapping. Tick Do this automatically on one, and Bob starts it on his own as soon as the first notes are ready, once per meeting. Automatic doesn’t mean unchecked. Anything that sends or changes something outside HeyBob still follows your approval rules, so by default the email waits for your OK before it goes.
One more detail matters if your templates change over time. A meeting keeps the copy of the template it was recorded with. Edit the template next month and last month's meetings still offer exactly what they offered then.
The action items Bob found in the conversation get the same treatment. Each has Have Bob do it, Add to my to-dos and Skip. Nothing runs until you say so, unless you ticked automatic on a template action.
A name on every line
Follow-ups are only as good as knowing who said what. On Zoom, Google Meet, Microsoft Teams, Webex and Slack huddles, the transcript names whoever the call app shows talking.
The app also tells voices apart on its own. As the meeting records, it gives each voice a number, Person 1, Person 2, and keeps the same number for that voice all meeting. After the call you can name a Person, and the name is filled in on every line they spoke. If the app heard one voice as two people, merge them into one. When a meeting stops, the app suggests People who may be the same voice so you can check. Bob writes the notes from the same labels you see, so a renamed Person shows up correctly when he answers questions about the meeting.
Voices are matched on your computer, within one meeting. HeyBob keeps no voiceprint, and nothing matches your voice across meetings.
People and Companies, from your calendar
When you link a meeting to its calendar event, the people on the invite go into a People list in the app, and their email domains become Companies. Open a person or a company and you see every meeting you recorded with them, newest first, with a short “last talked about” line from the most recent summary.
So before a call with a customer you have met four times, you can see what you discussed last time without searching. Personal addresses like gmail.com and your own team's domain are left out of Companies. These lists are yours alone: they cover only meetings you recorded and linked, and teammates don’t see them.
Folders for meetings
Meetings pile up. Folders keep them in order. Make a personal folder for your own sorting, or a team folder your whole workspace can see, such as “Customer calls” or “Hiring”.
A team folder never opens up a meeting. Each teammate sees only the meetings already shared with them. If you file a private meeting into a team folder, it stays invisible to everyone else, and you see it marked as only you. Sharing is still a separate, deliberate step.
Meetings cost half
Transcribing a meeting and writing its notes use credits from the same pool as the rest of Bob's work, at half the usual rate. An hour of meeting uses about 500 credits, and the app shows what each meeting cost. The jobs Bob does afterwards, like the recap email or the CRM update, are billed like any other request to Bob. Your monthly spend cap covers all of it: if the workspace reaches it, transcription stops with a message, and the notes you type keep saving. More on credits in credits and spending caps.
What it doesn’t do yet
- Recording is on Mac and Windows. Mac needs macOS 13 or newer. The app runs on Linux too, but meeting notes are Mac and Windows for now. A phone app is on the way.
- People come from linked meetings. A meeting with no calendar event linked adds nobody to People. If the calendar gives no name for an outside guest, only their company shows up.
- Team folders need a HeyBob app workspace. If you sign in through Slack, folders are personal for now.
- Some template changes are still reaching the app. Remembering a template for one specific recurring calendar series, and switching the template on a meeting that has already finished, are built on our side and coming to the app. Today, use a title rule, and pick the template before or during the meeting.
- Bob can be wrong. He can miss or misread something, and voice numbering can split or join people by mistake. Read the notes, and rename or merge People when needed, before you act on them.
Common questions
Can an AI meeting assistant send follow-up emails for me?
Yes. Add an after-meeting action such as “draft the follow-up email” to a template. When the notes are ready, tap Have Bob do it, or set it to run automatically. By default, Bob waits for your OK before anything is sent.
Do automatic actions run without my approval?
They start on their own, once per meeting, as soon as the first notes are ready. Anything that sends or changes something outside HeyBob still follows your approval rules, so by default it waits for you.
How does HeyBob know who said what?
On Zoom, Google Meet, Teams, Webex and Slack huddles it uses the name the call app shows talking. The app also numbers each voice in a meeting (Person 1, Person 2) and you can name or merge them. No voiceprint is kept.
Can my team see my meetings if I put them in a team folder?
No. A team folder shows each teammate only meetings already shared with them. A private meeting in a team folder stays private.
How much does a meeting cost?
Meetings use credits at half the usual rate, about 500 credits for an hour. Work Bob does afterwards is billed like any other request, and your spend cap covers both.
Try it on your next meeting
Pick the meeting that always leaves you with the same three chores. Make a template for it, write those chores as after-meeting actions, and record the next one. Get the HeyBob app for Mac or Windows, and start with $100 of work on us. The meeting notes page has the short version, and how approvals work explains what Bob asks before he acts.