Automatic site meeting minutes
Record the meeting, get structured minutes with the decisions, the open points and the owners — the same evening, not the following Friday.
1. Works progress
DecisionSlab L+3 poured on 18.03. Striking planned for 25.03.
2. Open point · Formwork L+4
Open pointShop drawing awaited from the engineering office.
Site meeting minutes are the record that counts when a decision is challenged three months later. They are also the task everyone puts off: a two-hour meeting, six pages of handwritten notes, and a write-up done from memory the next evening, once half the detail has already gone.
Cantaia records the meeting from a phone or a laptop, transcribes the audio, then drafts structured minutes: attendees, items in the order they were dealt with, decisions taken, and open points with an owner and a deadline. You read it back, fix what needs fixing, and circulate.
What changes
Drafted the same day
Transcription and drafting happen right after the meeting. The minutes go out while the discussion is still fresh for everyone.
A constant structure
The same frame every meeting: header, attendees, numbered items, decisions, open points. Numbering carries over from one set of minutes to the next.
Open points tracked
Each unresolved point can become a task with an owner and a deadline, visible in the project rather than buried in a document.
Clean circulation
PDF export, sending to attendees from inside the app, and filing of the document in the project with its send date.
How it works
- Step 01
Record
A phone microphone is enough. Long files are compressed and split automatically before transcription.
- Step 02
Let it transcribe
The audio is transcribed, then read back by the model, which identifies topics, speakers and decisions.
- Step 03
Read back and correct
The minutes open in a section-by-section editor. You adjust wording, add an item, remove what does not belong.
- Step 04
Finalise and send
Once finalised, the minutes are locked, exported as PDF and sent to attendees. The send date is kept.
Who it is for
This solution targets site managers and construction management teams running a weekly meeting with the client, the design offices and the contractors. The longer the meeting and the more people around the table, the wider the gap between what was said and what ends up in the minutes — that is where transcription changes things.
The minutes remain a document you sign off. Cantaia produces a faithful and complete basis; the editorial responsibility — what is kept, reworded or dropped — is still yours.
Frequently asked
What language are the minutes written in?
French, German or English, regardless of the language spoken during the meeting. A meeting held in Swiss German can produce minutes in standard German or in French.
What happens to the audio recording?
It is stored with the project, in your organisation's file space, and stays available until you delete it. The raw transcript sits alongside the drafted minutes.
Can you start from handwritten notes instead of a recording?
Yes, for site visits: a photo of your notes is transcribed, including sketches and recorded measurements, and feeds the report just like audio would.
Send your next minutes the same evening
Record a meeting, let the transcription run, read back the result. No credit card.