Please note: This feature is part of a beta.
What is SmartMeetings?
SmartMeetings is an AI-powered tool that records your carer and team meetings, transcribes the conversation, and turns it into a structured summary with suggested follow-up actions.
It's built to save you time on manual note-taking and to help produce consistent, well-organised records that support governance, compliance and follow-up, so nothing discussed in a meeting gets lost.
Please note: AI-generated transcripts and summaries may contain errors or omissions.
You should always check the summary against your recollection of the meeting before treating it as a formal record
SmartMeetings should support your meeting process, not replace it
Every suggested action should be reviewed before it's added to your Inbox
It is your responsibility to make sure meeting records are accurate and complete.
When to use SmartMeetings
SmartMeetings currently supports:
Carer meetings - for example supervisions, appraisals, return-to-work meetings, spot checks, exit interviews
Client meetings - for example general meeting, client feedback and service reviews
Team meetings - for example daily huddles, training sessions
How to record a meeting
Before you start, make sure you're on the latest version of the Birdie app, with your battery above 50% and at least 100MB of storage free.
Open the Birdie app and tap the microphone icon on the home screen
The microphone icon is only visible to admin users. If you can't see it, check you're logged in as an admin.
Choose the meeting type and which carer it’s for. This determines which summary template is used.
For a carer meeting, select the carer the meeting is about so they're added as an attendee.
For a client meeting, select the client the meeting is about.
For a team meeting, attendees are picked up from introductions at the start of the recording.
Tap Next.
Check the on-screen details are correct. If any details are wrong, click back to make any changes.
Tap Confirm when you’re happy to continue.
It’s time to gain consent. Please make sure you have everyone’s consent to record the meeting.
If a team member or client doesn’t consent to being recorded, stop the process and continue with your previous methods.
Then, position the device between all participants so the microphone can hear everybody.
Now, you’re ready to tap Start recording.
Ask everyone to introduce themselves by name and role, for example "I'm Sam, deputy manager." This helps SmartMeetings correctly identify speakers in the transcript.
Carry on with your meeting as normal. A few things to keep in mind while recording:
Turn off background noise like TVs or radios, as this can affect accuracy.
Place the device close to the centre of the conversation, on a stable surface.
You can pause and resume the recording at any time, and it will keep running if you background the app or lock your phone.
Don't end the recording and start a new one for the same meeting. Use pause and resume instead.
If a phone call comes in, recording pauses automatically. If you decline or miss the call, it resumes on its own. If you answer, tap resume when you're ready to carry on.
When you're finished, tap Finish recording. The recording will upload as soon as you have a stable internet connection (Wi-Fi recommended).
Finding your transcript and summary
Once the recording has uploaded, it’ll take some time for the transcript and summary to generate.
Head to the Meetings tab in the Agency Hub to find it.
Once in the Meetings tab, click on your meeting to view the summary and actions.
Private by default
Every carer meeting is private to you, the host, the person who recorded it. Nobody else can see it, including admins, unless you share it.
You can easily share a meeting by clicking on the meeting in the Meetings tab and clicking share, or within the more actions menu within the meeting. Simply type their name and the meeting will be shared with them, with a notification sent by email.
Keep in mind if you need to delete a meeting that this action can only be completed by the host.
Client and team meetings are unchanged and are still visible across your account.
Reviewing the summary
Read through the AI-generated summary and check it reflects what was discussed. Please remember that every single single summary produced by SmartMeetings must be reviewed by an admin before it’s treated as a formal record. You can edit it directly where needed by clicking into the summary box and typing away. To save your edits, click outside of the text box. Any changes will be available to view in the version history, available from the more actions menu.
Once you're happy with it, please use the option to click Mark as reviewed. You should see this at the bottom of your screen as shown below.
Using the transcript
You can read through the transcript and listen to the full recording. Easily download the recording straight from this screen.
You can play back the audio alongside the transcript to check speaker labels and accuracy.
Audio recordings are kept for 60 days and then automatically deleted. The transcript and summary are kept indefinitely, unless you delete them yourself.
Reviewing suggested actions
At the bottom of the summary, you'll see a Suggested actions section listing the actions SmartMeetings has picked up from the conversation.
For each one:
If it was agreed during the meeting, click Create action, check the details, add a due date and confirm. It will appear in your Birdie Inbox, ready to be picked up.
If it wasn't agreed, or doesn't need following up, click Dismiss action.
Each action needs to be created or dismissed individually. Once created, edits you make to it in the Inbox will sync back to the summary.
Other things you can do
From the More actions menu on the summary page, you can:
Share the meeting
Change template
Print
View version history
Delete the meeting note (this removes the summary, transcript and recording together)
From the Meetings tab, you can do the following:
View the meeting templates
Filter your meetings by date range, meeting type, status, client or carer
