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.
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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
If you're using SmartMeetings for the first time, start with a low-stakes meeting such as a team huddle. Take your usual notes alongside it the first time while you get comfortable.
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%, at least 100MB of storage free and Do Not Disturb is turned on.
Open the Birdie app and tap the microphone icon. Only admin users can see the microphone icon, so if it's not there, check you're logged in as an admin.
Choose the meeting type. This decides which template your summary is built from, so choose carefully.
Carer meeting: select the carer. They're added as an attendee.
Client meeting: select the client and check their date of birth to make sure it's the right person.
Team meeting: open the attendee list and select everyone in the room, or use the search to find people quickly. You can't add or change attendees once recording starts.
Tap next, check the details, then tap confirm. If anything is wrong, tap back to change it.
Read the consent screen and make sure everyone has agreed to be recorded.
Put the phone still, on a stable surface in the middle of the room. Don't keep it in a pocket or your hand. Switch off any background noise such as a TV or radio.
Tap start recording and check the timer is running.
Ask everyone to introduce themselves by name and role, for example "I'm Lisa, deputy manager" and "I'm Joe, the client". Do this every time, even if you all know each other well. It's how SmartMeetings matches what was said to the right person.
Carry on with your meeting as normal.
While you’re recording:
Tap Pause if you need to leave out something confidential or take a break, then tap Resume when you’re ready.
For the same meeting, always pause and resume. Don’t end the recording and start a new one, or your summary will only cover part of the meeting.
If a phone call or alarm comes in, check whether the recording has paused and tap Resume if it has.
You can lock your screen or use other apps, and the recording keeps going.
You can record for around four hours.
When you’ve finished:
Tap Finish recording straight away.
Keep the app open while it uploads. It uploads as soon as you have a stable connection, so Wi-Fi is best.
Wait for the Recording uploaded message. Once you see it, you’re done, and your summary will be in the Agency Hub shortly.
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.
Meetings do not appear on client or carer profiles so make sure your team knows where to look.
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.
Rather than sharing each carer meeting one at a time, your agency can set up automatic sharing. See Setting up automatic sharing below.
All admins can see client and team meetings. Think carefully before recording anything sensitive in these meetings.
Reviewing the summary
When you open a meeting, you’ll see a summary built from the template for that meeting type.
Every summary must be reviewed by an admin before it’s treated as a formal record. This is a condition of using SmartMeetings. The AI can make mistakes or miss things, so check the summary against what you remember from the meeting.
When you review, ask yourself:
Is it complete? Is anything from the meeting missing?
Is it accurate? Is anything attributed to the wrong person?
Is everything in it real? If something appears in the summary but wasn’t said, remove it.
Always double-check any safeguarding concerns and agreed actions yourself.
To edit the summary, click into the text, make your changes, then click outside the text box to save. Don’t press Enter to save, because it just adds a new line. Every change is saved in Version history, which you can open from the More actions menu.
Once you’re happy, click Mark as reviewed at the bottom of the screen. Only then should the summary be treated as a formal record.
SmartMeetings doesn’t support carer sign-off yet, so keep using your usual process for that.
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.
When you click Create action, you'll see Action details, which holds more context picked up from the recording. Read this before you confirm.
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
Setting up automatic sharing
Your agency can choose someone to manage access to carer meetings, so meetings don’t have to be shared one at a time.
Ask your Customer Success Manager or the Partner Care team to give that person the permissions they need.
Once they have the permissions, that person clicks their name in the top right of the Agency Hub, then AI Settings. They’ll see a sharing page in the SmartMeetings settings.
For each type of carer meeting, choose who automatically gets access. For example, you could give your care manager access to all supervisions.
Automatic access covers all past and future meetings of that type. If you remove someone, they lose access to both past and future meetings of that type.
Carer meetings stay private to the host unless they’re shared manually or through automatic sharing.
Checking your usage
To check your agency’s SmartMeetings usage, click your name in the top right of the Agency Hub, then AI Settings, then Billing & Usage. This is the same place you check your SmartPlans usage.
The dashboard shows usage across your agency. If you have any questions, your Customer Success Manager can help.
Need help?
If something doesn’t look right, or you have a question, contact our Partner Care team using the live chat in Birdie or email [email protected].