Example with invented data

One meeting, line by line.

42 minutes of coordination with a customer. What Protoki makes of it — from what was said through the minutes to the tasks, and explicitly also: what it does not put on the task list.

For context: The company “Nordwind Logistik GmbH” and every person on this page are invented. Structure, sections and wording match what the product actually produces — the content does not match a real appointment.

01

The conversation

The bot sits in the appointment as a visible participant and announces itself in the chat. What is recorded is who said what and when — speaker recognition for German and English. An excerpt from minute 12:

protoki.com/meetings/…/transkript
German3 speakers detectedsearchable
  • 11:58
    Miriam Kellnerexternal

    The interface to the warehouse system is not ready on our side. That will not happen by the planned date.

  • 12:15
    Tobias Reuter

    Then we would rather move the rollout than start it half-finished.

  • 12:34
    Anja Petersen

    Agreed. We settle on 4 November, and I will tell the site.

  • 13:02
    Miriam Kellnerexternal

    I will have the test environment ready for you by Friday, we can manage that.

Example rendering. Four contributions out of 42 minutes. Timestamps and speaker names appear in the minutes later as well — every statement stays findable.

02

The template sets the shape

Minutes are not the same for every appointment. Protoki ships templates for a customer call, an internal team meeting and a project or partner meeting; you create your own — section by section, in your own words. This example uses the template for external project appointments:

  1. 01TL;DR2–3 sentences placing the whole conversation.
  2. 02Topics discussedChronological, with timestamps.
  3. 03Decisions & agreementsReal decisions only, each with a timestamp.
  4. 04Our commitments / the other side’s commitmentsSplit in two, each with the responsible person and a date.
  5. 05Risks & open pointsUncertainties and open items for next time.
03

The minutes

A few minutes after the appointment they are in the inbox and in the app. At the top the header with everything that belongs to traceability: time, source, participants separated into present and invited only — and the note that a language model took the notes.

protoki.com/meetings/…
Minutes readyNordwind LogistikMicrosoft Teams42 min

Quarterly review of the Bremen site rollout

Time:
14 Oct 2026, 10:00–10:42
Source:
Microsoft Teams
Participants (present):
Anja Petersen (internal) · Tobias Reuter (internal) · Miriam Kellner (external)
Invited — did not attend:
Lars Grimm (external)

TL;DR

The rollout in Bremen starts on 4 November, two weeks later than planned. The reason is the missing interface to the warehouse system. Nordwind provides a test environment by Friday; the budget stays unchanged.

Decisions

  • Rollout date moved to 4 November. [12:34]
  • The interface will initially be connected read-only. [24:07]

Tasks

  • Provide a test environment for the warehouse interfaceMiriam Kellner · by 17 Oct
  • Adjust the rollout plan to the new date and distribute itTobias Reuter · by 20 Oct
  • Agree training dates with the Bremen siteAnja Petersen · by 24 Oct

Note: AI-generated on 14 Oct 2026 — please review

Example rendering. The header is the same one every set of minutes carries. The timestamps behind the decisions lead back into the transcript.

04

What does not end up on the list

This is where notetakers differ. Turning every sentence beginning “I really should” into a task produces a list nobody works through. Protoki therefore goes through the tasks it found a second time and asks about each one: was this already settled during the conversation? Was it discarded? Is it there twice?

Whatever is filtered out comes with a reason and a source passage — nothing disappears silently.

protoki.com/meetings/…/aufgaben

kept

  • Provide a test environment for the warehouse interfaceMiriam Kellner · by 17 Oct
  • Adjust the rollout plan to the new dateTobias Reuter · by 20 Oct

filtered out

  • Send the quote to the Bremen site

    resolved in the meeting — “I already sent that out this morning.” [08:12]

  • Ask a second service provider about the interface

    discarded — Explicitly discarded during the conversation: “We are not doing that.” [19:45]

  • Update the rollout plan

    duplicate — Identical in substance to a task already kept.

Example rendering. On the left what remains. On the right what is dropped, with a reason. You can read up on every decision and reverse it by hand.

05

And then it goes out

Every internal participant receives the minutes by email — including those without a licence. Anyone who does not want the email switches it off in the settings and reads in the app.

Minutes: Quarterly review of the Bremen site rollout

Protoki

Quarterly review of the Bremen site rollout

14 Oct 2026, 10:00–10:42

TL;DR

The rollout in Bremen starts on 4 November, two weeks later than planned. The reason is the missing interface to the warehouse system. Nordwind provides a test environment by Friday; the budget stays unchanged.

Open action items

  • Provide a test environment for the warehouse interface (Miriam Kellner, by 17 Oct 2026)
  • Adjust the rollout plan to the new date and distribute it (Tobias Reuter, by 20 Oct 2026)
  • Agree training dates with the Bremen site (Anja Petersen, by 24 Oct 2026)

View minutes

These minutes were AI-generated — please review. This email was sent automatically by Protoki.

Example rendering. Delivery through a European mail service. The recording itself is deleted once the transcript exists — automatically or at the press of a button.

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