Hosted in Frankfurt · European AI models

Meetings that write their own minutes.

Protoki joins your appointments in Microsoft Teams and Google Meet, takes notes, recognises who said what and delivers minutes with tasks. Without your conversations leaving European jurisdiction.

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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

Why Protoki

“GDPR-compliant” is written on many providers’ websites. With most of them the analysis still runs through a US language model.

Protoki uses European providers for transcription and analysis. Database and files are held in Frankfurt, delivery runs through a European mail service. We do not ask your IT for weakened security settings and no password for a robot account — unlike some competitors. What exactly we process and for how long is set out in the privacy notice.

Set up in three steps

  1. 01

    Connect the calendar

    One click with the Microsoft account. Protoki recognises your online appointments and joins automatically — you configure nothing.

  2. 02

    Let it take notes

    The bot is visible as a participant and announces itself in the chat. If several colleagues are in the same appointment, still only one bot joins.

  3. 03

    Receive the minutes

    A few minutes later: transcript with speaker names, minutes following your template, tasks with an owner — by email and in the app.

This is what it looks like

No training course, no project. Your appointments are in one list, the minutes sit with the appointment, and the recording disappears as soon as it is no longer needed.

protoki.com
Company: allPeriod: 30 days85 meetings

  • Quarterly review of the Bremen site rollout

    Today, 10:003 participantsNordwind Logistik

    Minutes

  • Weekly engineering sync

    Today, 09:156 participants

    Minutes

  • Intro call with Fährdienst Ostsee

    Yesterday, 16:304 participantsFährdienst Ostsee

    processing

  • Review of the privacy notice

    Yesterday, 11:002 participants

    Minutes

  • Jour fixe with Nordwind

    Mon, 14:005 participantsNordwind Logistik

    bot will join

Example rendering. Every meeting on one page, filtered by company. Protoki recognises the company from the email domains of the participants — you maintain no folders.

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. The second pass: on the left what remains to be done — on the right what is dropped, with a reason, because it was already settled or discarded in the meeting.

See a complete example — from the transcript to the task

What Protoki does differently

Tasks without the noise

A second pass checks every task that was detected: whatever was already settled in the meeting does not end up on the list. Precisely the weakness Fireflies users complain about.

Who said what

Speaker recognition for German and English. For recordings without a bot you assign speakers once — the name is carried over everywhere. Full recognition quality applies in every plan; we do not offer a deliberately worse tier as a cheap entry point.

Listeners pay nothing

Only the people who have meetings recorded need a licence. Everyone else reads minutes, searches them and picks up tasks — any number of colleagues, at no extra charge.

Sorted by company

Protoki recognises from the email domains of the participants which company a meeting was about, and marks the meeting automatically. Filter instead of maintaining folders.

Audio is deleted

As soon as the transcript is there, the recording disappears — automatically or at the press of a button. What you do not store cannot leak.

Open interface

Export as Markdown and PDF in every plan, and from the Pro plan onwards a documented REST interface with an OpenAPI description. Your minutes belong to you — machine-readable too, and also when you leave.

Your next meeting writes itself.

We set up your organisation — usually within one working day. After that you only have to talk.

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