Record a Client Meeting
Every file note and client email in Claras starts with a meeting. The meetings page bring together Clarity+ insights, the agenda, and recording tools so you can guide the conversation and capture what was said. It’s designed to make meetings easy to prepare for and efficient to run.
This page covers:
Scheduling a client meeting
Preparing for the meeting
Recording in-person, virtual or phone meetings
Creating the file note
Schedule a meeting
Use the Schedule page to see upcoming meetings, and review past ones. Scheduling is best for client reviews, strategy sessions, or any meeting you want to plan ahead for.
To schedule a meeting:
Go to Meetings → Schedule and click New Meeting.
Click New Client to create a new client, or select a client if they're already in Claras.
Choose the template that best fits the meeting type.
Select the facilitator.
Confirm the date and time.
Click Create Meeting.
For ad-hoc conversations, you can also create a new meeting straight away. These quick methods create a meeting with the current date and time:
Clients page – click the 3-dot menu next to a client, then select New meeting and choose the meeting type
Client profile – click New meeting and choose the meeting type
Meeting templates define the agenda, file note, and client email structure. To customise them, go to Templates → Meetings.
Meeting Preparation
Once created, you’ll land on the meeting preparation page. This gives you a clear picture of the client’s situation and a structure to follow, so you can run the meeting with confidence.
What you'll see:
Clarity+ summary on the left – summarising financial and personal details. This will be blank if it's a new client.
Agenda on the right – use this to help guide the conversation.
Recording tools at the top – to capture the conversation.
Notes under the agenda – to add context, clarify names, or capture post-meeting notes.
Advisers typically keep this page open on their laptop during face-to-face meetings, or on a second monitor during virtual meetings.
To adjust the meeting:
To edit the client, meeting type or time - click the 3-dot menu in the top right
To edit the agenda - press Enter for new items, Tab to indent and Shift-Tab to unindent items
Each file note in Claras has a status so you can see at a glance where it’s up to:
Draft – the meeting has been created but not yet processed
Processed – the draft file note and client has been created and is ready for review
Finalised – you’ve reviewed and confirmed the file note is accurate
Record the meeting
Recording your meeting lets you focus on the client, knowing Claras will capture the detail and key actions. When you've finished the meeting, Claras will process it and create:
A file note for review
A client email draft
A searchable transcript
External bluetooth mics can help in noisy environments or the boardroom
Recording in-person meetings
Open the meeting in Claras and click Live Recording, or use your phone’s voice memo app and upload the file later.
How-to
Open the meeting and click Live Recording
Click Start Transcription
Allow Claras to use the microphone
Test by saying a few words - you'll see the live transcription on-screen
If you need to pause the transcription, refresh the page, then click Resume
When the meeting's finished, click Stop & Finalise Transcript
Set the number of participants to help Claras assign speaker labels
Click Start Processing to create the file note
Recording virtual meetings
Record using Microsoft Teams, Zoom, or Google Meet, then import the recording into Claras.
How-to: Microsoft Teams
Connect your Teams account for one-click import of meeting recordings.
Record the Teams meeting - click More > Start recording
When you end the meeting, the recording will save automatically
Open your meeting in Claras and click Upload Recording > Microsoft Teams
Select the meeting - if the recording isn't available, wait until Teams finishes saving
Click Done to import
Set the number of participants to help Claras assign speaker labels
Click Start Processing to create the file note
How-to: Zoom, Google Meet and other video platforms
Record the meeting in your preferred platform
Zoom: Enable cloud recordings in settings, then record your meeting
Google Meet: Enable recordings in settings, then record your meeting.
End the meeting and save the recording to your computer
Open your meeting in Claras and click Upload Recording > Audio or video files
Upload or drag and drop your recording
Click Done
Set the number of participants to help Claras assign speaker labels
Click Start Processing to create the file note
Recording phone calls
Record using your phone’s built-in recording feature, then send the recording to Claras using the mobile app. Before you start, download the Claras app for iOS or Android.
How-to
Record the call
iPhone:
Start your call then tap the record icon at the top left of the screen (how-to)
Calls are saved to Apple Notes
Open the Note to access and share the recording
Android:
Many Android phones now include a built-in call recording feature within the Phone app, or you can use the Google Voice app
Set your phone to record calls (how-to)
Access and share the recording from Recent calls
Send the recording to Claras
In Claras, open the meeting
Click Upload Recording > Claras app to display the QR code
On your phone, share your meeting recording to the Claras app
In the Claras app, click Scan QR code
Scan the QR code to send the recording to Claras
Click Done
Set the number of participants to help Claras with speaker recognition
Click Start Processing to create the file note
Alternative methods:
Place the phone call on speaker and record directly into Claras using live recording
Dictate your summary into Claras after the meeting using live recording
Create the file note and client email
Once your meeting is finished and you click Start Processing, Claras begins creating the file note. This is a multi-step process designed for accuracy and consistency.
Here’s what happens behind the scenes:
Transcription – Claras transcribes the recording into text, separated by speaker
Speaker assignment – each line of dialogue is matched to the right participant, so you know who said what
PII protection – sensitive client information (such as name, address, TFN, account numbers, or other identifiers) is automatically redacted before being passed to AI models
Processing – the transcript, any notes you added, the meeting template, and details from your practice profile are brought together to build the draft file note
Outputs created – you’ll receive a file note for review, and a client email summarising the discussion
Processing takes just a few minutes, depending on the length of the meeting recording.
Next
Review your file note and client email.
Last updated 24th August 2025 by Stuart