Meeting preparation, follow-up, and Granola

This guide helps you get more from each meeting. You'll learn how to prepare using what's already known about a customer, take your own notes, ask Orbit questions about past meetings, and turn promises made in the meeting into tasks. It also covers importing notes from Granola.

Before you begin

• Set up meeting notes first. Most tools here work on meetings recorded by the Spacebrain notetaker or imported from Granola.
• Link meetings to the right CRM records so Spacebrain can find useful history. See "Link a meeting to CRM records" below.
• Orbit is Spacebrain's AI assistant. If you see Orbit is unavailable for this workspace., Orbit isn't turned on for your workspace.
• To create tasks from a meeting, you need edit access to CRM, Calendar, and Tasks.

Link a meeting to CRM records

Spacebrain matches attendees to CRM contacts automatically. When a meeting is about a specific opportunity, link the deal yourself.

1. On Calendar → Meeting Notes, find the meeting and choose Linked records.
2. Under Record type, choose Deal, Person, or Company.
3. Search in Find a record, pick the record, and choose Link selected record.

Each link shows whether it was a Matched attendee or Selected by a team member. Choose Unlink to remove a wrong match.

Prepare for a meeting

1. On the meeting, choose Meeting context.
2. Open the Before tab. It shows:
   • Current customer context: the linked records, including the deal's Current stage: and Current close date:.
   • Recent linked conversations: recent Inbox threads.
   • From earlier meetings: short excerpts from past meetings. Choose Open source to see where each came from.
   • Open commitments now: tasks that are still open.
3. Read Next useful step at the top for a suggested focus.
4. Choose Refresh context if the meeting is a while away and things may have changed.

Prepare with Orbit

In the same dialog, under Ask Orbit:

1. Pick a Preparation template, or leave Your default preparation.
2. Choose Prepare with Orbit.

Orbit writes a briefing from current CRM facts and past conversations. It lists its sources and keeps facts separate from open questions. Check anything important against the source before you rely on it.

Ask Orbit about past meetings

1. Open Meeting context on any meeting.
2. Under Question scope, choose This meeting, Earlier linked meetings, or all meetings for the linked record.
3. Type a Question, for example "What did they say about the delivery deadline?" or "Which competitors came up?".
4. Choose Ask Orbit.

Orbit answers in the chat and cites the meetings it used. Narrow the scope to get a more focused answer.

Take notes in the notepad

The notepad is your own space for notes during or after a meeting.

1. On the meeting, choose Open notepad.
2. Write in Personal notes. These are private to you.
3. Use Enhanced notes for a cleaner version. These are private until you share them.

Your notes save automatically as you type. The status shows Saving…, then Saved. If you lose connection, your draft stays in the browser tab and you see Not saved. Your draft is kept in this tab. Choose Retry save. Choose History to see or restore earlier versions.

Improve your notes with AI

1. In the notepad, pick a Meeting template.
2. Optionally tick Use my personal notes to guide this private preview.
3. Choose Review enhancement cost, check the credits, and choose Generate preview.
4. Compare the preview with your notes. Choose Keep my edits or Use preview as private notes.

Your notes are never replaced without your say-so. If the preview fails, any charge is refunded and your notes are kept.

Share your enhanced notes

Choose Share selected notes. Check the text in Share this enhanced note, then choose Share this text. Workspace members who can see the meeting will see exactly that text. Choose Make private to stop sharing.

Create your own templates

Templates control how preparation briefs and summaries are laid out.

1. In the notepad, choose New template.
2. Enter a Template name, for example "Discovery call".
3. Under Use this template, choose Before the meeting (for preparation) or After the meeting (for notes and summaries).
4. Pick a Writing style and tick the Sections you want. Before-meeting sections include Meeting objective, Discussion topics, Questions to ask, and Preparation checklist.
5. Add Additional guidance, for example "Keep it under one page".
6. Optionally make it My default. If you manage templates, you can also make it Available to the workspace.
7. Choose Save template. Saving is free.

Before-meeting templates appear under Preparation template in Meeting context. After-meeting templates appear in the notepad and in Granola analysis.

Turn commitments into tasks

After the meeting, Spacebrain lists promises it found, such as "We'll send pricing by Friday".

1. Open Meeting context and choose the After tab.
2. Under Review commitments, read each item, with its Stated owner: and Stated due date:. Open Supporting evidence to check the exact words used.
3. Choose Review task.
4. Check the Task title. Under Commitment belongs to, choose Our team or The customer. Only your team's commitments can become tasks.
5. Set Assign to and the due date. Tick I reviewed the due date and time, or Create without a due date.
6. Tick Publish this task to the workspace Task Manager.
7. Choose Create task. To ignore an item, choose Dismiss commitment.

What you should see: the item shows the task's status and due date, with Open task. The task appears in Tasks.

Choose Prepare follow-up with Orbit to have Orbit draft a follow-up email, tasks, or CRM updates. Orbit doesn't send anything; you review every item first.

Import notes from Granola

If you use Granola, you can bring its summaries and transcripts into Spacebrain. You need a Granola Business or Enterprise plan. Imported notes are private to you.

Connect Granola

1. In Granola, create an API key (in Granola, go to Settings → Connectors → API).
2. In Spacebrain, open Calendar → Meeting Notes, go to From Granola, and choose My Granola connection.
3. Paste the Granola API key and choose Connect my Granola.

Import notes

1. Choose Choose notes.
2. Choose Import next to each note you want. You can import up to 100. Private scratch notes aren't included.
3. Choose Open Meeting Notes to see them in From Granola.

Keep notes in sync

1. Choose Sync settings.
2. Tick Keep imported notes up to date automatically.
3. Under Automatically import from folders, choose up to 20 Granola folders.
4. Optionally tick Match attendees to CRM contacts using Customer Memory settings.
5. Choose Save sync settings.

The panel shows Last sync:. If it says Sync needs attention, reconnect Granola.

Work with an imported meeting

Each imported meeting has Transcript, My notes, CRM links, Context & Orbit, and Open Granola. To get a Spacebrain summary, choose Analyze with Spacebrain, pick a Summary template, choose Get credit quote, then confirm. Recording credits aren't charged for imported notes.

To disconnect, choose Disconnect… and confirm Disconnect Granola. This removes the imported copies from Spacebrain. Your originals stay in Granola.

If something goes wrong

• Open notepad is missing. The meeting must be linked to a CRM meeting record first.
• "No permitted earlier excerpts were found." Link the meeting to the right person, company, or deal, then choose Refresh context.
• "A newer version needs review." Someone else saved a change. Choose Compare versions, then Use saved version or Keep my draft.
• Create task is greyed out. Tick the review boxes and Publish this task to the workspace Task Manager. You also need edit access to CRM, Calendar, and Tasks.
• Granola won't connect. Check that the key is correct and that your Granola plan is Business or Enterprise.

FAQ

Can I use one template for both preparation and summaries?

No. Each template is either Before the meeting or After the meeting. Create one of each if you need both.

Can a customer's promise become a task?

No. Choose The customer under Commitment belongs to to keep it as a customer commitment. Only your team's commitments become tasks.

Are imported Granola notes shared with my team?

No. They stay private to the person who connected Granola.

Next step

Plan the follow-up work in daily planning.