Site and Progress Meeting Minutes Agent
The Site and Progress Meeting Minutes Agent turns Teams recordings, transcripts or handwritten notes into structured minutes in your house template. It captures decisions, instructions, early warnings and actions with owners and due dates, and carries every open action forward into the next meeting's agenda so nothing slips between meetings.
Ideal forProject managers
The difference
From 3-4 hours per meeting to 30-45 minutes
Project managers get back half a day each week and minutes go out while decisions are still fresh.
Done by hand
3-4 hours per meeting
With the Vanine agent
30-45 minutes
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Minutes out while they still matter
Minutes that arrive a week later lose their value on site. The agent drafts them within hours, so instructions and actions are clear while the team still remembers the discussion.
A record that stands up later
Minutes are key evidence in extension of time claims, disputes and adjudication. Consistent, complete records of instructions, early warnings and delays protect your position.
Open actions that do not disappear
Every unresolved action rolls into the next agenda automatically, so repeat items get closed out instead of quietly dropping off the register.
Capabilities
Minutes and action registers issued the same day, carried forward automatically.
Built for principal agents, project managers, construction managers and site agents at South African contractors, developers and consulting practices who run site, progress and technical meetings.
Transcript to minutes
Converts recordings, transcripts or rough notes into clean minutes in your template: attendance, apologies, agenda items, discussion and decisions.
Action register
Extracts every action with owner, due date and status, and maintains a live register across the meeting series.
Agenda carry-forward
Generates the next agenda with meeting number, date and all outstanding actions updated automatically.
Contract notices flagged
Highlights discussion that may amount to an instruction, NEC early warning, JBCC or GCC notice or delay, so the principal agent can follow up formally.
Multiple output styles
Produces cleaned minutes, action-only summaries or high-level notes for the client, depending on the audience.
Distribution ready
Prepares the distribution list and a summary email, ready for the chair to send once approved.
How it works
From your systems to a result you sign off
The chair or principal agent edits and approves the minutes before they are distributed to the project team.
Connect the places your meeting records already live.
Teams recordings and transcripts, uploaded notes or audio, and the previous minutes and action register from SharePoint or Procore. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Microsoft Teams recordings and transcripts
- Procore and Aconex
- SharePoint project sites and document libraries
Runs when a Teams meeting ends or on request in Teams, Copilot Studio or OpenAI Frontier.
Draft minutes in Word, an updated action register in Excel and the next agenda, filed in the project's SharePoint site.
Step by step
- 01
The meeting ends and the recording or notes are saved.
- 02
The agent drafts minutes, decisions and actions in your house template.
- 03
It flags possible instructions, early warnings and delay events for follow-up.
- 04
The chair reviews, edits and approves the minutes.
- 05
Approved minutes are distributed and filed, and the action register is updated.
- 06
The next agenda is generated with all open actions carried forward.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Transcribe and structure the meeting"
- meeting
- Progress meeting 14
- template
- House minutes v2
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your meeting records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your meeting records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your meeting records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR MEETING RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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