The meetings system
The meeting that is not forgotten a week later
Every meeting opens with the same question: "so, where did we get to?" — and twenty minutes go into reconstructing what was said. The meetings system in Diwan is built to make that question meaningless: the previous session is written down, its decisions are attributed, and its items have already become tasks with owners.
What works today
-
A transcript that knows its speakers
Upload the session recording and it comes back as text that knows who said what and when. Name the speakers once and the text is rebuilt with their names, and the minutes draft is written from it.
-
Minutes drafted on your template
Four ready templates — formal, executive summary, brief, and committee item-by-item — and your organisation may copy one and edit its sections. The draft is reviewed before it becomes the minutes.
-
An agenda before the session
Ordered items everyone sees before they walk in, so the meeting does not open by deciding its own priorities.
-
Minutes during the session
Written on the same screen everyone is looking at, not in a file someone writes two days later in their own style.
-
A searchable decision log
A decision not written somewhere you can return to is not a decision. Here each one has its text, its date and its meeting.
-
Recurring series
A weekly or monthly meeting created once, where an edit touches only the future and never rewrites what already happened.
-
Invitees, guests and attendance
Members from your organisation and guests from outside it, with attendance recorded by name rather than as a count.
-
Calendar and link
An ics export that works with every calendar, an optional per-organisation Google Calendar connection, and a meeting link that opens and closes with the session.
Decisions this screen was built on
Attendance and timing are never written by the machine
When the minutes are drafted automatically, the meeting details, attendance and agenda are filled from platform records and never shown to the model at all. The most dangerous thing a set of minutes can invent is the name of someone who was not there, because it is read as testimony and quorum rests on it — and withholding the question is sounder than correcting the answer.
Editing a series touches only the future
Many tools edit the whole series and so rewrite meetings that actually took place and already have minutes. For us the past is a document, not a schedule: changing the time or the attendees applies to what has not happened yet, and what happened stays as it happened.
A guest is not a user
Someone invited to one specific session attends by link — no account, no seat on your plan, no access to anything else. Demanding an account from every guest turns an external meeting into administrative overhead, so it gets held outside the tool and its record is lost.
Time is declared, not inferred
Teams are spread across countries, and a meeting time is shown with its reference stated explicitly. A meeting whose time is misread once costs the tool all of its credibility.
The thread that makes it one product
Separate tools force you to be the thread: you copy an item from the minutes into the task app, upload the file to a third folder, then hold the connection between them in your head. And when the person who remembered leaves, the connection leaves with them.
- Tasks An action item crosses from the minutes into the task board with a named owner, a date and a status — and stays linked to its source, so "where did this task come from?" always has an answer.
- Knowledge Center A file does not live alone: it is linked to the meeting where it was discussed, the decision it produced and the task it was attached to. Whoever joins a year from now finds the context, not just the file.
- Capabilities Exactly what works in Diwan today: three systems on one record — the meeting knows its tasks, the task knows its minutes, and the file knows its decision.
Questions about meetings
Is there a cap on meetings?
No, on every plan including the free one. Their marginal cost to us is zero unless they are transcribed, and a tool that charges you by the number of meetings you hold pushes you into not documenting some of them.
Where is the recording stored, and who can reach it?
On our servers, outside any public path. It leaves only for the transcription service, over a temporary link that is revoked the moment the job finishes. It is deleted automatically a month after transcription and its text remains, and you may delete it at any time.
Can we invite people from outside the organisation?
Yes, as guests: they receive the time and the link, have no account, and take no seat on your plan.
What happens to action items in the minutes?
They cross into the task board with a named owner, a date and a status, and stay linked to their minutes. They can also be extracted automatically from the text of the minutes for you to review before you accept them.
Ask us about your specific case
We run one session with you in under an hour, and we will tell you plainly if Diwan is not right for you.
Start free