Global

AI in meetings: Note-takers, transcripts and summaries used fairly and lawfully

A ready-made course you customise for your organisation, with a live session deck and two surveys. You only add the 9 details that are specific to your organisation.

See the live deckSee the full outline
Try the coursePreview the survey
Length
30 min
Lessons
6 lessons
Frequency
When an AI note-taker is rolled out, at hire
Last reviewed
21 Oct 2026
Grey areas: guests, grievances and engagement scores
What would you do?

An external client asks you to switch the note-taker off

Try it: this is one of 15 interactive activities in the course.

What's included

Three pieces that work together

Copy once, get everything. Learners prepare on their own, you answer questions live, and the surveys tell you what stuck.

Self-paced course

Short lessons with real workplace scenarios, not walls of text.

  • 6 lessons, about 30 minutes
  • Scenario, accordion, timeline, flashcards and quizzes
  • 10-question final check, 80% to pass

Live session deck

An AhaSlides presentation to run after the course, in person or online.

  • 10 slides
  • Quiz, poll, word cloud, scale slides
  • A closing slide for your contacts

Two surveys

Find out what landed, and whether people use it on the job.

  • Post-course feedback, about 2 minutes
  • 30-day check-in
  • Anonymous by default
  • Results feed your next refresher

Learning objectives

At the end of this course, learners can

Each objective and the lesson that covers it.

IDObjectiveSourceWhere it's covered
TO 124.0Achieve ≥ 80% on the final assessment-Whole course
SO 124.1Explain to participants when a meeting is recorded, transcribed or summarised by AI + your infoGDPR Art. 5 (transparency, purpose limitation)Whole course
SO 124.2Check and correct an AI meeting summary before it becomes the recordGDPR Art. 5 (accuracy)Whole course
SO 124.3Decide when not to use an AI note-taker: sensitive HR, legal or health discussions + your infoOrganisation's meeting AI policyWhole course
SO 124.4Recognise why 'sentiment' or engagement scores on people can be prohibited in the workplaceEU AI Act Art. 5(1)(f) (see verification list)Whole course
SO 124.5Use AI captions and summaries as accessibility supportBest practiceWhole course

Your part: what a template can't do for you

  • Your workplace details: fill in the 9 highlighted fields so the course describes your own policies, contacts and locations.
  • Records: record completion in your own LMS or record system.

Course outline

6 lessons, about 30 minutes

Minutes per lesson are an estimate, shared out by page count.

ContentInteractiveVideoYou customise
1

When an AI summary gets it wrong

3 pages

6 min
Before you beginNoteList
The decision nobody madeTextImageTimeline
What went wrongFlashcardsKey factQuiz
2

What meeting AI does and what is off-limits

3 pages

6 min
What it doesTabs
What is off-limitsAccordionYour infoNote
CheckMulti-select quiz
3

Before, during and after: the meeting process

3 pages

5 min
Three stagesProcessYour infoYour info
Appropriate or not?Sorting activity
Fix the summaryChecklistQuiz
4

Grey areas: guests, grievances and engagement scores

3 pages

5 min
The guest who objectsScenario
The grievance meetingScenarioYour info
The engagement scoreScenarioYour infoQuiz
5

Checklist, transcript ownership and retention

2 pages

4 min
Who owns whatAccordionYour info
Meeting checklistChecklistMatching quiz
6

Final assessment and acknowledgement

Assessment

4 min
Final check10 questions80% to passCompletion page

Live deck and surveys

10 slides to run live, two surveys to close the loop

Pink slides are interactive. Both surveys are anonymous; pink questions are written for this course.

ContentTitle and agenda
PollHas an AI note-taker joined a meeting you attended?
Word cloudWhat would you not want an AI to write down?
QuizAn external guest asks you to switch the AI note-taker off. You…
Content · customiseBefore, during, after in three lines {{PARTICIPANT_NOTICE_WORDING}}
QuizWhich line in this invented AI summary is wrong?
ScaleHow confident are you correcting an AI summary before it goes out?
Open-endedA meeting where you would never want AI listening
Q&AAsk the trainer anything
Content · customiseClosing {{AI_HELP_CONTACT}}, {{SURVEY_1_URL}}, {{SURVEY_2_URL}}
Post-course feedback: 10 questions, about 2 min
  1. Overall rating 5 stars
  2. Relevant, realistic, right length, helpful activities agree/disagree grid
  3. What was most useful? multi-select
  4. Confidence before this course, and now 1-5 scale
  5. Which AI meeting features do you use? multiple choice
  6. Do you tell participants before AI records or summarises a meeting? multiple choice
  7. How confident are you correcting an AI meeting summary? 1-5 scale
  8. One thing we should change or add open text
  9. Would you recommend this course? NPS
30-day check-in
  1. Have you used what you learned since the course? multiple choice
  2. How confident are you today? Compare with day 1 1-5 scale
  3. A moment where the training helped, or where you weren't sure open text
  4. Which topics should the next refresher focus on? ranking

Results show whether people use the training on the job, not just whether they finished it.

Make it yours

9 fields to fill in, and you're ready

Everything else is done. These are the details only your organisation knows; each one is highlighted inside the course.

  • Policy on AI note-takers{{MEETING_AI_POLICY_LINK}}
  • Wording for invitations and opening statements{{PARTICIPANT_NOTICE_WORDING}}
  • Where transcripts live and for how long{{TRANSCRIPT_STORAGE}}
  • Where transcripts live and for how long{{TRANSCRIPT_RETENTION}}
  • How grievance and disciplinary meetings are recorded{{HR_MEETING_PROCEDURE}}
  • Contact, surveys, completion record{{AI_HELP_CONTACT}}
Show all 9 fields
  • Contact, surveys, completion record{{SURVEY_1_URL}}
  • Contact, surveys, completion record{{SURVEY_2_URL}}
  • Contact, surveys, completion record{{LMS_OR_RECORD_SYSTEM}}

FAQ

Common questions

Can I run AI in meetings: Note-takers, transcripts and summaries used fairly and lawfully training online?

Yes. The course is self-paced and online, and the live deck lets you add a live session in the room or online.

How often is this training needed?

When an AI note-taker is rolled out, at hire, and annually.

Who needs this training?

Staff and managers who run or join online meetings with AI note-takers or summaries; run by HR, IT or L&D.

What records should I keep?

Record completion in your own LMS or record system, so you can show who finished the course and when.

Can I edit the content?

Yes, everything. Change the wording, swap scenarios for ones from your workplace, add your logo, or remove parts that don't apply.

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Ready to run it?

Open the live deck to see how the session runs alongside the course and both surveys.

See the live deck