AI minutes for board and committee meetings — a bilingual draft the secretary reviews
A draft, not a verdict
AI minutes are a starting point for the person who is accountable for the record, not a replacement for them. After the meeting, Khulasa writes the summary, lists what was decided, flags what was raised as a risk and assigns the action items to the people who took them on, in the language that dominated the room. What it produces is a draft the secretary reviews, not a verdict: the company secretary or minute-taker checks it against the recording, corrects names and figures, removes what should not be minuted and issues the final version through the company's usual process. Khulasa gives no legal advice and does not decide what a board is obliged to record; it makes the first pass faster and gives the reviewer a transcript with speaker labels and timestamps to check any line against. There is no live transcription during the meeting: everything is produced after it ends, so no text scrolls across the screen while the board is talking.
The transcript itself is the full text of the meeting as spoken, with speaker labels and timestamps, so a disputed sentence can be replayed rather than argued about. Click any line to jump to that moment in the audio.
Decisions, risks and action items with owners
Board minutes are judged on what was resolved, not on how long the discussion took. Khulasa pulls the decisions and the risks out of the transcript as their own lists, so nothing that was agreed gets lost in the narrative, and turns each commitment into an action item with an owner and a due date where one was mentioned. The summary is a clean, readable account of what was discussed, written in the language that dominated the meeting, and the action items are ready to share with the executives who own them — or to turn into Jira issues from the meeting page. A recurring audit or risk committee can be scheduled once, or picked up from a connected calendar with an auto-record rule, so the draft arrives after every session without anyone starting a recording by hand. The person who requested the recording receives the summary by email, and the whole team can be notified in the app.
- Summary — a clean, readable account of what was discussed
- Decisions and risks — what was agreed and what was flagged, as their own lists
- Action items — who does what, with an owner and a due date where one was mentioned
- Transcript — the full text with speaker labels and timestamps, in Arabic and English as spoken
Arabic and English in the same boardroom
Most boards in the region do not sit in one language. A chair may open in Arabic, the CFO may present the numbers in English and a director may switch mid-sentence. Khulasa transcribes both languages in the same meeting — even inside the same sentence — and keeps English company names, products and financial terms in Latin script instead of rewriting them in Arabic letters. Choose Auto-detect, Arabic + English, English or Arabic when you request the recording; the summary, decisions and action items come back in the language that dominated the conversation, so an Arabic board meeting gets Arabic minutes. We make no claim for specific dialects or for other languages, and the app itself is fully bilingual, with a right-to-left Arabic interface for the secretary who works in Arabic.
Who can see it
A board recording is more sensitive than a stand-up, and the access model is built for that. Every recording belongs to your organisation and is visible according to the rules you set: private to its owner, shared with a group such as the board secretariat, or open to the whole workspace, plus explicit per-person shares for a director who needs one meeting and nothing else. Organisation roles, workspace groups and per-recording sharing decide exactly who can see what, and members who are not on the list can request access rather than be handed a link. Each member sees only what their roles and groups allow, whether they are a viewer, a manager or an admin. Media is never handed out through a public storage URL — it is streamed through the API behind your session. Public share links stay off until an admin enables them, and expire by default. Recordings and transcripts are encrypted in transit (TLS) and at rest, and every organisation's data is strictly separated — your board's recordings never mix with anyone else's.
Retention, legal hold and deletion
Boards keep records for a set period and then dispose of them deliberately, and Khulasa follows that discipline rather than fighting it. You can set a retention window after which recordings are erased everywhere; place a legal hold on a single recording to exempt it from that window while a matter is open; redact email addresses and phone numbers before the analysis is stored; and delete anything permanently at any time. When something is deleted, the media is erased immediately; copies of the associated database records may persist in encrypted backups for up to fourteen days after deletion, after which they are erased. Every recording stays the property of your organisation, and your meeting content is not used to train AI models — training is opt-in, and it is off by default. A tamper-evident audit log records who did what, and can be exported as CSV.
- Retention window — recordings are erased everywhere once it passes
- Legal hold — exempts one recording from the window while a matter is open
- Redaction — email addresses and phone numbers removed before the analysis is stored
- Permanent deletion — at any time, by the people you allow
Recording openly
A board is entitled to know it is being recorded, and Khulasa never records silently. It joins as one extra participant, muted and with no camera, under a display name your organisation sets — the name is shown in the participant list and in the chat notice, and “(Recording)” is appended so nobody has to guess. As soon as it is admitted, and before it starts recording, it posts a notice in the meeting chat in English and then in Arabic, saying that the meeting is being recorded to produce a summary and linking to the published recording notice. On Google Meet the English message is also pinned where the client allows it, so a director who joins late sees it too. Anyone who would rather not be recorded can ask the chair to remove the bot, and the recording ends the moment it is removed. Khulasa does not use the recording feature built into Google Meet, Zoom or Microsoft Teams, so their native recording indicators are not shown; the named participant and the chat notice are the disclosure. If the host has turned off chat for participants, the notice cannot be posted and the recording continues, so in that case the chair should announce it. We recommend that the chair also mentions the recording when the meeting opens, and that you check your organisation's policy and local law before recording.
Read the recording noticeHow the bot joins and what hosts see
Long sessions and in-camera parts
Board days run long. A single capture runs for up to 4 hours on every plan, including the free one; a session that runs longer is captured up to that point, and the part that was captured is still transcribed, summarised and saved as normal. Only the minutes the room was actually occupied count against the requester's monthly allowance; if it is that allowance that will end the recording, the bot says so in the chat before it leaves, so the board is not caught out by the stop. For an in-camera session — a discussion the board does not want minuted, or an executive session without management — whoever is allowed to stop the recording can pause it from the dashboard without the bot leaving the meeting. A pause stops the encoder, so the paused span is absent from the file by construction: not muted, not frozen, simply not there, and not billed. The bot posts a short “paused” line in the chat when the pause begins and a “resumed” line before capture restarts, so the room always knows which state it is in. A single pause may hold the capture for up to 30 minutes, and all the pauses in one meeting for up to 2 hours in total; past either ceiling the recording ends normally, and what was captured before the pause is finalised and uploaded like any other recording.
On your own servers if required
Some boards cannot let a recording leave the company at all. Khulasa is available as a dedicated private cloud we run for you, hosted where you need it, and as an on-premise installation on your own hardware that can run with no outbound connection at all. Both replace the managed cloud models with self-hosted speech and language models, so board audio is never sent to a third-party AI provider, and both are quoted per organisation. The same bot joins Google Meet, Zoom and Microsoft Teams from inside that deployment. Every plan includes all three platforms, starting with Free — three seats and three recording hours per member, per month; Private Cloud and On-Premise come with unlimited hours.
Board meeting questions, answered
Should AI draft board minutes?
It can draft them; it should not issue them. Khulasa writes the summary, the decisions, the risks and the action items from the recording, and gives the reviewer a transcript with speaker labels and timestamps to check any line against. What it produces is a draft the secretary reviews, not a verdict, and Khulasa gives no legal advice about what a board is required to record or how minutes must be kept in your jurisdiction. The final minutes are issued by a person, through your company's usual approval process.
Can the transcript be kept for a set period and then erased?
Yes. Set a retention window on the organisation and recordings are erased everywhere once it passes; a legal hold exempts a single recording from that window while a matter is open, and anything can be deleted permanently at any time by the people you allow. Deleted media is erased immediately; copies of the associated database records may persist in encrypted backups for up to fourteen days after deletion.
Are bilingual Arabic and English board meetings supported?
Yes. Khulasa transcribes Arabic and English in the same meeting, including sentences that switch between the two, and keeps English names and terms in Latin script. The summary, decisions and action items come back in the language that dominated the meeting, so an Arabic board meeting gets Arabic minutes. The minutes are produced after the meeting ends, not live, and we make no claim for specific dialects or for other languages.
Can we pause the recording for an in-camera session?
Yes. Anyone who is allowed to stop the recording can pause it from the dashboard, and the bot stays in the meeting; nothing is captured while paused, the paused span is absent from the file and is not billed, and the bot posts a “paused” and later a “resumed” line in the chat. A single pause can last up to 30 minutes and all pauses in one meeting up to 2 hours in total; past that the recording ends normally with what was captured before the pause.
Can the bot join a meeting run by an external company secretary?
Usually, yes. On Microsoft Teams the bot joins as an anonymous guest and the organiser on their side admits it from the lobby, as long as that organisation allows anonymous guests, which is the usual setting. On Zoom it joins as a browser guest with the invite link. On Google Meet it joins from its own Google account and the host admits it; a meeting restricted to a single Google Workspace organisation refuses outside accounts and cannot be recorded. Tell the organiser in advance that Khulasa will ask to join, and check your policy on recording meetings with external parties.
Can it run on our own servers?
Yes. On-Premise installs the same system on your own hardware, able to run with no outbound connection at all, and Private Cloud is a dedicated, isolated deployment we run for you, hosted where you need it. Both use self-hosted speech and language models, so board audio is never sent to a third-party AI provider, and both are quoted per organisation.