Agendas & Notes
Every meeting in Takonaut has a collaborative agenda and a structured notes area. Both are built for real-time use during the meeting and for async preparation beforehand.
Agenda items
The agenda is a shared, ordered list of topics to work through during the meeting. Any participant can add, edit, or reorder agenda items — there is no single owner.
Adding agenda items
Open the meeting detail page and click Add agenda item. Give the item a title and an optional description. The item appears immediately for all participants.
Reordering
Drag and drop agenda items to reorder them. The updated order is visible to all participants in real time.
Marking as discussed
During the meeting, check off each item as you work through it. Checking an item marks it Discussed. Items that remain unchecked when you complete the meeting are carried over to the next instance automatically (see below).
Carry-over of undiscussed items (series only)
When you complete a meeting that belongs to a series, Takonaut inspects the agenda:
- Discussed items — stay attached to the completed meeting as a permanent record. They are not copied forward.
- Undiscussed items — are copied to the next meeting instance. Each carried item shows a “Carried from [date]” label so participants know it was deferred. The original item on the completed meeting is preserved for the historical record.
This ensures nothing falls through the cracks between sessions without any manual work.
Parking lot
The parking lot is a series-level holding area for topics that surface during a meeting but cannot be fully addressed at that moment. Parking a topic keeps it visible without polluting the current agenda.
Parking a topic
From the meeting detail page, click Park topic next to any agenda item or use the Add to parking lot button to enter a new topic directly. A parked topic is stored at the series level and is visible from the series page.
Pulling a topic into a meeting
From the Parking Lot section (on the series page or the meeting detail sidebar):
- Find the topic you want to address.
- Click Pull into meeting and select (or confirm) the target meeting instance.
- Takonaut creates an agenda item in that meeting pre-filled with the topic’s title and description and marks the topic as Pulled.
Pulled topics no longer appear as open parking lot items.
Dropping a topic
If a topic is no longer relevant, click Drop to close it without pulling it into a meeting. Dropped topics are hidden from the active list but retained in the series history.
Shared notes
The Shared Notes tab on a meeting detail page is a rich-text editor visible and editable by all participants. Use it to capture:
- Discussion summaries
- Key points and context from each agenda item
- Any information that participants should all be able to reference after the meeting
Shared notes are the source of truth for AI features — the summary, action extraction, decision extraction, and follow-up draft all read from shared notes (plus agenda items and decisions). See AI Features.
If the meeting was created from a template, shared notes start pre-filled with the template’s notes structure.
Private notes
The My Notes tab is your personal scratchpad for the meeting. Private notes are:
- Visible only to you — no other participant can read them, including the meeting organizer and org admins.
- Never sent to AI — the AI features operate strictly on shared content. Your private notes are excluded from every AI input, without exception.
- Stored per-participant, per-meeting. Each participant has their own private notes for the same meeting.
Use private notes for things you want to record for yourself: personal impressions, sensitive observations, reminders you want to act on privately.
Decisions log
The Decisions section captures formal outcomes — things the group explicitly agreed on during the meeting. Decisions are distinct from notes: they are structured, queryable, and surfaced in the AI summary and follow-up draft.
To record a decision:
- Click Add Decision in the Decisions section of the meeting detail page.
- Enter the decision text. Optionally link it to a specific agenda item.
- Save. The decision is visible to all participants immediately.
Decisions can be deleted (for example, if recorded in error) but not edited — to correct a decision, delete the old one and add a new entry.
Reviewing decisions
All decisions for a meeting are listed in the Decisions section of the meeting detail page. The AI summary groups them under a Decisions heading for easy review after the meeting.