Meeting AI Summary

The AI Summary tool lets admins generate written reports from one or more meeting series. It reads the completed meeting records for a date range and produces a structured, narrative-style summary — covering attendance trends, field data, topics discussed, and any outstanding action items.

AI Summary is available to admins and owners only. It lives inside the Meetings portal behind the AI Summary button.

Running a one-time summary

1. Open Meetings → tap AI Summary
2. In the Inputs tab, select one or more meeting series to include
3. Set the timeframe:
   • Last N days — choose a window (1–90 days) ending today
   • Custom — pick a specific start and end date
4. Optionally add custom instructions for any series
5. Tap Run Once

The summary appears in the History tab when complete.

Scheduling automatic summaries

Rather than generating summaries manually, you can schedule them to run automatically on a recurring basis.

1. On the Inputs tab, select the series and timeframe you want
2. Check Add as Scheduled Task
3. Fill in the schedule details:
   • Name — a label for this scheduled task (e.g. "Weekly Drilling Update")
   • Frequency — Weekly, Bi-weekly (every 2 weeks), or Monthly
   • Day — which day of the week (or day of the month for monthly)
   • Time — hour to run, in Mountain Time
4. Add any custom instructions for each series if needed
5. Tap Run Now and Schedule

This runs the summary immediately using the current settings and saves the schedule for future automated runs. Scheduled tasks run automatically at the configured time — no manual action needed.

Managing scheduled tasks

The History tab shows all active scheduled tasks in a panel at the top.

Each task shows the series included, frequency, schedule timing, and when it last ran.

From each task you can:

• Run Now — trigger the task immediately outside its regular schedule
• Edit — load the task's settings back into the Inputs tab so you can change the series, timeframe, frequency, timing, or instructions. The run button changes to Save Settings. Tap it to apply your changes; tap Cancel to discard
• Delete — permanently remove the scheduled task (completed summaries in History are not affected)

History tab

All completed summaries — whether run manually or by a schedule — appear in the History tab below the scheduled tasks panel.

Each entry shows:

• The date range covered
• Which series were included and how many events were found
• The trigger type: Scheduled (purple) or Manual (blue)
• For scheduled runs: the name of the scheduled task that generated it
• The date it was generated

Tap any entry to expand it and read the full report. From the expanded view you can:

• Copy the full text to your clipboard
• Delete the summary record
• Edit the instructions for the associated schedule (scheduled summaries only — see below)

Custom instructions

Custom instructions let you shape what the AI focuses on for each meeting series. Each series has its own instruction field; they're optional.

Effective instructions are specific and directive:

• "Focus on meterage drilled and any equipment downtime. Skip attendance commentary."
• "Highlight any unresolved safety observations. Keep the summary under 200 words."
• "Note if the pump inspection fields were not completed."

Instructions are passed directly to the model alongside the meeting data. They don't replace the report structure — they refine what gets emphasized or omitted.

Where instructions are saved

The behavior depends on how you're running the summary:

Mode	Where instructions are saved
Run Once (no schedule)	Used for that run only — not saved anywhere
Run Now and Schedule (new task)	Saved with the scheduled task, used on every future run
Edit scheduled task	Saved with the scheduled task when you tap Save Settings
Inline edit from History	Saved directly to the schedule from the completed summary view

Editing instructions from a completed summary

When you expand a scheduled summary in History, a Refine instructions for next run section appears at the bottom. You can edit the instructions for each series directly there and tap Save to schedule — no need to navigate back to the Inputs tab.

This is useful when reviewing a summary and immediately noticing what the next one should do differently.

Most Recent Submission

The Most Recent Submission field lets you provide the previously published summary for a meeting series so the AI can produce a content update rather than starting from scratch.

Paste the last summary into this field before running. The AI will:

• Incorporate new developments from the current reporting period
• Remove or supersede items that are resolved or no longer relevant
• Carry forward ongoing context that still applies

The result is an updated summary that builds on what was already written — not a reformatted copy.

INFO

The Most Recent Submission field is used for that run only — it is not saved with the scheduled task. Paste it fresh each time you want this behaviour.

Background context

When generating a summary for a given date range, the AI also reads an additional 30 days of meeting data before that range as background context. This means ongoing situations, recurring patterns, and multi-week trends are visible to the model even if they started before the reporting period.

The background data is marked separately from the reporting period — it informs the summary without being counted as part of the reported timeframe.