The AI summary
When the summary is on, Collabase asks the AI model for a short summary each time a meeting ends, and puts it at the top of the meeting note under Summary, marked Created by Collabase AI. Everything else in the note is written from the recorded data, not by the AI, so the AI cannot add or drop a decision.Switch it on
1
Set up a language model
The summary uses the instance’s language model. If none is configured, set one up first under Admin → Settings → AI settings → Language model. See AI configuration.
2
Open the Meetings settings
Go to Admin → Settings → AI settings → Meetings. Only instance administrators can open it.
3
Check where the data goes
The page shows the Provider, the Model and Data goes to, for example your own server, Infomaniak in Switzerland, or a provider that usually processes data in the USA.
4
Switch it on
Turn on AI summary in the meeting note. Switching it on or off is recorded in the audit log.
What is sent and what is not
Name masking covers the people who belong to the meeting: participants, the organizer and people responsible for tasks. It replaces full names, first names and last names of three letters or more. Names of other people that appear in notes, such as a customer contact, are not recognised and are sent as written. Keep that in mind when you write notes in a meeting with AI summaries switched on.
The model gets no tools and no access to Collabase. It receives the text, returns a summary of at most 1,200 characters, and that text is inserted as plain text. Instructions hidden in an agenda item cannot make it do anything else. The request is not stored; Collabase keeps only the number of tokens used.
Who pays for it
The summary is written on behalf of the organizer. It counts against the organizer’s AI limits and requires that the organizer may use CollabaseAI. See Setting a ceiling.When there is no summary
If the summary is switched on but cannot be written, the note is written anyway, and the Summary section says why:
When the switch is off, the note has no Summary section at all.
After a reopened meeting is closed again, an addendum gets no new summary. A note that nobody edited is written again as a whole, with a new summary.
AI order for open topics
Find open topics works without AI. With AI order for open topics switched on, Collabase asks the model to order the list and to give each topic a short reason, in the language of the person asking.
The list contains only topics the person asking may see, so the model sees nothing more. The answer is checked: the model can reorder the list, but it cannot add or remove topics. It runs on the asking person’s AI budget and requires that they may use Collabase AI.
If the order cannot be made, the list comes unordered with the reason: no AI provider, no access to Collabase AI, budget used up, or the provider did not answer in time.
AI briefing before a meeting
Your briefing on a meeting that is still ahead works without AI: it lists the agenda with the expected start of each item, marks your own items, links the work items and pages attached to them, and lists your open tasks from earlier meetings of the series. With AI briefing before a meeting switched on, Collabase AI adds an overview and a short summary of what you should know per item. The briefing is written from what you may see and only for you. Two people asking for the same meeting can get different briefings, because one may open a page that the other may not.
The briefing is not saved. Leaving the page forgets it, and Prepare again writes a new one. It runs on your AI budget and requires that you may use Collabase AI. If it cannot be written, the list stays and says why there is no summary.
Tasks and decisions found in the notes
With AI finds tasks and decisions in the notes switched on, Collabase AI reads the notes of every meeting that ends with notes. Shortly after, the organizer and co-organizers see Found in the notes on the meeting page: tasks, decisions and information that the notes mention but nobody recorded.
Nothing is added on its own. Add turns a suggestion into a task or information on its agenda item, or into a decision. It completes the closed meeting without reopening it; this is recorded in the audit log, and the meeting note is updated, rewritten if nobody edited it, otherwise with an addendum. Dismiss removes a suggestion for good. A responsible person is only filled in when the notes name one of the participants. An added task becomes a task on the meeting; to turn it into a work item, reopen the meeting.
The detection runs on the organizer’s AI budget. If it cannot run, the meeting simply shows no suggestions.
Private meetings
A meeting with visibility Private is visible only to the people invited to it. Access to its space does not reach it, and neither do space or instance administrators. Its decisions appear in the decision register only for the invited people, and its published note can be read only by the people who took part. Access is checked per date. Someone invited to one date of a private series sees that date, not the dates they were not invited to.Personal data in Meetings
Meetings, their agenda, outcomes, decisions and meeting notes stay until someone deletes them. Only drafts and cancelled one-off meetings can be deleted; a meeting that took place stays with its decisions. Deleting a space deletes its meetings with it. A meeting note is a page and follows the space’s page rules.
When an administrator deletes a member, the member is anonymized in meeting histories, like everywhere else in Collabase. Their calendar subscription, their personal meeting templates, their open time booking proposals and the calendar mail log entries with their address are deleted.
This page describes how the product behaves. Retention periods and the legal basis for processing meeting data are decided by your organisation; have them confirmed by your data protection officer.