How to Keep Track of Client Meetings

1. Decide what a meeting record should hold. Do it once: decisions, the client's own words, numbers and dates, what each of you owes, and where to start next time.
2. Capture the meeting instead of typing through it. Your attention stays on the client.
3. Let AI fill in the record after every meeting. Save your template as a Skill, and the record writes itself from what was said.
4. Keep the records where you already work. Use your CRM, Notion, a spreadsheet, or Pastok itself.
5. Get a brief before the next session. Have it scheduled for the morning of the meeting, built from every past conversation with that client.
6. Check open loops once a week. One list of every promise across all your clients.

You can't type and do the job at the same time. The job is listening for what the client isn't saying and deciding where to push. When you start typing, they can see you've stepped out of the conversation.

So you plan to write it up afterward. Then the next client is in the chair. By evening you remember the shape of the hour, but you've lost the phrase they used for the problem, the date the board meets, and the name of the person who has to approve the budget.

The usual advice is to block 15 minutes after every meeting. It's sound advice, and those 15 minutes still go to the next meeting. The fix is to take the write-up off your plate entirely.

Keep it short enough to read in the two minutes before a session:

Two habits make the record useful. First, keep "I owe" and "They owe" in separate fields. The promise that slips is usually yours, and it's the one the client remembers. Second, record facts rather than impressions. "Board meets November 3" is something you can act on. "Seemed stressed" is a guess. A good test: if you wouldn't write the sentence in an email to the client, leave it out of the record.

Ask the client once, at the start: "I'd like to record this so I can listen instead of typing. Is that okay?" If you want wording for other situations, see how to ask permission to record a meeting.

Then start Pastok on whatever is closest to hand:

• In the room: Tap Pastok on your Apple Watch. If you add it to your watch face, it's one tap and the laptop stays shut. You can also start from the iPhone, and a running session moves between the phone and the Watch without stopping.
• On a video call: No bot joins, and nobody gets a notetaker invite. With the call playing on your speakers, Pastok hears both sides, the same way it hears a room.
• On a phone call: Put the call on speaker.

The summary builds while you talk and is ready about when the session ends. Anything you promise out loud, like "I'll send the checklist by Friday," lands on the Action Board, along with the context it came from. The full transcript is in the web app, with each speaker separated.

Open Chat and describe the record you want, in plain language. Pastok saves it as a Skill, so you only write it once:

After each client meeting, fill in this record: date and format, decided, in their words, numbers and dates, I owe, they owe, open questions, next meeting, start next time with. Use the client's exact wording where it matters. Leave out impressions and small talk. Leave a field empty rather than guessing.

You can set the Skill to run whenever Pastok detects a client meeting, or run it from Chat when the session ends. After a session, the record comes back looking like this:

If something comes back in the wrong shape, say so in Chat. For example: "Quote their words exactly" or "Keep Open to three items." The Skill picks up the correction for every meeting after that. Saying the client's name near the start of the session helps the record and later searches attach to the right client.

You can also add a second Skill that drafts the follow-up email from the same meeting. Then the record and the recap are both waiting when you sit down. Take a quick look at the names and numbers, and they're ready to go.

Wherever you already look before a client meeting:

• Your CRM, Notion, or a spreadsheet. Copy the record from the web app, or download it as Markdown or PDF. Your CRM keeps handling contacts, booking, and invoices. The record adds what was said.
• Your AI assistant. Pastok's MCP integration connects your recent conversations to Claude, ChatGPT, Claude Code, Codex, or Cursor. If your assistant is also connected to your CRM or Notion, ask it to file this week's client records there, or to draft a proposal from the last two sessions.
• Pastok itself. A Skill's output can appear as a custom section in your daily report. Every past session also stays searchable from Chat by meaning, so you don't need the exact words.

With a few sessions recorded, prep becomes a brief you read rather than a memory you reconstruct. Schedule a second Skill for the morning of each recurring session:

On the morning of each session with [client], read every captured conversation with them. Tell me where we left it, what I promised and whether I've mentioned doing it since, what they still owe me, how their goals have shifted since our first session, and one question to open with. Quote their words where it helps.

The brief draws on every session with that client, not just the last one. That matters for coaching packages and long engagements, where the useful pattern only shows up over time. For example, the budget moved twice, or the same objection came back in a different form.

For anything the brief doesn't cover, ask Chat directly before you walk in:

• What did [client] say about the board review, and what did I promise before it?
• List every number [client] quoted in the last three sessions and what each one referred to.
• Look up the vendor [client] mentioned, and tell me what it means for the pilot we discussed.

The last question works because Chat can research online while keeping the client conversation in mind.

Individual records tell you about one client. Once a week, you also want the whole picture. One scheduled Skill covers it:

Every Sunday evening, go through this week's client conversations. List what I promised and to whom, what each client owes me, anything past its date, and any client where we didn't mention a next meeting.

That last line replaces the spreadsheet column you were meant to sort every Friday. A client with no next meeting mentioned either needs an email, or the engagement has quietly ended. Either way, you'll notice before they do.

When you open the next session, you already know what the client asked for, what you owe them, and where to start.