After every meeting, Mavio generates an AI summary that captures the essential content in a fraction of the time it would take to read the full transcript. Summaries are designed to give you (and anyone who missed the meeting) a complete picture in under two minutes.

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What is included in a summary

Every Mavio summary contains:
  • Overview — a 2-3 sentence description of what the meeting was about
  • Key topics discussed — the main subjects covered, organized by theme
  • Decisions made — specific decisions that were agreed upon during the meeting
  • Action items — tasks assigned to specific people (also available separately in the Action Items view)
  • Open questions — unresolved topics that need follow-up
  • Notable quotes — important statements attributed to specific speakers

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How summaries are generated

1

Transcript analysis

After transcription completes, the AI reads the full transcript and builds an understanding of the conversation flow, topic transitions, and speaker contributions.
2

Topic extraction

The AI identifies distinct topics and groups related transcript segments together, even when the conversation jumps between subjects.
3

Summarization

Each topic cluster is summarized independently, then combined into a coherent meeting overview. The AI prioritizes decisions, commitments, and information with future implications.
4

Action item extraction

Statements that express commitments, assignments, or next steps are extracted and formatted as action items with assignees when identifiable from the conversation.
Summaries are generated within 2-5 minutes after a meeting ends. You will receive a notification (email, Slack, or in-app) when your summary is ready.

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Summary formats

Mavio can present summaries in different formats depending on your preference. Change the default in Settings > AI > Summary format:
FormatDescriptionBest for
ExecutiveShort, high-level overview with decisions and action items onlyBusy stakeholders, status meetings
DetailedComprehensive summary covering all topics with contextComplex discussions, project meetings
Bullet pointsStructured list organized by topicScanning and quick reference
NarrativeFlowing paragraph-style summarySharing with people outside your organization

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Customizing summaries

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Focus areas

Tell Mavio what matters most to you. In Settings > AI > Summary focus, you can prioritize:
  • Decisions and outcomes — emphasize what was decided
  • Tasks and assignments — emphasize who needs to do what
  • Technical details — preserve technical specifics and data points
  • Customer feedback — highlight customer mentions and sentiment

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Custom prompts

For advanced customization, add a custom prompt that the AI follows when generating summaries. For example:
  • “Always include budget figures mentioned in the meeting.”
  • “Highlight any risks or blockers discussed.”
  • “Format action items with priority levels.”
Set custom prompts in Settings > AI > Custom summary instructions.

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Regenerating summaries

If a summary does not meet your expectations or you have edited the transcript, you can regenerate it:
  1. Open the meeting and navigate to the Summary tab.
  2. Click Regenerate summary.
  3. Optionally adjust the format or add specific instructions for this regeneration.
  4. The new summary replaces the previous one within 1-2 minutes.
Previous summary versions are not stored. If you want to keep the current summary before regenerating, copy it or export it first.

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Sharing summaries

Summaries can be shared independently from the full recording:
  • Email — click Share > Email to send the summary directly
  • Slack — auto-post summaries to a Slack channel after every meeting (see Slack integration)
  • Notion — push summaries to a Notion database automatically (see Notion integration)
  • Link — generate a read-only link that does not require a Mavio account
  • Copy — copy the summary as formatted text to paste anywhere

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Meeting-specific summary tips

Use the Bullet points format. The AI will organize updates by team member and flag blockers.
Use the Detailed format with Customer feedback focus. Share the summary with your team via Slack or email so everyone has context.
Use the Executive format. These meetings are often long, and an executive summary saves everyone time.
Use the Detailed format with a custom prompt like “Capture all ideas discussed, even those that were rejected, and note the reasoning.”

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Summary customization

Control how long your summaries are by selecting a length preference in Settings > AI > Summary length:
  • Brief — 3-5 bullet points covering only the most critical decisions and action items. Ideal for recurring standups or status meetings where you need a quick scan.
  • Standard (default) — a balanced summary that covers all key topics, decisions, and action items in 1-2 paragraphs plus structured lists. Works well for most meetings.
  • Detailed — comprehensive coverage of every topic discussed, including supporting context, dissenting opinions, and nuanced points. Best for complex project meetings, strategy sessions, or any meeting where context matters.
You can also override the length setting when regenerating a specific summary, so you are not locked into one choice.
Focus areas tell the AI what to prioritize when generating the summary. Configure them in Settings > AI > Summary focus:
  • Decisions and outcomes — emphasizes what was agreed upon, who approved it, and any conditions or caveats attached to the decision.
  • Tasks and assignments — highlights action items, deadlines, owners, and dependencies. Pairs well with the action items view.
  • Technical details — preserves specific technical information like architecture decisions, metric values, configuration changes, and code references.
  • Customer feedback — surfaces customer quotes, sentiment signals, feature requests, and pain points mentioned during the meeting.
You can select multiple focus areas simultaneously. The AI weights the summary content accordingly, giving more space to the topics you care about without omitting other content entirely.
For recurring meeting types, create summary templates that enforce a consistent structure:
  1. Go to Settings > AI > Summary templates.
  2. Click Create template and give it a name (e.g., “Sprint Retrospective”, “Client Check-in”).
  3. Define the sections you want in the summary (e.g., “What went well”, “What to improve”, “Action items”).
  4. Optionally assign the template to meetings matching specific keywords or calendar labels.
When a meeting matches a template, the AI generates the summary following your defined section structure. This ensures consistency across weeks and makes it easy to compare notes from recurring meetings.
Templates are especially powerful for sprint ceremonies, client calls, and board meetings where stakeholders expect a predictable format every time.
If a summary does not meet your needs, you can regenerate it with different settings:
  1. Open the meeting and go to the Summary tab.
  2. Click Regenerate summary.
  3. In the regeneration dialog, adjust:
    • Format — switch between Executive, Detailed, Bullet points, or Narrative.
    • Length — override the default length setting for this specific summary.
    • Focus areas — choose which aspects to emphasize.
    • Custom instructions — add one-time instructions like “Ignore the first 10 minutes of small talk” or “Focus on the budget discussion.”
  4. Click Regenerate. The new summary replaces the previous one within 1-2 minutes.
Previous summary versions are not stored. Copy or export the current summary before regenerating if you want to keep it.
By default, summaries are generated in the same language as the transcript. You can override this to generate summaries in a different language:
  1. Go to Settings > AI > Summary language.
  2. Select your preferred summary language, or choose Same as transcript (default).
This is useful when your meeting is conducted in one language but your team or stakeholders prefer notes in another. For example, a meeting conducted in Japanese can produce an English summary for a global team.Multi-language summaries support all 40+ languages that the transcription engine supports. The AI translates the key content while preserving the meaning, context, and proper nouns from the original discussion.