How Do Scaftra's Project Meetings Work?

How do you keep the decisions and action items from a job meeting from evaporating into a notebook?

Scaftra schedules a meeting against a project, holds the video call in the browser, records and transcribes it automatically, and turns the agenda, decisions, and action items into project records.

The problem it solves

A construction project runs on meetings: kickoffs, weekly progress reviews, safety stand-ups, design reviews, client check-ins, sub coordination, pre-install walks. Today the commitments made in them (the GC will resequence countertops after the cabinet install, the client signed off on the backsplash) evaporate into someone's notebook or a recording nobody re-watches. The conversation produces no durable, attributed record.

Why it matters

A meeting should produce accountability, not a fading memory. When the decision and the action item are first-class project records, attributed and distributable, the commitment survives. Holding the call inside the system, recording and transcribing it automatically, means the agenda, minutes, decisions, and action items become referenceable later instead of living in a recording nobody opens.

Common mistakes

How it works

1. Schedule against a project

   A host creates a meeting tied to a project, sets the agenda and attendees, and invites internal staff plus subs and suppliers.
2. Hold the call in the browser

   Participants join an in-portal video call with no separate account; the call is recorded server-side.
3. Record and transcribe automatically

   The recording is stored and machine-transcribed, then surfaced on the meeting page.
4. Distribute the outcomes

   Minutes, decisions, action items, and optionally the transcript are emailed to selected recipients.

How Scaftra does it

Scaftra pulls the whole meeting loop inside the portal. A meeting is tied to a project and company with a type, an organizer, a status workflow, and child records for attendees, agenda items, minutes, decisions, and action items. The video call runs in the browser on a real-time platform, is recorded server-side to storage, and is machine-transcribed automatically; the transcript and recording surface on the meeting page. Minutes, decisions, action items, and optionally the transcript can be distributed by email, with a per-recipient audit row. Subs and suppliers are invited by their profile rather than a portal attendee account, and meeting-end is gated to the organizer. This is built and wired end to end. The marketed in-portal call replaces a separate video tool.

Key capabilities

• In-portal video call: Hold the call in the browser with no separate account; it is recorded server-side automatically.
• Automatic transcription: The recording is machine-transcribed and surfaced on the meeting page for later reference.
• Decisions and action items as records: Minutes, decisions, and action items become first-class, project-attributed records.
• Distribute the outcomes: Email minutes, decisions, action items, and optionally the transcript to selected recipients with an audit row.

Benefits

• Decisions and action items survive as project records instead of a notebook entry.
• The call is held, recorded, and transcribed without a separate video tool.
• Subs and suppliers can be invited and can RSVP through their own profile.

Who it's for

• Project managers.PMs running weekly progress and coordination meetings who need durable decision records.
• GC owners and designers.Roles holding client check-ins and design reviews that produce sign-offs and commitments.

Related on Scaftra

Go deeper