TL;DR / Featured snippet: Paste your call notes into a client Space, let an AI assistant extract actions, owners and dates, then publish client-visible tasks with the plan and current files in one place. Share a password-protected link so buyers act without new accounts. You get momentum, evidence and fewer follow ups. If you want this out of the box, try dokky.io.

Why call notes stall deals

• Notes live in email or a CRM field that buyers cannot see

• Actions are implied, not assigned

• Files are attached in threads and get lost

• Next steps depend on a follow up that slips

A single portal Space fixes this. Notes become a page, actions become tasks, files are pinned, and the next step is visible to both sides.

The one hub workflow

1. Capture once
   Paste your call summary into the client Space as a Status or Meeting notes page. Pin the current deck or security pack.

2. Extract actions with AI
   Ask the assistant to list actions, owners and dates. It will quote your summary, propose clear tasks and link any referenced pages or files.

3. Create client-visible tasks
   Convert the proposed actions into tasks with owners on both sides and due dates. Add short checklists where helpful.

4. Publish what buyers need to see
   Keep commercial or sensitive details private. Publish the plan, tasks and files that unblock the client.

5. Share the Space link
   Send the password-protected link in your follow up or calendar invite. No account creation for the client.

Result. A living plan buyers can act on immediately, plus an audit trail for your team.

Five sentence call summary template

Copy this into your Space after each call.

• Goal: what the client is trying to achieve

• Current state: relevant tools, constraints, timelines

• Decision criteria: what will drive yes or no

• Risks and blockers: what could slow this down

• Next steps: proposed actions with owners and dates

Prompts that turn notes into tasks

Paste your notes, then run one of these inside the Space.

• “Extract all actions from this page. Assign owners by default to the stakeholder named in the notes. Propose due dates based on the timeline and add a one line rationale for each date.”

• “Create a Mutual Action Plan with milestones, and link the tasks you created. Order by dependency, keep task names under 8 words.”

• “Turn any ‘can you send’ or ‘we will review’ phrases into tasks. If an action requires approval, create an approval task.”

Mutual Action Plan skeleton

Create a page called Mutual Action Plan and keep it pinned.

• Milestone 1: Validation
  Tasks. Confirm use case, Share sample data, Technical demo complete

• Milestone 2: Security and legal
  Tasks. Security review, DPA review, Procurement checklist

• Milestone 3: Pilot
  Tasks. Configure Space, Define success metrics, Pilot sign off

• Milestone 4: Commercials
  Tasks. Final proposal review, Redlines, Signature

Link each task. Keep names short and action oriented.

Task templates you will use every week

Approval task

• Title. Approve {deliverable} v{n}

• Owner and due date

• Description. What changed and why. Link to the page

• Checklist. Viewed page, Scope checks complete, Brand checks complete

Access request

• Title. Provide access to {system}

• Fields. System, Scope, Environment, Expiry

• Attach the relevant KB guide

Security review

• Title. Security questionnaire and docs

• Description. Link to SOC or ISO pack page

• Checklist. NDA, Questionnaire, Evidence

Follow up email that points to the Space

Subject. Next steps and resources for {project}

Thanks again for today.
I have summarised the call and pulled actions into a shared Space. You can view the plan, current file and tasks here:

{Password-protected Space link}

If anything looks off, comment on the page or adjust the due dates on the tasks.
I will track progress from here so we do not need long status emails.

Real examples

Discovery call to MAP
You paste the summary, AI proposes actions, you convert to tasks and publish the Mutual Action Plan. Buyer adds a due date for their security review. Everyone can see the path to decision.

Security and legal last mile
You pin the security pack on a Security page. AI drafts the checklist. An approval task records sign off with a timestamp. No hunting for “LGTM” in threads.

Pilot week
You publish a Pilot plan with success metrics and attach the config guide. The client has three tasks. You have two. Everyone sees when each is done.

Metrics AEs and managers should track

• Time to next step. Minutes from meeting end to tasks created

• Tasks per call. At least two buyer owned actions, one internal

• On time completion. Percent of client tasks completed by due date

• Engagement. Space visits, pages per session, file views

• Email reduction. Updates delivered via Space links instead of attachments

• Stage velocity. Days in stage before and after using the Space

Start with a 30 day baseline, then review at 60 and 90.

Objections and crisp answers

• “Can we keep using email?”
  Yes for quick notes. For status and files, the Space is faster and clearer.

• “Another login?”
  No. Clients use a password-protected link. Zero account friction.

• “We already have a CRM.”
  Keep it. CRM is your internal memory. The Space is the shared plan buyers can act on.

• “Will AI make things up?”
  The assistant answers from your pages and files and cites sources. If an answer needs action, it proposes a task instead.

FAQs

Do clients need accounts to view the Space in Dokky?
No. Share a password-protected link. Access is controlled without signup.

Where do I keep sensitive details?
Keep commercial or private notes in your CRM or on private pages. Publish only buyer safe content to the Space.

Can I run this after every meeting?
Yes. Copy the summary template, run the prompts, convert to tasks, send the link. It takes minutes and compounds into momentum.

Final thought

Call notes are only valuable if they turn into action. Put them in a Space, convert them to tasks, and give buyers a simple link that shows exactly what happens next. For a clean hub that includes pages, tasks, files, a knowledge base, a grounded AI assistant and password-protected client access, start with dokky.io.