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Email delivery

Overview​

TeamScribe provides a seamless way to receive your meeting summaries via email. Whether you're looking for a quick review, need to track action points, or want to easily forward notes to colleagues, email delivery ensures you always have access to your meeting insights.

With email delivery, your meeting notes can be quickly located using your email client’s search function, categorized into folders, or even shared with stakeholders who didn’t attend the meeting. This method is particularly useful for keeping a record of discussions, referencing key decisions, and following up on assigned tasks.

How Email Delivery Works​

When a meeting is completed and processed through TeamScribe, the system generates a structured summary based on the variant you have selected. This summary is then formatted for email and sent to one or more designated recipients. You have control over who receives the email, where it is sent, and how the notes are presented within the message.

Who Receives the Email​

TeamScribe provides flexible recipient options so you can customize the delivery based on your workflow and collaboration needs.

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With any of the below options TeamScribe can also CC or BCC a specific email in addition to the option selected.

Meeting Organizer (Default Option)​

By default, the meeting summary is sent to the person who originally scheduled the meeting. This ensures that the meeting host automatically receives the notes, making it easy for them to review, share, or take follow-up actions.

A Default Mailbox or Distribution List​

For teams that prefer centralized record-keeping, TeamScribe can be configured to send all meeting summaries to a default mailbox. This could be a shared team inbox (e.g., meetings@yourcompany.com) or a mailing list that includes key stakeholders.

  • This is ideal for keeping a historical archive of meetings.
  • Ensures that multiple team members have access to notes, even if they didn’t attend.
  • Great for compliance, legal teams, or project managers who oversee multiple discussions.

What Does the Email Output Look Like​

TeamScribe also allows you to choose how the meeting summary is presented in the email.

Email Body (Inline Summary)​

The meeting summary is included directly in the body of the email, making it easy to read at a glance.

  • Quick and convenient—no need to open attachments.
  • Allows for fast responses, forwarding, and commenting within the email thread.
  • Makes searching for keywords super simple

Within an attachment (Formatted Document)​

For more structured notes, TeamScribe can generate a detailed summary in a Microsoft Word format or text file and attach it to the email. This attachment can be in a branded / templated document allowing for simple and quick sending to end customers

  • Great for longer, more detailed meeting transcripts.
  • Helps maintain formatting, making it easier to share externally.
  • Supports compliance and archiving
  • Support formatted documents

Setup process​

To use email as your delivery solution please let Aiphoira know the below information:

  1. Email recipient: Meeting Organizer / Email address
  2. CC and BCC options: None / Address
  3. Subject line: TeamScribe meeting
  4. Content method: Attachment / Body