Every deadline and every meeting, on one calendar?
Yes. Reviews, expiries, findings, registry filings, board meetings and meetings with clients share one calendar, by person or by client. Teams meetings booked here go into Outlook, and a meeting recorded in the room is transcribed in London, drafted into minutes for a person to finish, and its actions carried into the next one.
One calendar for every date the firm owes
Eight kinds of date share one calendar: periodic reviews, document and passport expiries, findings due, registry filings, board meetings, reminders and meetings. Each sits on the date its record gives it and reads as late, today or in so many days. The calendar shows everyone or one person, every client or one, by month or by week, and counts what is late rather than hiding it. The disclosures register never appears on it.
- Eight kinds of date, one calendar
- By person or by client, month or week
- Late items counted, not hidden
- Disclosures never shown
| Date | Item | Kind | Owner |
|---|---|---|---|
| Mon 26 | Periodic review, Vale Settlement | Review | R. Falla |
| Tue 27 | Board meeting, Herm Holdings Ltd | Board | S. Ashton |
| Wed 28 | Passport expires, J. Brehaut | Passport | R. Falla |
| Fri 30 | Director change: notify the Registry | Filing | S. Ashton |
| Fri 30 | Annual meeting, Ormer Family Trust | Meeting | S. Ashton |
| Tue 3 | Finding due: sample review evidence | Finding | T. Ozanne |
Outlook and Teams, kept in step
A Teams meeting booked in Flarion is created in the organiser's Outlook with its Teams link, and moving or cancelling it in Flarion moves or cancels it there. Every fifteen minutes Flarion reads back what changed in Outlook: a meeting moved, cancelled or renamed, and each attendee's reply. Meetings with a client's people booked in Outlook appear too, read only, without their body or attachments. An in-person meeting goes into Outlook in one click. Where the firm has switched recording on, a Teams meeting can be set to record and transcribe itself.
- Teams meetings written to Outlook
- Changes and replies back every 15 minutes
- Client meetings shown, read only
- Teams set to record, if the firm allows
Recording in the room, with consent on the record
Recording in the room is off until the firm switches it on. It uses the browser's microphone and starts only once the person recording confirms that everyone present has been told; it is refused if anyone on the meeting has declined. Each attendee's answer can be recorded with how they were asked, and anyone who withdraws later has the audio, the transcript and the draft deleted. A recording stops itself after three hours, and a support login can neither open nor start one.
- Off until the firm switches it on
- Starts once the room has been told
- Refused if anyone declines
- Withdrawal deletes audio and transcript
| Attendee | Answer | How asked |
|---|---|---|
| Marie Le Page | Agreed | Said in the room |
| P. Ozanne | Agreed | Said in the room |
| S. Ashton | Agreed | Ticked by staff |
Transcribed in London, minuted by a person
When the recording stops, the audio is transcribed by Amazon Transcribe in London, in British English with each speaker labelled, and nothing is kept there. The audio is deleted once transcribed unless the firm keeps it, and the transcript is kept for a year. Draft minutes fill each agenda item from the transcript with a model that runs in London; nothing is saved until a person reads the draft and saves it. A board meeting's minutes are drafted only if the firm switches that on.
- Transcribed in London, after the meeting
- Audio deleted once transcribed
- Minutes drafted, a person saves them
- Board minutes drafted only if switched on
| Item | From the transcript |
|---|---|
| 1. Distribution | The settlor asked the trustees to consider a distribution towards a property purchase. To the next trustee meeting. |
| 2. Source of wealth | Updated letter from the settlor's accountant to follow by 6 November. |
| 3. Protector | New address confirmed in the meeting; the file to be updated. |
Actions that follow the client
Every action has an owner, who can be a colleague, one of the client's people or someone invited by email, a due date and a status: open, done or dropped. The owner is reminded the day before. An action still open is carried into the next meeting with the same client and says where it came from, a document the client owes becomes a document request on the file, and the action lines in signed board minutes join the same register.
- Owner, due date and status
- Reminded the day before
- Carried into the next meeting
- Documents owed become requests
| Action | Owner | Due | Status |
|---|---|---|---|
| Source of wealth letter, updated | Marie Le Page | 6 Nov | Requested |
| Trustee resolution on the distribution | S. Ashton | 30 Oct | Open |
| Protector's new address on the file | R. Falla | Carried from 14 Jul | Open |
| Annual accounts sent to the settlor | R. Falla | 16 Oct | Done |
Questions about meetings and the calendar
Do we need Microsoft 365?
No. The calendar, recording in the room, transcription, draft minutes and the actions register work without it. The Outlook and Teams parts need each person to connect their own Microsoft account, and nothing is read from a calendar that has not been connected.
Can anyone be recorded without knowing?
Recording is off until the firm switches it on. In the room it starts only once the person recording confirms that everyone present has been told, and it is refused if anyone on the meeting has declined; anyone who withdraws later has the audio, the transcript and the draft deleted. A Teams meeting set to record is switched back off if anyone declines or withdraws.
Where does the audio go?
To Flarion's own server in Guernsey while the meeting is recorded, then to Amazon Transcribe in London once it ends, where nothing is kept. The audio is deleted once it is transcribed unless the firm chooses to keep it, and the transcript is kept for a year.
Does an AI write the minutes?
It drafts them from a meeting recorded in the room: each agenda item filled from the transcript by a model running in London, with no fallback anywhere else. A person reads the draft and saves it, and nothing is kept until they do. A board meeting's minutes are drafted only if the firm switches that on, and Teams transcripts are not drafted.
What is the meeting brief?
Before a client meeting Flarion writes a few lines from the file: where things stand, what has changed since, what could be cleared in the meeting and a suggested agenda, each linked to its record. The firm can have a model in London reword it, and an answer that adds a number or a source is thrown away whole. The disclosures register is never in it.
See a month of deadlines on one calendar.
Bring a spreadsheet export: we load it and show you its reviews and expiries on the calendar, beside the meetings.