Case study · Built 2026 for a managed IT provider
The meetings were recorded. Nobody could find them.
Our technicians record every client visit and call. The recordings were good, and then they sat in a dozen private accounts, never reaching the client record where the work happens.
The problem
The recorder's shared team folder has no permissions: put a recording there and everyone sees it. So people kept their recordings private, and nothing was ever shared. There was also no route from the recorder into our PSA, where clients, tickets and contacts live.
Three rules we wouldn't break
- A personal recording is never pulled in. Only titles are read until the owner confirms. Personal-sounding titles are never pre-ticked.
- Nothing goes to AI before the owner says yes. The first sort happens on our own server.
- A miss is a 404, not a 403. Someone without access can't even tell a recording exists.
What's inside
The model may only pick clients and contacts that already exist in the PSA. Anything unsure goes to a "Needs filing" queue.
Text and audio sealed with AES-256, one derived key per purpose; audio in chunks so playback can seek.
One small server behind a zero-trust sign-in, no open ports, nightly encrypted backups.
Where it stands
- Live Hub running in production; AI filing checked on real recordings
- Testing PSA live connection; direct recorder sync
- Next Sharing with groups, search, "Ask your meetings", action items into tickets
Built with
Node · SQLite · Docker · Cloudflare Tunnel and Access · Anthropic API · 338 automated tests
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