Charting Notes Automation

Automate Compliant Meeting Notes With AI-Powered Charting and Real-Time Call Tracking

Reduce errors, save time and keep every meeting fully documented with secure, compliant AI note generation.

Up To 40%

Reduction in manual effort

2-3 Hrs

Saved per advisor per day

90%

Reduction in missed critical points

100%

Call recording acknowledgment and tracking

Overview

An Intelligent Compliance Assistant Built For Financial Advisors

Charting Notes Automation is an intelligent compliance assistant designed specifically for financial advisors to streamline and standardize meeting documentation. It automatically captures call and meeting activities across multiple channels, ensuring all key client interactions and disclosures are accurately recorded.

The solution guides advisors in real time using adaptive cards, prompting them with context-aware questions and options so that critical regulatory and compliance-related information is never missed. After each meeting, it generates comprehensive, structured charting notes that align with organizational templates, audit requirements and industry regulations. By eliminating manual note-taking and repetitive documentation, it significantly reduces administrative burden, minimizes human errors and improves overall data quality.

Why This Matters

The Documentation Burden Financial Advisors Face Every Day

Manual Notetaking Is Time-Consuming

Advisors spend hours capturing meeting details manually, time that should be spent on client conversations, not administrative tasks.

Critical Points Get Missed

Without structured guidance, advisors frequently overlook compliance-critical discussion points, creating regulatory exposure.

Inconsistent Documentation

Unstructured note-taking produces inconsistent records across meetings and advisors, complicating audits and supervisory reviews.

Compliance Tracking Gaps

No structured way to capture call events, mute/unmute, join/leave, recording consent, leaves audit trails incomplete.

Difficult Retrieval & Sharing

Notes locked in personal files or inconsistent formats make it hard to find, share and act on meeting records later.

No Analytics Or Insights

Unstructured, non-machine-readable notes cannot be used for reporting, quality checks or continuous improvement.

Our Solution

An AI-Driven Compliance Bot Seamlessly Integrated With Your Meeting Platforms

We provide an AI-driven compliance bot seamlessly integrated with leading meeting platforms (Teams) to ensure every interaction is compliant, consistent and well-documented.

AI-Powered Virtual Compliance Assistant

Embedded within your existing meeting platforms like Teams and Slack, automating end-to-end meeting workflows including scheduling, initiation and participant notifications.

Adaptive Cards For Real-Time Guidance

Leverages adaptive cards to guide user decisions in real time, confirm client call, select preferred language, choose meeting type, ensuring correct context is captured before notes are generated.

Mandatory Compliance Prompts

Delivers compliance prompts at the right time, call recording notifications, consent messages, disclaimers, ensuring regulatory requirements are met on every call.

Real-Time Activity Monitoring

Monitors and logs all meeting activities in real time for auditability and traceability, including participant events and in-meeting signals.

Structured AI-Generated Charting Notes

Generates structured, topic-based charting notes using user-selected categories (agenda items, decisions, actions, risks), review and validate before use.

Simplified Post-Meeting Documentation

Enables quick download, export and sharing of notes across stakeholders and systems in multiple formats.

How It Works

End-To-End Flow Of The AI Meeting Assistant

Step01
Schedule Meeting
User schedules a meeting directly through the bot. Meeting details (title, participants, time and channel) are captured and stored for downstream processing.
Step02
Meeting Start, Workflow Initiation
As soon as the meeting starts, the bot automatically joins or activates in the background. The orchestration workflow is triggered to begin tracking and assistance.
Step03
User Interaction Via Adaptive Cards
Interactive adaptive cards are presented to the user/host to capture key inputs such as confirm client call (internal/external) and select preferred language (English/French) for prompts, summaries and notes.
Step04
Compliance Notification & Recording Consent
The bot plays clearly worded compliance prompts to all participants, informing them about recording or transcription, data usage and confidentiality notices (customizable per org policy).
Step05
Real-Time Event Tracking
The bot continuously tracks in-meeting events including join/leave activities, mute/unmute changes, background on/off, and screen sharing start/stop, enriching context for audit trails and analytics.
Step06
Post-Meeting Topic Selection
After the meeting ends, the bot displays a summary view with key discussion themes identified by AI, action items and decisions detected during the call. Users select or refine the most relevant topics for the final notes.
Step07
AI-Powered Note Generation
Based on audio, chat and selected topics, AI generates structured, chart-ready notes (Summary, Key Decisions, Risks, Next Steps), clean client-facing narratives and optional tagging for easy retrieval.
Step08
Download & Share
Users can download notes in multiple formats (Word/PDF/Excel) and share directly to Teams channels, email or CRM/LOB systems via integration.

Why Kumaran

Why Kumaran For Charting Notes Automation

Six strengths that make Kumaran the partner of choice for AI-powered compliance automation.

AI-Driven Automation Expertise

Strong expertise in AI-driven automation and compliance solutions, with a deep understanding of financial services workflows.

Proven Process Modernization

Proven ability to modernize manual, error-prone processes into intelligent, auditable systems that scale with your business.

Compliance-First Architecture

Scalable and secure architecture aligned with compliance standards, built for regulated financial services environments.

Seamless Enterprise Integration

Integrates natively with Microsoft Teams and other enterprise communication tools, no workflow disruption, no separate platforms.

User Experience Focus

Designed with advisor productivity at the centre, adaptive cards, real-time guidance and structured outputs that reduce friction, not add to it.

Operational Efficiency At Scale

Eliminates hours of manual documentation per advisor per day, freeing your teams to focus on client relationships rather than administrative overhead.

FAQ

Frequently Asked Questions

Quick answers about Kumaran's Charting Notes Automation. Don't see yours? Reach out and we'll get back to you.

01What is Charting Notes Automation?

It is a compliance bot that automatically generates meeting notes by capturing and analysing call activities. It guides advisors in real time, ensures mandatory disclosures are delivered and produces structured, audit-ready charting notes after every meeting.

02How does it ensure compliance?

The bot plays mandatory recording notifications and consent messages to all participants at the right moment. It maintains a detailed, timestamped log of all meeting activities, including join/leave, mute/unmute and screen share events, providing a complete, traceable audit trail.

03Can users edit the generated notes?

Yes. Users select the most relevant discussion topics before note generation, ensuring the output is accurate and aligned with what matters. The generated notes are presented for review and validation before finalisation.

04What platforms does it support?

The solution integrates natively with Microsoft Teams and can be extended to other enterprise meeting and communication platforms.

05How secure is the solution?

The solution follows enterprise-grade security and compliance standards, including encrypted data handling, role-based access controls and data usage policies that are fully customizable per organizational requirements.

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