About the client
This project is referred to as 'Conversation Intelligence Platform' in our portfolio to maintain confidentiality. The specifics of the project name and details have been generalized to respect the privacy agreements with our clients. Polar Night Software has developed a Conversation Intelligence Platform that transforms business communication. It automatically records, transcribes, and analyzes meetings on popular platforms like Google Meet, MS Teams, and Zoom, providing actionable insights and decision-making. Managers can offer targeted feedback through key conversation highlights, and new hires quickly onboard by learning from experienced colleagues' best practices. With a use of the platform, teams gain functionalities like note-taking, smart meeting organization, and analytics that reveal market and customer trends.
Project type
Ai, Web
Industry
Productivity & Revenue Intelligence
Location
Finland
Problem
Important decisions and customer context were buried across Google Meet, Microsoft Teams, and Zoom. Notes were inconsistent, follow-ups slipped, and managers had little visibility to coach at scale. Any solution had to respect strict privacy expectations, handle multilingual, noisy audio, and integrate cleanly with existing tools.
Approach
We built a cross-platform pipeline that captures meetings with consent via official integrations, transcribes and diarises speech, and uses OpenAI models to extract topics, decisions, and action items. The web app organises highlights by team and account, while back-end services on Google Cloud handle ingestion, redaction, and role-based access. We released in safe increments so operations weren’t disrupted.
Outcomes
One searchable place for meeting knowledge across Meet, Teams, and Zoom
Actionable recaps and action items delivered right after calls
Faster onboarding via highlight libraries of best-practice moments
Targeted coaching using timestamped snippets tied to conversation patterns
Privacy-by-design: retention controls, redaction, audit trails, and SSO
Reliable, scalable ingestion on Google Cloud during peak meeting hours
Project overview
Partnership Goal
Turn everyday conversations into a trusted, secure knowledge system that fits existing workflows - so teams write fewer notes, make clearer decisions, and coach consistently at scale.
From conversation to insight
Capture once, surface value everywhere.
Meetings are ingested through calendar and conferencing integrations, then processed with speech-to-text and speaker diarisation. OpenAI models structure the output into topics, decisions, actions, and follow-ups that are easy to scan and share. The result is a living knowledge base where teams can search by account, product area, or theme instead of replaying entire recordings.
Managers review highlights rather than full calls, and new hires learn faster by exploring examples of what “good” looks like in real conversations.
Trust by design
Enterprise guardrails built in from day one.
Consent flows make participation explicit, while role-based access, single sign-on, and audit logs keep control with the organisation. Sensitive fields are redacted before storage, and retention rules let admins define how long data stays available. These measures align with public- and private-sector expectations and make adoption a policy win, not a risk.
The platform scales on Google Cloud without compromising performance or privacy as usage grows across teams and regions.
Adoption where people already work
Insights show up in the tools your teams already use.
Recaps attach to calendar events and can be sent to chat or email so follow-ups happen naturally. The web app offers a clean workspace for reviewing highlights, leaving feedback, and tracking actions without changing existing rituals. By minimising extra steps, the platform becomes a quiet companion to meetings rather than another system to maintain.
Over time, consistent summaries and patterns reveal market signals and customer trends that inform roadmaps and training.
How our team turned ideas into a working, scalable solution
What we worked on
Services
Technologies
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Aku Kajan
Commercial Director
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