Watch the video or read below if you want a concrete look at how AI-supported documentation can be used in practice in employment services.
In employment services, documentation and meeting minutes take up a large part of everyday work. Employees spend a lot of time listening, writing, structuring and cleaning up notes and recordings, and quality can vary, especially when workloads are high. At Promte, we work with artificial intelligence as a concrete, practical support tool for exactly that challenge.
In employment services, the documentation task is extensive. Meeting minutes and case notes take time to produce, and quality can vary from employee to employee and from day to day. At the same time, there are high requirements for quality, legal compliance, data security and alignment with existing workflows.
That creates a clear potential for using AI as documentation support. The goal of our solution is not to replace employees or simply save resources, but to free up time for professional work instead of pure administration.
The solution is called Promte Meeting Minutes. In short, you can record a meeting as audio and automatically generate finished minutes with help from artificial intelligence.
The recording can happen either through Promte's mobile app or directly from a PC, where the employee logs in through the organisation's existing systems. Once the meeting has been recorded, the solution automatically transcribes the audio and turns it into structured minutes.
The minutes are written according to predefined templates that can be adapted to the meeting type. The solution includes good standard templates for ordinary meetings, but each municipality or organisation can create and adjust its own meeting templates if there are specific requirements for how minutes should be structured.
As a user, you log in and can start a new meeting recording right away. Before the recording starts, consent to recording is marked. During the meeting, you can see the microphone's audio level and optionally add text notes along the way if you have supplementary information.
You can also control how long the minutes should be. When the meeting is finished, you simply press "generate minutes", after which the solution both transcribes the meeting and gathers the content into finished minutes.
The finished minutes can be edited directly in the Promte platform. They can also be exported as a Word file, so you can continue working with them in the tools you already use, or print them.
In addition to the minutes, you can see the full meeting transcript. All statements are listed, and you can play individual audio clips if something needs to be checked or corrected. All changes to the minutes can be made directly in the platform and saved immediately.
Once a meeting has been processed, the solution automatically generates an AI assistant on top of the content. It can be used to search the meeting or generate new text based on what was said.
For example, you can ask a concrete question such as "How often does he have sleep problems?" and get a quick answer based on the meeting content. You can also ask the assistant to write a follow-up email to the citizen or generate other text based on the meeting. The text can then be copied or exported and used in the organisation's existing channels.
Finally, the employee can mark the minutes as approved. This is especially relevant in employment services, where it is important to clearly mark when the documentation has been professionally and administratively reviewed.
As an administrator, you can adapt the templates used to generate minutes. Among other things, you can change the default meeting length, adjust or rename headings and add new sections.
If, for example, you want a section called "Next steps" in the minutes, it can be added as a new box, and you can give the AI model a short description of what should be included in that section. In this way, each municipality or organisation can shape the minutes so they support local workflows and requirements.
An important point in the solution is that it is not intended as full automation of case handling. It is a support tool. The employee still has full responsibility for the content.
That is why the solution supports approving the minutes, correcting them if there are errors, and adapting meeting types and templates. The AI helps make the work faster and more consistent, but it does not replace professional judgement.
At the same time, Promte is not a records management system. The municipality must still journalise in the same way as today. The minutes from Promte are a working tool that makes documentation easier, while final journalisation takes place in the municipality's own systems.
The solution can be set up in several ways, depending on requirements for operations, IT architecture and data security. We typically work with three setup models: A, B and C.
In setup A, Promte takes responsibility for hosting and operating the entire solution. Everything runs on servers within the EU and can be configured to run specifically in Denmark if desired.
In setup B, all data storage is placed in the organisation's own IT infrastructure, while the AI models for transcription and generation run through one or more cloud providers. For example, models running on Azure or other EU-based solutions can be used. Audio recordings, logs, templates and history are stored with the organisation itself.
In setup C, both the Promte solution and the AI models are installed locally on the organisation's own servers. This requires the organisation to have GPU capacity available, but in return data never leaves the organisation's own IT setup. This model is relevant if you handle very sensitive meetings and want full local control.
We have public institutions in operation on all three setups, A, B and C, depending on their needs.
One concrete example is Kalundborg Municipality, which uses Promte Meeting Minutes in areas including employment services. They use setup B.
Here, the Promte solution is installed locally on a server at the municipality. Audio recordings, logs, history and templates are stored by the municipality itself. For transcription and generation of minutes, they use AI models that run in the cloud.
Kalundborg Municipality has had its setup and solution legally reviewed and approved with help from Kammeradvokaten. It has been a substantial process where both legal and technical aspects were thoroughly assessed, but the result is a solution approved for broad use, including in employment services.
The experience shows that it is possible to get a solution approved when you start from a concrete project with a concrete technical setup.
A central learning is that the technology is not the biggest challenge when you choose a mature solution. The technology for recording, transcription and generation of minutes already works well in practice.
The biggest barriers are usually legal work, data handling and implementation. On the legal side, it has proven crucial to work with a concrete solution and setup. If you only discuss at idea level, it can be difficult to obtain a robust legal assessment, and there is a risk that a theoretical approval will not fit the actual technical solution you end up with.
Another important learning is about implementation in the organisation. It takes work to get employees to use the solution in their daily work. Municipalities such as Kalundborg work with workshops and ordinary organisational methods to anchor usage and make sure the tool actually becomes helpful in practice.
Our experience shows that AI-based meeting minutes can make documentation in employment services significantly easier, while preserving professional quality and keeping responsibility with the employee.
If you would like to hear more about how the solution works in practice, or how other municipalities such as Kalundborg have approached it, you are welcome to contact us here. We are happy to share experience so more organisations can get solutions that work in reality, technically, legally and organisationally.
