Every action item from the meeting comes out with an owner, a deadline and a signature.

The site meeting, the safety meeting or the coordination meeting with the client. You dictate the minutes as it happens, or PAIR writes them up in Word from the meeting, attendees sign on screen and every action item becomes a task with its owner and its deadline.

Book a demo How it works

In a plant office, an engineer with his back to the camera points at a drawing on the wall while the crew, in overalls and holding their hard hats, follows the meeting.

Record MT-33 of the “Site meeting minutes” form in PAIR. Action items: 1. Formwork crew starts level 4 Monday (superintendent). 2. Submit rebar shop drawings for the core by Thursday (engineer). 3. Owner confirms facade color by 08/21; Next meeting: 08/21/2026 · 8:00 AM · site office.

Today / With PAIR

Five things that change at the first meeting

Today
The note taker writes by hand and types it up at the office.	The minutes are dictated, not transcribedYou speak and your voice fills in the fields of the minutes: topics, observations and action items. You review them before closing the meeting.
The attendance sheet goes round on paper and somebody leaves without signing.	Attendees, with their signatureEvery attendee signs on screen before leaving, and the minutes carry each person’s name and signature.
The action item is written in the minutes and nobody chases it until the next meeting.	Every action item becomes a taskThe action item is born as a task with owner and deadline, and the owner gets the notice. At the next meeting you review what is still open, not what somebody remembers.
The photos of what was seen stay on the phone of whoever took them.	The walk-through photos, inside the minutesThe photos go in the same record, with their time and author, and come out in the PDF of the minutes.
Minutes live in folders by date, and finding an old action item costs a morning.	The history of every meeting on the contractAll minutes in a table with filters by date, project or owner, and the trail of who changed what and when.

Smart captureProfessional

Your forms fill themselves with AI.

A photo, the paper sheet or your voice: AI fills each field and marks where it came from. You just review and save.

PAIR VisionAI Take a photo and AI fills the fields with what it sees.
PAIR ScanAI Scan the paper sheet and AI moves its data into the form.
PAIR VoiceAI Speak and AI transcribes and fills the fields.

The “Site meeting minutes” form on the phone: Walk-through progress filled by PAIR Vision, Attendees (sign-in sheet) by PAIR Scan and Action item by PAIR Voice, each with its colored dot.

What happens to minutes on paper

For site managers, safety teams and contract administrators who take meeting minutes every week.

Somebody takes notes by hand and writes them up two days later. By then, half of the action items are already in dispute.
The minutes say “will be reviewed” and not who or by when. At the next meeting the same thing gets agreed again.
When the client asks who attended and what was agreed, the answer is a scanned sheet in a shared folder.

What you start with

Form 01
Site meeting minutes, with action items, owners and deadlines
Form 02
Safety meeting minutes, with attendee signatures
Form 03
Client coordination minutes, under your letterhead

And many more, built around your operation. Ask us.

Frequently asked questions

Can I fill in the minutes by speaking?

Yes. Voice filling completes the fields of the minutes as you speak, and you review them before saving. It comes from the Professional plan, Advanced included.

How long can the meeting be?

PAIR writes up the minutes in Word for meetings of up to 30 minutes on the Professional plan and up to 60 minutes on Advanced. On Enterprise, tailored. Light has no AI minutes: the minutes are filled in by hand.

How do I send the minutes to the client?

The minutes come out as a PDF under your letterhead, with the photos and the attendees’ signatures, on the day of the meeting.

What happens to the action items after the meeting?

Every action item stays as a task with owner and deadline. The ones still open show up at the next meeting, without rereading the previous minutes.

Related use cases

Demo

Bring us the minutes from your last meeting

The ones you use today, on paper or in Word: in thirty minutes you see them digitized, with attendee signatures and the action items turned into tasks.

Would you rather look at the plans first? See pricing.