Prepare for a meeting with a brief from your past calls

Answer three questions before you join: where did things stand last time, what did you or they promise, and what do you need to ask? The answers are in your notes and past calls. The hard part is finding them in the five minutes before the meeting starts.

On a Mac you can dig them out yourself with Calendar and Spotlight. Or Koi can offer a brief a few minutes before the meeting, written from your own past calls and pages. We make Koi, so read the Koi parts with that in mind.

1. Open the event in Calendar and read who's invited, the notes and any links in it.
2. Press Command-Space to open Spotlight and type the company's or the person's name. Apple says Spotlight searches your apps, files, emails, messages and more.
3. Open the newest email thread and your last notes with them. Look for dates, numbers and anything someone promised.
4. Write three lines at the top of a new note: where things stand, what to remember, what to ask.

The Spotlight shortcut is from Apple's guide for macOS 27, checked October 21, 2026. It works, and it's free. It also takes ten minutes when you have five, and it only finds what you wrote down. If the last call lives in your head, it isn't there.

Koi watches your Mac's calendar for meetings about to start. When one is a few minutes away and your Koi documents say something about it, the dock shows that the meeting is coming up, with Brief me. Say yes, and a page opens with:

• Where things stood, in a few sentences.
• What's worth remembering: decisions, numbers, promises.
• What's worth asking.
• Which of your documents it came from, with their dates, so you can open the source.

1. In Koi's Settings, go to Connections and connect Apple Calendar. macOS asks once whether Koi may see your calendars.
2. In Settings, under Koi, check that “Brief me before meetings” is on. It starts on.
3. Keep your meetings in the Mac's Calendar app with the people invited, or a Zoom, Meet, Teams or other call link in them.
4. A few minutes before one starts, click Brief me on the dock's card.

The brief is a normal Koi page: edit it, add to it, or keep it with the meeting's notes. See Koi's calendar for the rest of what it does with Google and Apple calendars.

Koi searches your own documents on the Mac for the meeting's title and the names of the people in it: your recorded calls with their transcripts, your pages and your dictations. The best few matches are the brief's material. If nothing matches, there's no offer, so you won't get an empty brief.

That means the brief is only as good as what Koi has. Two habits help most:

• Record the calls. Tap Fn + ⌃ and pick Online call, or say yes when the dock asks “Record this call?” as Zoom or Teams starts using your microphone. Tell people first. See Record calls.
• Use the same names. The search matches words, not meaning. A meeting called “Acme weekly” finds pages that say “Acme”, not ones that only say “the client”.

Nothing until you click Brief me. Watching the calendar happens on the Mac, and Koi only reads it when macOS already lets it; it never asks for calendar access just for this. With a yes, the meeting's title, the names of the people in it and the lines of your documents found about it go to Koi's AI. The brief comes back as a page on your Mac and is kept nowhere else. It counts toward your plan's Koi usage.

• The meeting isn't in the Mac's Calendar app. Koi watches the calendars macOS lets it read. A Google account added to the Mac's Calendar counts; a Google Calendar connected only inside Koi, and Koi's own events, don't start a brief.
• It's an all-day event, or it has no one else invited and no call link.
• Your documents don't mention its title or its people.
• Another card is already on the dock, Koi is recording, or you're on a call with Koi.
• The switch is off, in Settings, under Koi.

You can always ask. Tap Fn + ⌘ and say “what did Sam say about pricing last time?” or “what did I promise Acme?”. Koi searches your pages, dictations, recorded calls and chats on the Mac and answers out loud from the best few. This needs “Let Koi read my apps for me” on, in Settings, under Koi. “What's on today?” reads you the day, from Koi's calendar and the ones you connected. More on the assistant page.

If you work in Claude, Cursor or Codex, they can read the same notes: see connecting your notes to Claude and Cursor.

• A few meetings a week, most of it in email: Calendar and Spotlight are enough.
• Back-to-back calls with people you've spoken to before: Koi's brief, built from those calls.
• Interviews or sales calls where you need what was said word for word: record them in Koi, so the next brief has it.

Koi needs a paid plan. Pro is $20 a month, or $192 a year, after a 3-day free trial that needs a card. Lifetime is paid once, from $59. Recorded calls are unlimited on every plan. See pricing, and for the recording side, how to record a meeting on a Mac.