How Hailey HR got more presence in its meetings, and less admin afterwards

Hailey is an EU-sovereign HR platform where companies gather all their processes around their people. Customer Success was first to start using Flowmeets, in customer meetings and implementation projects. Once that worked well, Recruitment and the Product department followed.

The documentation never caught up

In Customer Success, much of the work is implementation projects and meetings with existing customers. The CS project leads train people in the platform, build an understanding of how the customer’s HR department works and which features they want to adopt, often while sharing their screen. Taking notes, presenting and discussing at the same time was a challenge.

Afterwards they wrote down what they remembered, usually about half. Documentation had been asked for many times, but it often fell away when other things took priority. When several colleagues take over the same customer, a shared background was missing: what the customer uses, how they work, what their HR organisation looks like.

Admin time that ate the day

The CS people blocked time in their calendars just for admin. The team would rather spend that time on proactive customer initiatives, events and webinars than on writing up notes.

EU sovereignty: practising what they preach

When Hailey HR chose a supplier it was clear from the start: they needed one that is EU-sovereign, both in which AI models run and in where the data is stored. It is the same requirement they place on subprocessors of their own platform, and something they press on their own customers. There they want to practise what they preach. That is why they chose Flowmeets over the other options they looked at.

Summaries, and data over time

Transcription already existed in Teams, but it was not enough. What Hailey HR lacked was picking out what matters per meeting type, and gathering the data so that trends and insights can be followed over time. They had not recorded their meetings before, so that kind of material did not exist.

A shared picture of the customer, and the next step

When the work is team-based, different colleagues can take over the same customer. Then the picture of the customer has to stay: what was said, what was promised, what is to be done. Action items and tasks picked up after the meeting help keep track, without anyone having to read the whole transcript to remember the next step. At the same time the CS people get to stay in the discussion instead of sitting there trying to memorise everything.

“We find we can be more present in meetings and discussions, instead of trying to remember everything and take notes at the same time.” Marincke Behm, Hailey HR

The same tool for CS, Recruitment and the Product department

In recruitment, notes from hiring and case interviews are collected. In the Product department, where mainly the product owners use the tool, it is internal product meetings and sprint planning, where many small decisions would otherwise live in different people’s heads. Marincke has connected the Flowmeets MCP with other AI tools, to have transcripts, notes and requirements together as the team explores more agentic product work.

Less admin time, more valuable time left

Those who took part in the pilot estimate that admin time roughly halved, an estimate rather than a measured figure. The time does not necessarily disappear, but it becomes more valuable: the data is there straight away, and the team can work with the insights. Many also appreciate being able to go back to their own recordings and get coaching afterwards.

Out to the organisation, and onwards

After the pilot, Flowmeets was rolled out to Customer Success. Shortly afterwards the recruitment team and the Product department joined as well. Getting started was easy without reworking existing processes. Looking ahead, Marincke sees particular potential in the Knowledge Hub for onboarding in a growing CS team: being able to take in good meetings without having to sit in on them in real time.