Monthly Maintenance Checklist - MeetingOS, $150 per Month

Every Monday · ~20 min per client

Weekly MeetingOS Health Check

• Fetch log review. Every scheduled meeting in the last 7 days produced a transcript. Any gap gets a same-day explanation: meeting cancelled, AI Companion toggled off, or a real fault.
• Delivery confirmation. Every transcript produced notes, and every note reached its destinations (email opened by at least one recipient, dashboard updated).
• Dedup state check. state/.fetched_instances.json is clean - no duplicates delivered, no instance fetched twice, no silent skips.
• Scheduler alive. Cron / launchd / agent jobs fired on schedule. A job that stopped firing is found this week, not when the client notices missing notes.
• Error sweep. Non-zero exits and 4xx/5xx responses in the logs investigated, not just counted.

Continuous · automated with human review

Zoom Transcript Pipeline Monitoring

• Failure alerts routed to us, not the client. A failed fetch notifies your consultancy first. The client hears about a problem with the fix already in motion - or never hears about it at all.
• Zoom-side changes tracked. Scope deprecations, AI Companion setting resets after Zoom updates, and OAuth app deactivation are the three ways this pipeline silently dies. All three are checked on every weekly pass.
• Processing-lag watch. Transcripts normally appear within ~40 minutes of meeting end. Anything older than 24 hours unfetched is treated as an incident, not a backlog item.
• New-meeting-series detection. A new recurring meeting appears in the client's Zoom account → we confirm whether it should be MeetingOS-managed and add it to the schedule and note-style map.

Weekly sample · ~15 min per client

Weekly Note-Quality Sampling

This is the taster on the line: a machine writes every note, a human spot-checks the plates before the week ships. Automation without evaluation is hoping.

• One note per client per week read in full against its source transcript - decisions correct, owners correct, dates correct, nothing invented.
• Name and role drift fixed. New hires, role changes, and nicknames get added to the client briefing file so notes attribute work to the right people.
• Client corrections folded back. When a client replies to a note with a correction, the note is fixed and the extraction rules are tuned so the same miss does not repeat.
• Style fit reviewed. If the client is skimming past summaries to the action items, we say so and switch that meeting series to a shorter style. The notes serve the reader, not the template.

Quarterly · ~45 min per client

Quarterly Template Tune-Up

• Note-template refresh. Section order, length, and tone re-tuned against three months of real usage and client corrections.
• Upstream improvements merged. When the MeetingOS master template improves (better extraction prompts, new delivery option, dashboard upgrades), maintained clients receive the upgrade - tested on their folder, not just copied over it.
• Open-loop audit. Recurring loops that never close get surfaced to the client by name - the dashboard can only remind; the tune-up asks why.
• Meeting-load report. Meetings per week, hours in meetings, and notes actually read - a one-page summary the owner can use to cut meetings, delivered with the tune-up.
• Credential rotation check. Zoom app credentials verified active; client secret rotated if the client's security policy calls for it.