IT system developments Archives - HBSI

Conclave Echo: AI Meeting Transcription and Minutes in English, Sinhala and Tamil

hbsiteamweb — Thu, 05 Nov 2026 05:24:51 +0000

Conclave Echo is an AI-powered meeting transcription and minutes tool from Hayleys Business Solutions International (HBSI) and part of the Conclave suite. You record a meeting in your browser or upload an existing recording, and Echo turns it into a transcript, structured minutes and a clear list of action points. It transcribes English, Sinhala and Tamil, the languages Sri Lankan teams actually use in the room.

Why meeting minutes are still a headache

Most meetings end the same way. Someone volunteers to write the minutes, pieces together what was said from scattered notes, and sends a summary days later. By then details have blurred and follow-ups have slipped.

In Sri Lanka the task is harder because one discussion often moves between English, Sinhala and Tamil, and many note-taking tools are built for only one of them. Conclave Echo was designed around that reality.

How Conclave Echo works

The process follows three stages, from the moment a meeting starts to the moment the minutes are shared.

Capture

Record audio directly in your browser, or upload a recording you already have. Echo turns English, Sinhala and Tamil conversations into transcripts. You can add speaker names so the discussion is easy to follow, and click any timestamp to replay exactly the part you need.

Refine and generate

Before anything is finalised, you review the transcript and correct it. Echo then uses AI to turn the reviewed conversation into structured English minutes, bringing key discussions, decisions and next steps into one document. You can edit, save and finalise each draft before it is shared.

Organise and secure

Export transcripts to Word and final minutes to text. Save meeting details and search your personal library when you need to find something later. If an upload is interrupted, you can resume it and retry processing. Access is managed through secure sign-in, private meetings and admin-managed users.

Key features of Conclave Echo

Three-language transcription: English, Sinhala and Tamil in a single tool.

Speaker labels: add names so everyone knows who said what.

Click-to-replay timestamps: jump straight to the exact moment in the recording.

Review before you generate: correct the transcript first, then create the minutes.

Decisions and action items: key points and next steps captured in one document.

Recover and resume: pick up interrupted uploads without starting over.

What teams gain from a better meeting record

A reliable record changes how meetings feel. Decisions are easier to find, because they sit in the minutes rather than in someone’s memory. Action items have names beside them, so ownership is visible to everyone. People who could not attend can read the minutes or replay the relevant part of the recording instead of asking for a recap. And the person who used to spend an evening typing up notes gets that time back for the follow-up itself.

Why the review step matters

AI can do the heavy lifting, but a meeting record still needs a person to stand behind it. In Echo, you correct the transcript first, and the minutes are generated from that reviewed version. This keeps the final document closer to what was actually said and agreed, and you decide when a draft is ready to share.

Who Conclave Echo is for

Any team that holds regular meetings and needs a dependable record can use it. Common examples include:

Management and board meetings, where decisions need a clear paper trail.
Project and operations teams, tracking actions across departments.
Committee, HR and compliance meetings, where accuracy matters.
Multilingual teams, whose conversations switch between English, Sinhala and Tamil.

Part of the Conclave suite

Conclave is a suite of solutions from HBSI built on a simple idea: simplification meets automation. Echo applies that thinking to meetings. It removes the manual transcription and formatting, so people can spend their time on the work that follows the discussion.

Frequently asked questions

What is Conclave Echo?

Conclave Echo is an AI meeting transcription and minutes solution from HBSI. It converts recorded or uploaded meetings into transcripts, structured minutes and action points.

Which languages does Conclave Echo support?

It transcribes English, Sinhala and Tamil conversations. Minutes are generated in English.

Can I upload an existing recording?

Yes. You can record audio in your browser or upload a recording you already have.

Can I edit the transcript and minutes?

Yes. You can correct the transcript before minutes are created, then edit, save and finalise each draft before sharing.

What can I download?

Transcripts can be exported to Word, and final minutes can be downloaded as text.

Who can access my meetings?

Meetings are private, protected by secure sign-in, and users are managed by an administrator.

How do I get started?

Book a demo with the HBSI team using the contact details below, and we will show you the process using a sample meeting.

Book a Conclave Echo demo.

The easiest way to judge Conclave Echo is to see it with one of your own meetings. Book a demo with the HBSI team, and we will walk you through the process, from recording to finished minutes.

www.hayleysbpo.com

rashad.dheen@hayleysbsi.com

+94 77 366 4815

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Conclave – Board Meeting Automation System

hbsiteamweb — Fri, 26 Jun 2026 05:51:58 +0000

Hayleys Business Solutions International Introduces Conclave: A Smarter Way to Run Board Meetings

Hayleys Business Solutions International (HBSI), the business process outsourcing and technology solutions arm of the Hayleys Group, has unveiled Conclave, an innovative board meeting automation platform designed to help organisations transition from paper-heavy boardroom processes to a secure, streamlined, and fully digital governance experience.

Developed to meet the evolving needs of modern corporate governance, Conclave brings together Group Secretariats, Board Directors, and Finance Leadership Teams within a single digital ecosystem, enabling organisations to manage board meetings more efficiently while maintaining the highest standards of security, compliance, and collaboration.

Addressing the Challenges of Traditional Board Administration

Across many organisations, preparing for board meetings remains a time-consuming process involving multiple document versions, manual coordination, email exchanges, printing, and physical circulation of board papers. These traditional methods often create administrative bottlenecks, increase operational costs, and introduce governance risks.

Conclave was designed to eliminate these inefficiencies by providing a centralised digital platform that simplifies the entire board meeting lifecycle, from agenda preparation and document circulation to approvals, resolutions, and audit tracking.

“Board meetings are among the most critical decision-making forums within any organisation. Yet many companies continue to rely on fragmented and manual processes to manage them. Conclave was created to help organisations modernise governance operations while enhancing security, transparency, and productivity,” said a spokesperson from HBSI.

A Digital Boardroom Built for Modern Enterprises

At its core, Conclave transforms complex board administration into a seamless, paperless workflow that enables stakeholders to prepare, review, collaborate, and make decisions from anywhere.

The platform offers a range of features designed to improve efficiency and governance outcomes, including:

Instant Board Pack Generation for faster agenda creation and document circulation.

Collaborative Pre-Review Workspaces that allow directors and stakeholders to review, comment on, and discuss documents before meetings.

Automated Resolution Management with structured approval workflows and resolution extract generation.

Real-Time Notifications that keep users informed about document updates, reviews, approvals, and meeting changes.

Dynamic Re-Initiation Capabilities to reopen, revise, and recirculate meeting items when necessary.

Comprehensive Audit Trails that provide complete visibility into actions, approvals, and document histories.

These capabilities help organisations reduce administrative effort while ensuring that decision-makers have timely access to accurate information.

Built on Three Core Principles

Conclave has been developed around three key pillars that address the practical needs of today’s boardrooms:

Simplicity by Design

The platform features an intuitive, user-friendly interface that requires minimal training, enabling board members and executives to navigate agendas, review documents, and participate in voting with ease.

Collaborative Governance

By enabling secure pre-meeting reviews and discussions, Conclave promotes greater engagement and better-informed decision-making before meetings even begin.

Enterprise-Grade Security

Security remains a foundational element of the platform. Conclave incorporates end-to-end encryption, role-based access controls, document protection mechanisms, and multi-tenant architecture to safeguard sensitive corporate information.

Supporting Governance in a Digital-First Era

As organisations increasingly embrace digital transformation initiatives, governance processes are also evolving. Boards require greater agility, stronger compliance controls, and more secure ways to collaborate across locations and time zones.

Conclave enables organisations to respond to these changing demands by creating a secure digital environment where governance activities can be managed efficiently while maintaining accountability and transparency.

The platform is particularly suited for large enterprises, diversified corporate groups, listed companies, and organisations seeking to strengthen governance frameworks while reducing dependence on manual administration.

Empowering the Future of Boardroom Operations

With a growing portfolio of technology solutions spanning software development, workflow automation, reporting systems, and enterprise platforms, HBSI continues to support organisations in driving operational excellence through digital innovation. Conclave represents the latest addition to this portfolio, reinforcing HBSI’s commitment to delivering practical technology solutions that solve real business challenges.

As businesses continue their journey towards digital maturity, Conclave offers a modern, secure, and efficient alternative to traditional board management processes, helping organisations move closer to a truly paperless boardroom.

For more information about Conclave or to schedule a live demonstration, visit Hayleys Business Solutions International or contact the HBSI team.

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GHR – Group HR Reporting & Analytics System

hbsiteamweb — Wed, 18 Jun 2025 05:01:53 +0000

Product Overview

A centralized HR reporting and analytics platform designed for the Group HR division of Hayleys PLC. GHR aggregates employee lifecycle data-including promotions, exits, new hires, grievances, achievements, and training investments-from all subsidiaries.

Key Features

Central repository for employee data across multiple companies

Supports tracking of HR metrics like hires, exits, promotions, grievances

Integration with Power BI for dynamic dashboards and drill-down reports

Structured data capture for training programs and investment analysis

Secure access control for company-specific and group-level users

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Vendor Management System – Optimized Supplier & Resource Tracking

hbsiteamweb — Wed, 22 Mar 2023 19:58:11 +0000

Product Overview

Our Vendor Management System enhances supplier management with real-time tracking of vendor details, transactions, and communication workflows. With automated processes and insightful analytics, businesses can strengthen relationships and improve operational efficiency.

Additionally, the system integrates forecasting capabilities for raw materials, allowing businesses to monitor monthly and yearly trends, and refine resource planning through predictive analytics.

A dedicated mobile app enables businesses to track vendor-related activities and enter data on the go, ensuring seamless, real-time updates for better decision-making.

Key Features

Vendor/Supplier category wise location map view

Supplier forecast update and analysis

Supplier actual update and analysis

Field visit details update

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Imports & Freight Management System : Optimize Supply Chain Operations

hbsiteamweb — Wed, 22 Mar 2023 19:55:30 +0000

Product Overview

Group level Import Shipment management.

Key Features

Import shipment annual forecast

Monthly forecast update/ad-hoc shipment update

Consolidate and request for quotation

RFQ respond by freight forwarding company

Price evaluation and shipment award

Issue log

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Loyalty Customer Solution – Manage Rewards & Track Sales

hbsiteamweb — Wed, 22 Mar 2023 19:52:45 +0000

Product Overview

Our Loyalty Customer Solution empowers businesses to maintain detailed customer loyalty records while optimizing rewards programs. With seamless data management and real-time sales tracking, companies can personalize customer engagement, enhance retention strategies, and maximize brand loyalty. Advanced analytics provide insights into purchase behavior, helping businesses drive growth through tailored promotions and incentives.

Key Features

Loyalty customer details management

Update Loyalty customer sales

Loyalty customer discounts/ offers

SMS/email alerts

Analysis on Loyalty customer sales

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Hayleys CRM Backend : Efficient Lead & Call Workflow Automation

hbsiteamweb — Wed, 22 Mar 2023 19:50:24 +0000

Product Overview

Our Hayleys CRM Backend system is designed to streamline lead management and automate call workflows, ensuring seamless customer interactions. With advanced tracking and integration capabilities, businesses can efficiently manage customer inquiries, schedule follow-ups, and optimize sales pipelines. Intelligent automation enhances productivity, minimizes manual tasks, and improves overall engagement, driving business growth with precision and reliability.

Key Features

Create new leads

Assign / forward leads

Leads follow-up

Lead status updates/ actions updates

Job scheduling

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Document Management System by HBSI : Secure Workflow Solutions

hbsiteamweb — Wed, 22 Mar 2023 19:47:55 +0000

Product Overview

Document Management System(DMS) is a system used to Store, Track, Manage documents and reduce paper. Capable of keeping a record of the various versions created and modified by different users (history tracking)

Key Features

Reduce storage space

Easy retrieval

Enhanced security

Secured backup

Remote access

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Smart Retail System – Real-Time Sales & Route Management

hbsiteamweb — Wed, 22 Mar 2023 19:45:18 +0000

Product Overview

Our Smart Retail system is supported by a Mobile App where you can manage your;

Sales route management
Daily activity assignment
Real time location tracking of the sales team
History playback of the market visit
Collection of sales/debtors/inventory details of the outlets etc.

Key Features

Route management with scheduling

Route navigation

History playback of visits

Mobile app access in offline/online mode

Sales order/ debtor / inventory details collection

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Workflow Management System – Automate Tasks and Boost Productivity

hbsiteamweb — Wed, 22 Mar 2023 18:10:56 +0000

Product Overview

H-Doc is an online system which provides an infrastructure for the set-up, performance and monitoring of a defined sequence of tasks, arranged as a workflow application

Finance Management

ATF Request | ATF Settlement | Petty Cash Handling | Expense Claim

HR Process

Employee Onboarding | Employee Exits | Final Dues

Support Services

Help Desk | System Support

Key Features

Easy Tracking

Save Time & Cost– Increase Production

Creates efficiency in the process

Can be integrated to ERP/HRIS

Reduce error due to validations and compulsory points

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