Automatically capture meeting summaries, assign action items to Notion, and notify team members via email and Slack—turning discussions into tracked, accountable tasks.
The AI Meeting Summary & Action Item Tracker is a powerful automation workflow that transforms raw meeting data into actionable intelligence. This intelligent agent automatically captures meeting details, generates executive summaries using advanced AI, extracts action items, and distributes tasks to team members—all without manual intervention.
Key benefits and time savings:
Target use cases:
This workflow is ideal for:
Why it's needed: Powers the intelligent meeting analysis engine that extracts summaries, action items, and key decisions using GPT-4o, ensuring human-quality insights at machine speed.
Setup steps:
How to obtain API keys: OpenAI requires a paid account with available credits. Visit your billing dashboard to add payment information and check your usage limits.
Configuration in TaskAGI: The workflow uses GPT-4o model with a specialized prompt for executive assistant tasks. Ensure your OpenAI account has access to GPT-4o and sufficient API credits for your meeting volume.
Why it's needed: Delivers meeting summaries to your team instantly, keeping everyone informed and reducing email clutter.
Setup steps:
chat:write and channels:read permissionsxoxb-)How to obtain API keys: Slack apps are created directly in your workspace. You'll need workspace admin permissions to authorize the integration.
Configuration in TaskAGI: Specify the Slack channel where meeting summaries should be posted (e.g., #meeting-summaries or #executive-updates). The workflow will automatically format summaries with clear sections for context, key decisions, and action items.
Why it's needed: Creates a searchable, organized database of all meetings with full summaries and action items, serving as your team's institutional memory.
Setup steps:
notion.so/workspace/[DATABASE_ID]?v=...)How to obtain API keys: Notion integrations are created in your workspace settings. Ensure you have admin access to create integrations and share databases.
Configuration in TaskAGI: The workflow creates two types of Notion pages: meeting summaries and individual action item tasks. Configure your database properties to include Meeting Date, Attendees, Summary, Key Decisions, and Status.
Why it's needed: Sends personalized task assignment emails to action item owners, ensuring they're aware of their responsibilities with full context.
Setup steps:
How to obtain API keys: Gmail uses app-specific passwords rather than your main password. This approach is more secure and allows TaskAGI to send emails without storing your primary credentials.
Configuration in TaskAGI: The workflow automatically formats task assignment emails with HTML formatting, including the action item description, due date, and meeting context. Customize the email template to match your company's tone and branding.
Why it's needed: Creates automatic calendar reminders for action items, ensuring deadlines are visible and preventing tasks from falling through the cracks.
Setup steps:
How to obtain API keys: Google Calendar uses OAuth authentication, so no manual API key entry is required. TaskAGI handles the authorization flow automatically.
Configuration in TaskAGI: Set reminder timing to align with your workflow (e.g., 2 days before due date for executive items, 1 day for standard tasks). The workflow will create events with the action item title and meeting reference.
Why it's needed: Logs meeting metrics and analytics, creating a historical record for reporting, trend analysis, and workflow optimization.
Setup steps:
Date, Meeting Title, Attendees, Action Items Count, Slack Posted, Notion Created, Timestamp
How to obtain API keys: Google Sheets uses the same OAuth authentication as Google Calendar. Ensure the sheet is accessible to your Google account used for TaskAGI.
Configuration in TaskAGI: The workflow appends a new row after each meeting is processed. This creates a valuable audit trail and enables you to analyze meeting patterns, action item completion rates, and team productivity over time.
1. Receive Meeting Data (Webhook Trigger) This is your workflow's entry point. The webhook receives meeting data in JSON format.
Configuration:
{
"meeting_title": "Q4 Planning Session",
"attendees": ["alice@company.com", "bob@company.com"],
"transcript": "Full meeting transcript or summary...",
"date": "2024-01-15",
"duration_minutes": 45
}
2. Parse Meeting Input (Function Node) Validates and structures incoming meeting data before AI analysis.
Configuration:
3. AI Meeting Analysis (OpenAI Node) The intelligence engine of your workflow.
Configuration:
4. Synthesize Intelligence (Function Node) Structures AI output into usable data for downstream nodes.
Configuration:
task, owner, due_date, priority
5. Post Meeting Summary to Slack (Slack Node) Delivers the summary to your team instantly.
Configuration:
#meeting-summaries)@username format6. Create Meeting Note in Notion (Notion Node) Archives the complete meeting record.
Configuration:
Title: Meeting titleDate: Meeting dateAttendees: Comma-separated listSummary: Full AI-generated summaryKey Decisions: Bulleted listStatus: Set to "Completed"7. Loop Through Action Items (Loop Node) Iterates through each action item for individual processing.
Configuration:
loop.item (contains task, owner, due_date, priority)8. Create Task in Notion (Notion Node - Inside Loop) Creates individual task records for tracking.
Configuration:
Title: [[loop.item.task]]
Owner: [[loop.item.owner]]
Due Date: [[loop.item.due_date]]
Priority: [[loop.item.priority]]
Meeting Reference: Link to parent meeting noteStatus: "Not Started"9. Email Task Owner (Gmail Node - Inside Loop) Notifies owners of their assignments.
Configuration:
[[loop.item.owner]]@company.com (customize domain as needed)Action Item Assigned: [[loop.item.task]]
10. Create Calendar Reminder (Google Calendar Node - Inside Loop) Adds deadline reminders to calendars.
Configuration:
Action Item: [[loop.item.task]]
[[loop.item.due_date]]
11. Log Meeting Metrics (Google Sheets Node) Records workflow execution data.
Configuration:
12. Return Success Response (Webhook Response Node) Confirms successful processing to the triggering system.
Configuration:
{
"success": true,
"meeting_id": "[[nodes.6255.meeting_id]]",
"summary_posted": true,
"action_items_created": "[[loop.count]]",
"timestamp": "[[timestamp]]"
}
Create a sample meeting payload to test the workflow:
{
"meeting_title": "Product Strategy Review",
"attendees": ["alice@company.com", "bob@company.com", "carol@company.com"],
"transcript": "We discussed Q1 roadmap priorities. Decided to focus on mobile optimization. Alice will lead design research by Jan 20. Bob will coordinate engineering resources by Jan 15. Carol will prepare customer feedback summary by Jan 18.",
"date": "2024-01-10",
"duration_minutes": 60
}
At Parse Meeting Input:
At AI Meeting Analysis:
At Slack Post:
At Notion Creation:
At Email Sending:
At Calendar Creation:
At Google Sheets:
✅ Workflow executed successfully when:
✅ Quality indicators:
Troubleshooting common issues:
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