📋 AI Meeting Notes

Name: AI Meeting Notes w/ Action Items + To-Do List Tracker
Author: jeffjhunter

Messy notes → Clear action items. Instantly.

Paste any meeting notes, transcript, or text. Get a clean summary with action items, owners, and deadlines.

No bot. No subscription. No setup.

⚠️ CRITICAL: RESPONSE FORMAT (READ FIRST)

When extracting meeting notes, you MUST respond with ALL of the following in ONE SINGLE MESSAGE:

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
📋 [MEETING TITLE] — [YYYY-MM-DD]
Duration: [X min] | Attendees: [Names]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

SUMMARY
[2-3 sentence overview]

⚡ ACTION ITEMS ([X] of [Total])
1. [ ] @Owner: Task — Deadline
2. [ ] @Owner: Task — Deadline
3. [ ] @Owner: Task — Deadline
4. [ ] @Owner: Task — Deadline
5. [ ] @Owner: Task — Deadline
[Show up to 10, note "(+X more in file)" if more exist]

✅ KEY DECISIONS
• Decision 1
• Decision 2

📎 Saved: meeting-notes/YYYY-MM-DD_topic-name.md

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Add to your to-do list?
• "all" — Add all [X] items
• "1,2,4" — Add specific items
• "none" — Skip

MANDATORY RULES

| Rule | Requirement |

|------|-------------|

| ONE response | NEVER split into multiple messages. Display + file + to-do prompt in SINGLE response. |

| Filename format | MUST be YYYY-MM-DD_topic.md — Date FIRST, always. Example: 2026-02-02_anne-call.md |

| Action items numbered | ALWAYS show numbered list (1, 2, 3...) in chat for easy selection |

| To-do prompt | ALWAYS include the "Add to your to-do list?" prompt if action items exist |

| File attachment | ALWAYS attach/save the full .md file |

❌ NEVER DO THIS

❌ Send file first, then "Processing...", then "Done" (THREE messages)
❌ Filename without date: anne-call-notes.md
❌ Say "includes action items" without showing them
❌ Skip the to-do list prompt
❌ Ask user to request display separately

✅ ALWAYS DO THIS

✅ ONE message with everything
✅ Filename: 2026-02-02_anne-call.md (date first)
✅ Show numbered action items in chat
✅ Include to-do prompt
✅ Attach full file

Why This Exists

You have notes. They're messy. You need to figure out who's doing what by when.

You could:

Spend 20 minutes organizing manually
Pay $240/year for Otter or Fireflies
Just... not follow up (again)

Or paste your notes and get clean action items in 10 seconds.

What It Does

| Input | Output |

|-------|--------|

| Messy meeting notes | ✅ Clean summary |

| Otter/Fireflies transcript | ✅ Action items with owners |

| Voice memo transcription | ✅ Deadlines extracted |

| Email thread | ✅ Decisions captured |

| Slack conversation | ✅ Follow-ups identified |

| Any unstructured text | ✅ Saved & searchable |

File Storage System

Every extraction is automatically saved for future reference.

Folder Structure

meeting-notes/
├── 2025-01-27_product-sync.md
├── 2025-01-28_client-call-acme.md
├── 2025-01-29_weekly-standup.md
└── ...

Naming Convention

YYYY-MM-DD_meeting-topic.md

Date first (sorts chronologically)
Lowercase, hyphens for spaces
Topic extracted from content or asked

What Gets Saved

Each file includes:

Metadata: Date, title, attendees, source
Summary: Quick overview
Action Items: With owners and deadlines
Decisions: What was agreed
Open Questions: Unresolved items
Raw Notes: Original input preserved

Reference Previous Meetings

Ask things like:

"What did we decide about the budget?"
"What action items does Sarah have?"
"Show me last week's meetings"
"Find meetings about Project X"
"What's still open from the client call?"

To-Do List Tracker

After extracting action items, you'll be asked which ones to track.

Adding Items

ACTION ITEMS EXTRACTED (5 items):

1. [ ] @Sarah: Share mockups — Friday
2. [ ] @Mike: Call Acme Corp — Tomorrow
3. [ ] @John: Handle social campaigns
4. [ ] @Lisa: Coordinate with agency — Today
5. [ ] @Team: Resolve vendor situation

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Add to your to-do list?
• "all" — Add all 5 items
• "1,2,4" — Add specific items
• "none" — Skip

Managing Your To-Dos

| Command | What It Does |

|---------|--------------|

| "show todos" | Display full to-do list |

| "todo check" | Daily review of status |

| "done 3" or "completed 3" | Mark item #3 complete |

| "remove 5" | Delete item #5 |

| "add deadline to 3: Friday" | Set/update deadline |

| "what's overdue?" | Show overdue items |

| "Sarah's tasks" | Filter by owner |

Daily Check

Run "todo check" (or include in your daily routine) to see:

📋 TO-DO CHECK — Jan 28, 2025

⚠️ OVERDUE (1 item):
#3 @Sarah: Send proposal — was due Jan 25 (3 days ago)

📅 DUE TODAY (2 items):
#5 @Mike: Call Acme Corp
#7 @Lisa: Follow up with vendor

📋 NO DEADLINE (2 items):
#4 @John: Handle social campaigns
#8 @Team: Review server costs

Any updates? ("done 3,5" / "move 3 to Friday" / "remove 4")

To-Do File Location

todo.md              ← Your active to-do list
meeting-notes/       ← Saved meeting notes

How to Use

Just paste your notes and ask:

"Extract action items from this..."
"Summarize this meeting..."
"What are the tasks from this..."
"Parse these notes..."

That's it. No commands. No setup. Just paste and go.

Output Formats

Request any format:

| Say | Get |

|-----|-----|

| (default) | Plain text |

| "as markdown" | Markdown formatted |

| "as a table" | Table format |

| "as JSON" | Structured JSON |

| "for Slack" | Copy-paste ready |

| "for email" | Send to attendees |

What Gets Extracted

| Section | Description |

|---------|-------------|

| Summary | 2-3 sentence overview of the meeting |

| Action Items | Tasks with owners and deadlines |

| Decisions | What was agreed upon |

| Open Questions | Unresolved items needing follow-up |

| Next Steps | What happens after this meeting |

For the AI: How to Extract and Save Meeting Notes

⚠️ FIRST: Review the CRITICAL RESPONSE FORMAT section above. Your response MUST follow that exact format.

When a user pastes meeting notes or asks you to extract action items, follow these instructions.

Step 0: Pre-Flight Checklist

Before responding, confirm you will:

[ ] Respond in ONE single message (not multiple)
[ ] Use filename format: YYYY-MM-DD_topic.md (date FIRST)
[ ] Display numbered action items in chat
[ ] Attach the full .md file
[ ] Include the to-do list prompt

Step 1: Setup Check

On first use, ensure the meeting-notes/ folder exists in the workspace:

If it doesn't exist, create it
All meeting note files go here

Step 2: Identify the Content Type

Determine what kind of input you received:

Raw meeting notes (bullets, fragments, messy)
Transcript (speaker labels, timestamps)
VTT/SRT subtitle files (video captions with timestamps)
Otter.ai / Fireflies / Zoom transcript exports
Email thread (Re:, Fw:, signatures)
Chat export (usernames, timestamps)
Mixed/other unstructured text

Supported file formats:

.md, .txt — Plain text/markdown
.vtt, .srt — Video caption files (common from Zoom, Teams, etc.)
Pasted text — Any format

Adapt your extraction based on the format, but output should always be consistent.

Step 3: Extract These Elements

ALWAYS extract:

Meeting Title/Topic (for filename)

Extract from content if obvious
If unclear, ask: "What should I call this meeting?"
Use generic if needed: "meeting", "sync", "call"

Date

Extract from content if mentioned
If not mentioned, use today's date
Format: YYYY-MM-DD

Summary (2-3 sentences max)

What was this meeting about?
What was the main outcome?

Action Items (most important)

Format: - [ ] @Owner: Task — Deadline
If no owner mentioned: - [ ] @Team: Task
If no deadline mentioned: - [ ] @Owner: Task — TBD
Be specific about the task
Extract ALL action items, even implicit ones

EXTRACT IF PRESENT:

Decisions Made

What was agreed upon?
What choices were finalized?

Open Questions

What wasn't resolved?
What needs more information?

Next Steps

When's the next meeting?
What happens after this?

Attendees (if detectable)

Who was mentioned?
Who spoke?

Step 4: Save the File

⚠️ FILENAME FORMAT IS CRITICAL:

YYYY-MM-DD_topic.md

Examples:

| Meeting | Correct Filename |

|---------|------------------|

| Anne call on Feb 2, 2026 | 2026-02-02_anne-call.md |

| Product sync on Jan 27 | 2025-01-27_product-sync.md |

| Client call with Acme | 2025-01-27_client-call-acme.md |

| 1-on-1 with Sarah | 2025-01-27_1on1-sarah.md |

❌ WRONG (never do these):

anne-call-notes.md — Missing date prefix!
meeting-notes-2026-02-02.md — Date not first!
2026-02-02-anne-call.md — Use underscore after date, not hyphen!
Anne Call Notes.md — No spaces, no caps!

Validation checklist:

[ ] Starts with YYYY-MM-DD_ (date + underscore)
[ ] All lowercase
[ ] Hyphens for spaces in topic
[ ] No special characters
[ ] Ends with .md

CRITICAL — Encoding & Characters:

Always use UTF-8 encoding
Use proper Unicode characters: — (em dash), → (arrow), 📅, ✅, ⚠️, ❓
Do NOT use ASCII approximations that render as garbled text
Test: If you see â€" or ðŸ"… in output, encoding is broken

File template:

---
date: YYYY-MM-DD
title: Meeting Title
attendees: [Name1, Name2, Name3]
source: pasted notes | transcript | email | chat
---

# Meeting Title

**Date:** YYYY-MM-DD
**Attendees:** Name1, Name2, Name3

---

## Summary

[2-3 sentence overview]

---

## Action Items

- [ ] **@Owner**: Task description — *Deadline*
- [ ] **@Owner**: Task description — *Deadline*

---

## Decisions

- Decision 1
- Decision 2

---

## Open Questions

- Question 1
- Question 2

---

## Next Steps

- Next meeting: [date/time if known]
- [Other next steps]

---

<details>
<summary>📝 Raw Notes (click to expand)</summary>

[Preserve the original input exactly as pasted]

</details>

After saving, ALWAYS do all three in ONE response:

Display condensed summary in chat
Attach the full .md file
Show to-do list prompt

CRITICAL: All three must happen in a single response. User should never need to ask separately.

Response format (display in chat):

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
📋 [MEETING TITLE] — [Date]
Duration: [X min] | Attendees: [Names...]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

SUMMARY
[2-3 sentence overview of the meeting]

⚡ CRITICAL ACTION ITEMS ([X] of [Total])
1. [ ] @Owner: Task — Deadline
2. [ ] @Owner: Task — Deadline
3. [ ] @Owner: Task — Deadline
4. [ ] @Owner: Task — Deadline
5. [ ] @Owner: Task — Deadline

✅ KEY DECISIONS
• Decision 1
• Decision 2

📎 Full notes attached: [filename.md]

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Add to your to-do list?
• "all" — Add all [X] items
• "1,2,4" — Add specific items
• "none" — Skip

Smart truncation rules:

| Action Items | Display in Chat | In File |

|--------------|-----------------|---------|

| 1-10 items | Show all | All |

| 11-20 items | Show top 10 + "(+X more in file)" | All |

| 21+ items | Show top 10 critical + "(+X more in file)" | All |

Prioritize for chat display:

Items with explicit deadlines (especially "today", "tomorrow", "ASAP")
Items marked critical/urgent in the notes
Items with clear owners
Remaining items by order of mention

File attachment is mandatory:

Always attach the full .md file
File contains EVERYTHING (all action items, decisions, raw notes, etc.)
Chat display is the highlight reel, file is the complete record

Step 5: To-Do List Management

File location: todo.md in workspace root

To-do file format:

# To-Do List

Last updated: YYYY-MM-DD

---

## ⚠️ Overdue

| # | Task | Owner | Due | Source |
|---|------|-------|-----|--------|
| 3 | Send proposal | @Sarah | Jan 25 | client-call.md |

---

## 📅 Due Today

| # | Task | Owner | Source |
|---|------|-------|--------|
| 5 | Coordinate with agency | @Lisa | product-sync.md |

---

## 📆 This Week

| # | Task | Owner | Due | Source |
|---|------|-------|-----|--------|
| 1 | Share mockups | @Sarah | Fri | product-sync.md |

---

## 📋 No Deadline

| # | Task | Owner | Source |
|---|------|-------|--------|
| 4 | Handle social campaigns | @John | product-sync.md |

---

## ✅ Completed

| # | Task | Owner | Completed |
|---|------|-------|-----------|
| 2 | Schedule meeting | @Sarah | Jan 26 |

Adding items to to-do list:

When user responds to the prompt:

"all" → Add all extracted items
"1,3,5" → Add only those numbered items
"none" → Skip, don't add any

For each added item:

Assign next available # (auto-increment)
Place in correct section based on deadline
Record source meeting file
Update "Last updated" date

Confirm after adding:

✅ Added 5 items to todo.md (#12-#16)

#12 @Sarah: Share mockups — Friday
#13 @Sarah: Update timeline — No deadline
#14 @Lisa: Coordinate with agency — Today
#15 @Mike: Call Acme Corp — Tomorrow
#16 @Sarah: Post job listing — EOW

View full list: "show todos"

Handling to-do commands:

| User Says | Action |

|-----------|--------|

| "show todos" / "my todos" | Display full todo.md organized by section |

| "todo check" / "check todos" | Run daily review (see below) |

| "done 3" / "completed 3" / "finished 3" | Move #3 to Completed section with today's date |

| "done 3,5,7" | Mark multiple as complete |

| "remove 5" / "delete 5" | Remove item entirely from list |

| "add deadline to 4: Friday" | Update item #4 with deadline, move to correct section |

| "move 3 to Monday" | Update deadline |

| "what's overdue?" | Show only Overdue section |

| "due today" | Show only Due Today section |

| "Sarah's tasks" / "@Sarah todos" | Filter all items where owner is Sarah |

| "no deadline" | Show items without deadlines |

Daily check ("todo check"):

📋 TO-DO CHECK — [Today's Date]

⚠️ OVERDUE ([X] items):
#3 @Sarah: Send proposal — was due Jan 25 (3 days ago)
#7 @Mike: Review contract — was due Jan 26 (2 days ago)

📅 DUE TODAY ([X] items):
#5 @Lisa: Coordinate with agency
#9 @John: Send assets

📆 COMING UP ([X] items due this week):
#12 @Sarah: Share mockups — Friday
#15 @Mike: Call Acme — Tomorrow

📋 NO DEADLINE ([X] items):
#4 @John: Handle social campaigns
#8 @Team: Review server costs
→ Consider adding deadlines to these items

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Any updates?
• "done 3,5" — Mark as complete
• "move 3 to Friday" — Update deadline  
• "remove 4" — Delete item

Section organization rules:

| Section | Criteria |

|---------|----------|

| ⚠️ Overdue | Due date is before today |

| 📅 Due Today | Due date is today |

| 📆 This Week | Due date is within 7 days |

| 📋 No Deadline | No due date specified |

| ✅ Completed | Marked as done |

When marking complete:

Move item from current section to Completed
Add completion date
Keep the original # for reference
Confirm: "✅ Marked #3 complete"

When removing:

Delete item entirely
Do NOT reuse the # (prevents confusion)
Confirm: "🗑️ Removed #5 from to-do list"

Step 6: Handle Display Requests

If user just wants to see the output (not save), show it in their requested format.

If user wants both, save the file AND display the output.

Default behavior: Save the file, offer to-do list prompt, then display summary.

Step 7: Reference Previous Meetings

When user asks about previous meetings:

"What did we decide about X?"

Search meeting-notes/ for relevant files
Look in Decisions sections
Return the decision with source file

"What action items does @Name have?"

Search all files for @Name in Action Items
Return list with source files and dates

"Show me last week's meetings"

List files from date range
Show title and summary for each

"Find meetings about X"

Search filenames and content
Return matching files with relevant excerpts

Search approach:

Check filenames first (fast)
Search content if needed
Return results with file references
Offer to show full details

Step 8: Handle Edge Cases

If notes are very short:

Still extract what you can
Still save the file
Note: "Brief meeting, limited details captured"

If no clear topic:

Ask: "What should I call this meeting?"
Or use: YYYY-MM-DD_meeting.md

If date is ambiguous:

Ask: "When was this meeting?"
Or use today's date with note

If multiple meetings in one paste:

Ask: "This looks like multiple meetings. Should I separate them?"
Create separate files if confirmed

If it's not meeting notes:

Still try to extract actionable items
Adjust filename: YYYY-MM-DD_notes-topic.md

Step 9: Final Response Format

⚠️ THIS IS THE MOST IMPORTANT STEP. YOUR ENTIRE RESPONSE MUST BE ONE SINGLE MESSAGE.

Complete response template (copy this structure exactly):

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
📋 [MEETING TITLE] — [YYYY-MM-DD]
Duration: [X min] | Attendees: [Names]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

SUMMARY
[2-3 sentence overview of the meeting]

⚡ ACTION ITEMS ([X] of [Total])
1. [ ] @Owner: Task — Deadline
2. [ ] @Owner: Task — Deadline
3. [ ] @Owner: Task — Deadline
4. [ ] @Owner: Task — Deadline
5. [ ] @Owner: Task — Deadline

(+[X] more in attached file)

✅ KEY DECISIONS
• Decision 1
• Decision 2

📎 Saved: meeting-notes/YYYY-MM-DD_topic.md

━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Add to your to-do list?
• "all" — Add all [X] items
• "1,2,4" — Add specific items
• "none" — Skip

Checklist before sending (ALL must be true):

[ ] Is this ONE message? (not split into multiple)
[ ] Does filename start with YYYY-MM-DD_?
[ ] Are action items NUMBERED (1, 2, 3...)?
[ ] Is the to-do prompt included?
[ ] Is the file attached/saved?

If ANY checkbox is false, FIX IT before responding.

Tone

ONE response only (never send "Processing..." then "Done" separately)
Lead with summary and critical items
Be concise in chat, comprehensive in file
Always show the to-do list prompt if action items exist

Customization (Optional)

Want to customize the output? Create a PREFERENCES.md file:

# Meeting Notes Preferences

## Output Format
default: markdown

## Always Include
- [x] Summary
- [x] Action Items
- [x] Decisions
- [ ] Open Questions
- [ ] Attendees

## Action Item Format
style: "[ ] @{owner}: {task} — {deadline}"

## Additional Instructions
- Always bold owner names
- Group by deadline if more than 5 items

If this file exists, the AI will follow your preferences. If not, smart defaults apply.

Examples

Input: Messy Notes

marketing sync 1/27

sarah - need to finalize the q1 campaign, she said friday
budget discussion - mike thinks we need 50k, approved
delay on product launch - 2 weeks, waiting for legal
john will send assets by wed
need to figure out vendor situation still
next sync thursday 2pm

Output: Saved File

File: meeting-notes/2025-01-27_marketing-sync.md

---
date: 2025-01-27
title: Marketing Sync
attendees: [Sarah, Mike, John]
source: pasted notes
---

# Marketing Sync

**Date:** 2025-01-27
**Attendees:** Sarah, Mike, John

---

## Summary

Marketing sync covering Q1 campaign finalization, budget approval ($50k), and product launch timeline adjustments due to legal review.

---

## Action Items

- [ ] **@Sarah**: Finalize Q1 campaign — *Friday*
- [ ] **@John**: Send assets — *Wednesday*
- [ ] **@Mike**: Confirm budget allocation ($50k approved)
- [ ] **@Team**: Resolve vendor situation — *TBD*

---

## Decisions

- Budget approved at $50k
- Product launch delayed 2 weeks (waiting for legal)

---

## Open Questions

- Vendor situation still unresolved

---

## Next Steps

- Next sync: Thursday 2pm

---

<details>
<summary>📝 Raw Notes (click to expand)</summary>

marketing sync 1/27

sarah - need to finalize the q1 campaign, she said friday
budget discussion - mike thinks we need 50k, approved
delay on product launch - 2 weeks, waiting for legal
john will send assets by wed
need to figure out vendor situation still
next sync thursday 2pm

</details>

Confirmation Message

✅ Saved: meeting-notes/2025-01-27_marketing-sync.md

SUMMARY
Marketing sync covering Q1 campaign, budget approval, and launch delay.

ACTION ITEMS
- [ ] @Sarah: Finalize Q1 campaign — Friday
- [ ] @John: Send assets — Wednesday
- [ ] @Mike: Confirm budget allocation
- [ ] @Team: Resolve vendor situation — TBD

DECISIONS
• Budget approved at $50k
• Launch delayed 2 weeks

Full details in saved file.

Referencing Previous Meetings

"What action items does Sarah have?"

📋 Sarah's Action Items (across all meetings)

From 2025-01-27_marketing-sync.md:
- [ ] Finalize Q1 campaign — Friday

From 2025-01-25_product-planning.md:
- [ ] Review design mockups — Monday
- [x] Send timeline to team — Done

2 open items, 1 completed

"What did we decide about the budget?"

📌 Decisions about "budget" found:

2025-01-27_marketing-sync.md:
• Budget approved at $50k

2025-01-20_quarterly-planning.md:
• Q1 budget set at $150k total
• Marketing allocated $50k

Want me to show the full context from either meeting?

"Show me last week's meetings"

📅 Meetings from Jan 20-27, 2025:

1. 2025-01-27_marketing-sync.md
   Q1 campaign, budget approval, launch delay
   
2. 2025-01-25_product-planning.md
   Roadmap review, design decisions
   
3. 2025-01-23_client-call-acme.md
   Requirements review, timeline discussion
   
4. 2025-01-20_quarterly-planning.md
   Q1 priorities, budget allocation

Want details on any of these?

Works With

Otter.ai exports — Paste the transcript
Fireflies exports — Paste the summary or transcript
Zoom transcripts — Paste the auto-generated notes
Voice memos — Use any transcription, paste the text
Manual notes — However messy, just paste
Email threads — Copy the chain, paste it
Slack threads — Export or copy, paste it

Basically: If it's text, it works.

Comparison

|---------|----------|-----------|------------|

| Price | $20/mo | $18/mo | Free |

| Requires bot in meeting | Yes | Yes | No |

| Works with existing notes | No | No | Yes |

| Setup time | 10+ min | 10+ min | 0 min |

| Platform lock-in | Yes | Yes | No |

FAQ

Q: Does this record my meetings?

No. This only processes text you paste. No recording, no bot, no audio.

Q: What if my notes are really messy?

That's the point. Paste them anyway.

Q: Can I use this with Otter/Fireflies transcripts?

Yes. Export or copy your transcript, paste it here.

Q: What about privacy?

Your notes are processed in the conversation. Nothing is stored or sent elsewhere.

Q: Can I customize the output?

Yes. Create a PREFERENCES.md file or just ask for a different format.

Built by Jeff J Hunter — https://jeffjhunter.com

Part of the OpenClaw skills ecosystem. More at https://clawhub.org

AI Meeting Notes w/ Action Items + To-Do List Trackerv1.0.3

Install & Quick Start