pilot-meeting-assistant-setup

# Meeting Assistant Setup Deploy 3 agents that automate meeting management from scheduling to action item tracking. ## Roles | Role | Hostname | Skills | Purpose | |------|----------|--------|---------| | scheduler | `<prefix>-scheduler` | pilot-cron, pilot-webhook-bridge, pilot-receipt | Manages calendar, sends invites, handles rescheduling | | note-taker | `<prefix>-note-taker` | pilot-stream-data, pilot-share, pilot-archive | Captures notes, decisions, and summaries in structured format | | action-tracker | `<prefix>-action-tracker` | pilot-task-router, pilot-alert, pilot-slack-bridge | Extracts action items, assigns owners, sends reminders | ## Setup Procedure **Step 1:** Ask the user which role this agent should play and what prefix to use. **Step 2:** Install the skills for the chosen role: ```bash # For scheduler: clawhub install pilot-cron pilot-webhook-bridge pilot-receipt # For note-taker: clawhub install pilot-stream-data pilot-share pilot-archive # For action-tracker: clawhub install pilot-task-router pilot-alert pilot-slack-bridge ``` **Step 3:** Set the hostname: ```bash pilotctl --json set-hostname <prefix>-<role> ``` **Step 4:** Write the setup manifest: ```bash mkdir -p ~/.pilot/setups cat > ~/.pilot/setups/meeting-assistant.json << 'MANIFEST' <role-specific manifest from templates below> MANIFEST ``` **Step 5:** Tell the user to initiate handshakes with direct communication peers. ## Manifest Templates Per Role ### scheduler ```json { "setup": "meeting-assistant", "setup_name": "Meeting Assistant", "role": "scheduler", "role_name": "Meeting Scheduler", "hostname": "<prefix>-scheduler", "description": "Manages calendar availability, sends invites, handles rescheduling and conflicts.", "skills": { "pilot-cron": "Schedule recurring meetings and send calendar reminders on time.", "pilot-webhook-bridge": "Sync meeting events with external calendar services via webhook.", "pilot-receipt": "Confirm meeting invitations were delivered and accepted by attendees." }, "peers": [{"role": "note-taker", "hostname": "<prefix>-note-taker", "description": "Receives meeting started events for note capture"}], "data_flows": [{"direction": "send", "peer": "<prefix>-note-taker", "port": 1002, "topic": "meeting-started", "description": "Meeting started events with attendees and agenda"}], "handshakes_needed": ["<prefix>-note-taker"] } ``` ### note-taker ```json { "setup": "meeting-assistant", "setup_name": "Meeting Assistant", "role": "note-taker", "role_name": "Note Taker", "hostname": "<prefix>-note-taker", "description": "Captures meeting notes, key decisions, and discussion summaries in structured format.", "skills": { "pilot-stream-data": "Stream live meeting content for real-time note capture.", "pilot-share": "Send structured meeting notes downstream to the action tracker.", "pilot-archive": "Store meeting notes and decision records for long-term reference." }, "peers": [ {"role": "scheduler", "hostname": "<prefix>-scheduler", "description": "Sends meeting started events with attendees and agenda"}, {"role": "action-tracker", "hostname": "<prefix>-action-tracker", "description": "Receives meeting notes for action item extraction"} ], "data_flows": [ {"direction": "receive", "peer": "<prefix>-scheduler", "port": 1002, "topic": "meeting-started", "description": "Meeting started events with attendees and agenda"}, {"direction": "send", "peer": "<prefix>-action-tracker", "port": 1002, "topic": "meeting-notes", "description": "Meeting notes with decisions and action items"} ], "handshakes_needed": ["<prefix>-scheduler", "<prefix>-action-tracker"] } ``` ### action-tracker ```json { "setup": "meeting-assistant", "setup_name": "Meeting Assistant", "role": "action-tracker", "role_name": "Action Tracker", "hostname": "<prefix>-action-tracker", "description": "Extracts action items from notes, assigns owners, tracks completion, and sends reminders.", "skills": { "pilot-task-router": "Parse meeting notes and route action items to the appropriate owners.", "pilot-alert": "Fire reminders when action items approach or pass their due dates.", "pilot-slack-bridge": "Post action item summaries and reminders to team Slack channels." }, "peers": [{"role": "note-taker", "hostname": "<prefix>-note-taker", "description": "Sends meeting notes with decisions and action items"}], "data_flows": [ {"direction": "receive", "peer": "<prefix>-note-taker", "port": 1002, "topic": "meeting-notes", "description": "Meeting notes with decisions and action items"}, {"direction": "send", "peer": "external", "port": 443, "topic": "action-reminder", "description": "Action item reminders to owners"} ], "handshakes_needed": ["<prefix>-note-taker"] } ``` ## Data Flows - `scheduler -> note-taker` : meeting-started (port 1002) - `note-taker -> action-tracker` : meeting-notes (port 1002) - `action-tracker -> external` : action-reminder via webhook (port 443) ## Handshakes ```bash # scheduler and note-taker handshake with each other: pilotctl --json handshake <prefix>-note-taker "setup: meeting-assistant" pilotctl --json handshake <prefix>-scheduler "setup: meeting-assistant" # note-taker and action-tracker handshake with each other: pilotctl --json handshake <prefix>-action-tracker "setup: meeting-assistant" pilotctl --json handshake <prefix>-note-taker "setup: meeting-assistant" ``` ## Workflow Example ```bash # On note-taker -- subscribe to meeting started events: pilotctl --json subscribe <prefix>-scheduler meeting-started # On action-tracker -- subscribe to meeting notes: pilotctl --json subscribe <prefix>-note-taker meeting-notes # On scheduler -- publish a meeting started event: pilotctl --json publish <prefix>-note-taker meeting-started '{"meeting_id":"MTG-2026-0412","title":"Q2 Planning","attendees":["alice@acme.com","bob@acme.com"]}' # On note-taker -- publish meeting notes to action tracker: pilotctl --json publish <prefix>-action-tracker meeting-notes '{"meeting_id":"MTG-2026-0412","decisions":["Launch Project Alpha by June"],"action_items":[{"task":"Draft OKRs","owner":"alice@acme.com","due":"2026-04-17"}]}' ``` ## Dependencies Requires `pilot-protocol` skill, `pilotctl` binary, `clawhub` binary, and a running daemon.