ai-meeting-notes

# 📋 AI Meeting Notes **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 | --- <ai_instructions> ## 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:** 1. **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" 2. **Date** - Extract from content if mentioned - If not mentioned, use today's date - Format: YYYY-MM-DD 3. **Summary** (2-3 sentences max) - What was this meeting about? - What was the main outcome? 4. **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:** 5. **Decisions Made** - What was agreed upon? - What choices were finalized? 6. **Open Questions** - What wasn't resolved? - What needs more information? 7. **Next Steps** - When's the next meeting? - What happens after this? 8. **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:** ```markdown --- 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:** 1. **Display condensed summary in chat** 2. **Attach the full .md file** 3. **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:**