int-sync-meetings

name	int-sync-meetings
description	Sync meetings from Fathom — fetch new recordings, save JSON, generate transcripts and summaries, update indexes. Use when user says 'sync meetings', 'sync fathom', 'update meetings', 'sync calls', or similar.

Sync Meetings

Complete pipeline to sync Fathom meetings and organize them in workspace/meetings/.

Prerequisites

• FATHOM_API_KEY configured (see skill fathom)
• jq installed
• Script fathom.sh available at .claude/skills/fathom/fathom.sh

Full Workflow

When triggered, execute the steps below in order:

Step 1 — Fetch today's meetings

By default, fetch only today's meetings:

# Fetch today's meetings with summary and action items
{project-root}/.claude/skills/fathom/fathom.sh meetings --after "$(date +%Y-%m-%d)" --include-summary --include-actions

If the user specifies a different period (e.g., "sync this week", "sync yesterday"), adjust --after and add --before as needed:

• "sync de ontem": --after "$(date -v-1d +%Y-%m-%d)" --before "$(date +%Y-%m-%d)"
• "sync da semana": --after "$(date -v-7d +%Y-%m-%d)"
• "sync do mês": --after "$(date -v-1m +%Y-%m-%d)"

The API already returns default_summary.markdown_formatted and complete action_items — no extra calls needed.

Step 2 — Filter unprocessed (CRITICAL — anti-duplication)

Read the file of already processed IDs:

{project-root}/workspace/meetings/.state/fathom-processed-recording-ids.txt

Compare with the returned recording_id. Process only IDs that do not exist in this file.

IMPORTANT: This step is mandatory and cannot be skipped. If the ID already exists in the file, the meeting MUST NOT be reprocessed under any circumstances — no summary, no tasks, no notification.

If there are no new meetings, stop immediately and stay silent — do NOT send any Telegram notification. Do not continue to the following steps.

Step 3 — Save raw JSON

For each new meeting, save the complete JSON to:

{project-root}/workspace/meetings/fathom/YYYY-MM-DD/YYYY-MM-DD__{recording_id}__{slug-do-titulo}.json

Where:

• YYYY-MM-DD = date from created_at
• slug-do-titulo = title in lowercase, spaces→hyphens, without special characters

Step 4 — Classify project

Determine the project based on the meeting title:

Title pattern	Project
Main API, API	main-api
CRM, Product	crm-product
Academy, Course	academy
Partner, Partnership	partner
Financial, NF, Invoice	foundation
Planning, Sprint, Grooming	infer from context
Sales, Partnership	sales
Operations, Internal, Daily	internal
(default)	other

Step 5 — Save summary

Use the default_summary.markdown_formatted that already came in the API response (Step 1).

Read the template at .claude/templates/meeting-summary.md and fill with the meeting data.

Save to:

{project-root}/workspace/meetings/summaries/{project}/YYYY-MM-DD__{project}__meeting__{slug}__{recording_id}.summary.md

File format (based on the template):

---
date: YYYY-MM-DD
title: {original title}
project: {project}
type: meeting
status: summary
tags: [fathom, meeting]
recording_id: {recording_id}
recording_url: {url or share_url}
people: [{names from calendar_invitees}]
---

{content from default_summary.markdown_formatted}

## Action Items

{list of action_items formatted as checklist:}
- [ ] **{assignee.name}** — {description} ([{recording_timestamp}]({recording_playback_url}))

Step 6 — Todoist triage (action items to tasks)

For each processed meeting, extract the action_items and create tasks in Todoist.

BEFORE CREATING ANY TASK — mandatory anti-duplication check:

1. Check the local state file:

   {project-root}/workspace/meetings/.state/fathom-todoist-sync.json
   

   If the recording_id already has synced tasks, DO NOT create new tasks. Skip to Step 7.

2. Search Todoist for existing tasks with the meeting title or recording_id in the comment:

   todoist list --filter "search: {meeting title}"
   

   If you find tasks that clearly correspond to the same action items, DO NOT duplicate. Record the existing IDs in fathom-todoist-sync.json and skip.

Triage rules (only if passed the check above):

1. Translate to PT-BR — all action items must be translated to Brazilian Portuguese
2. Default project: Evolution — all tasks go to the Evolution project in Todoist, unless explicitly instructed otherwise
3. Actionable context — each task must have:
   • Clear and translated title (do not copy raw English from Fathom)
   • Comment with concrete context: origin (meeting + date), objective, next step, and recording link
4. Group by meeting — use sections/labels to identify which meeting it came from
5. Filter by assignee — create tasks only for action items assigned to the user (or without assignee). Items assigned to others are recorded only in the summary as reference

Todoist task format:

Title: {translated and clear action in PT-BR}
Project: Evolution
Priority: p3 (default) — raise to p2 if blocker or near deadline
Comment: 
  📋 Origin: {meeting title} ({date})
  🎯 Objective: {what this action resolves}
  ➡️ Next step: {concrete action}
  🔗 Reference: {recording_playback_url link}

Execute directly, without intermediate report. Do not list tasks before creating — create and confirm at the end.

Step 7 — Mark as processed (IMMEDIATELY after each meeting)

CRITICAL: This step must be executed immediately after processing EACH meeting individually, NOT at the end of all. This prevents a crash mid-processing from causing reprocessing.

Add the recording_id to the state file:

{project-root}/workspace/meetings/.state/fathom-processed-recording-ids.txt

One ID per line. Append, do not overwrite.

Also update fathom-todoist-sync.json with the created task IDs.

Order per meeting: Step 3 → 4 → 5 → 6 → 7 (write state) → next meeting.

Step 8 — Final report

When finished, present a short summary:

## Sync Fathom — Completed

**Period:** {oldest date} → {most recent date}
**New:** {N} meetings processed
**Already processed:** {M} skipped
**Tasks created:** {T} in Todoist (Evolution project)

### Synced meetings:
| Date | Title | Project | Tasks |
|------|--------|---------|---------|
| ... | ... | ... | {N tasks} |

Without listing tasks one by one — just counts. If the user wants details, they ask.

Step 9 — Notification line

Only if at least one new meeting was processed, write this as the last line of your output:

TELEGRAM_MSG: 🎙️ Sync Fathom — N reunião(ões) processada(s) | N tarefas criadas

If no new meetings were processed (stopped at Step 2), do NOT write a TELEGRAM_MSG line.

Notes

• Do not reprocess meetings that already exist in fathom-processed-recording-ids.txt
• If the transcript is not available in the API (empty return), save the summary anyway and mark the transcript as status: pending
• Create directories automatically if they do not exist (fathom/YYYY-MM-DD/, raw/{project}/, summaries/{project}/)
• Maintain the existing naming convention — check examples in raw/ and summaries/ before saving
• Todoist triage: translate to PT-BR, Evolution project, actionable context, execute without intermediate report
• User's tasks only — other people's action items stay only in the summary
• Always use pt-BR in status messages