AI Meeting Notes w/ Action Items + To-Do List Tracker

Introduction

# 📋 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]

**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:** 1. Items with explicit deadlines (especially "today", "tomorrow", "ASAP") 2. Items marked critical/urgent in the notes 3. Items with clear owners 4. 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:**

```markdown # 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: 1. Assign next available # (auto-increment) 2. Place in correct section based on deadline 3. Record source meeting file 4. 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:** 1. Move item from current section to Completed 2. Add completion date 3. Keep the original # for reference 4. Confirm: "✅ Marked #3 complete"

**When removing:** 1. Delete item entirely 2. Do NOT reuse the # (prevents confusion) 3. 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:** 1. Check filenames first (fast) 2. Search content if needed 3. Return results with file references 4. 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):**

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

**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

</ai_instructions>

---

## Customization (Optional)

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

```markdown # 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`

```markdown --- 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

</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

| Feature | Otter.ai | Fireflies | This Skill | |---------|----------|-----------|------------| | 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*

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AI Meeting Notes w/ Action Items + To-Do List Tracker

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