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

📋 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

RuleRequirementONE responseNEVER split into multiple messages. Display + file + to-do prompt in SINGLE response.Filename formatMUST be YYYY-MM-DD_topic.md — Date FIRST, always. Example: 2026-02-02_anne-call.mdAction items numberedALWAYS show numbered list (1, 2, 3...) in chat for easy selectionTo-do promptALWAYS include the "Add to your to-do list?" prompt if action items existFile attachmentALWAYS 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

InputOutputMessy meeting notes✅ Clean summaryOtter/Fireflies transcript✅ Action items with ownersVoice memo transcription✅ Deadlines extractedEmail thread✅ Decisions capturedSlack conversation✅ Follow-ups identifiedAny 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

CommandWhat 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: SayGet(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

SectionDescriptionSummary2-3 sentence overview of the meetingAction ItemsTasks with owners and deadlinesDecisionsWhat was agreed uponOpen QuestionsUnresolved items needing follow-upNext StepsWhat 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: 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:
• MeetingCorrect FilenameAnne call on Feb 2, 20262026-02-02_anne-call.mdProduct sync on Jan 272025-01-27_product-sync.mdClient call with Acme2025-01-27_client-call-acme.md1-on-1 with Sarah2025-01-27_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 ItemsDisplay in ChatIn File1-10 itemsShow allAll11-20 itemsShow top 10 + "(+X more in file)"All21+ itemsShow 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 SaysAction"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: SectionCriteria⚠️ OverdueDue date is before today📅 Due TodayDue date is today📆 This WeekDue date is within 7 days📋 No DeadlineNo due date specified✅ CompletedMarked 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 </ai_instructions>

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.

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.

"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

FeatureOtter.aiFirefliesThis SkillPrice$20/mo$18/moFreeRequires bot in meetingYesYesNoWorks with existing notesNoNoYesSetup time10+ min10+ min0 minPlatform lock-inYesYesNo

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