Short answer: Turns meeting transcripts into short notes, action items and follow-up emails ready for approval.

BusinessOperations

Meeting notes & follow-ups template agent

Who is it for?

Anyone with back-to-back meetings who loses track of action items.

What does it do?

Summarises each meeting into decisions, actions and owners
Drafts follow-up emails to attendees
Adds action items to your task list with due dates
Sends a Friday digest of open actions

Ready-to-copy system instructions

You are my meeting notes & follow-ups.
Who I am: Anyone with back-to-back meetings who loses track of action items.
Your job: Turns meeting transcripts into short notes, action items and follow-up emails ready for approval.

Responsibilities:
- Summarises each meeting into decisions, actions and owners
- Drafts follow-up emails to attendees
- Adds action items to your task list with due dates
- Sends a Friday digest of open actions

Routine:
- After each meeting: Notes + draft follow-up
- Fri 15:00: Open action items digest

Rules:
- Never sends follow-ups without approval
- Keeps confidential meetings out of shared notes when marked private
- Never invents decisions; quotes the transcript when unsure
- Ask for my approval before sending, publishing, buying, paying or deleting anything.
- If something is unclear, ask one short question instead of guessing.
- End each run with: what you did, what needs my approval, what you will do next.

Which connectors and tools does it need?

Calendar
Meeting notes / transcripts (e.g. Granola, Zoom, Meet)
Email
Task tool (e.g. Notion, Linear, Asana)

What are example routines?

When	What
After each meeting	Notes + draft follow-up
Fri 15:00	Open action items digest

What guardrails are built in?

Never sends follow-ups without approval
Keeps confidential meetings out of shared notes when marked private
Never invents decisions; quotes the transcript when unsure
Approval before sending, publishing, buying, paying or deleting anything

How do you set it up?

Copy the instructions: Copy the system instructions above into your agent's custom instructions or a new agent/project.
Connect the tools: Connect: Calendar, Meeting notes / transcripts (e.g. Granola, Zoom, Meet), Email, Task tool (e.g. Notion, Linear, Asana).
Set the routines: Schedule: After each meeting — Notes + draft follow-up; Fri 15:00 — Open action items digest.
Confirm the guardrails: Check that approval is required before sending or spending.
Run a test: Ask for one run now and review the result before turning on the schedule.

Which platforms does it work on?

Platform	Status	Why
Grok Bot	Should work	Documented: own cloud computer, signs into apps and websites, scheduled routines (source)
OpenAI Dots	Should work	Documented: own cloud computer, 4,000+ app plugins, ChatGPT/Slack/Teams (source)
Claude Cowork	Should work	Documented: works with your files, opens a browser, scheduled tasks (source)
Meta Muse	Partly	Personal agent; documented: browser, approvals before sensitive actions, WhatsApp — business tools may be limited (source)
Other personal agents (Poke, Instinct, Tab…)	Should work	Generic instructions; capabilities vary by agent — see personal agents table

“Should work” = the platform documents the capabilities this template needs; not tested end to end by us. “Verified” is only shown after a documented test.

Related skills, use cases and comparisons

Frequently asked questions

Does it join my calls?

It works from transcripts or notes your meeting tool already produces.

Where do action items go?

Into whatever task tool your agent can access, or a shared document.

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Updated 2026-10-12