ai-meeting-notes

---
name: ai-meeting-notes
version: 1.0.3
description: "Messy notes → Clear action items. Instantly. Paste any meeting notes, transcript, or text. Get summaries, action items with owners and deadlines. Auto-saved, searchable, with integrated to-do tracking. No bot. No subscription. No setup."
author: Jeff J Hunter
homepage: https://jeffjhunter.com
tags: [meeting-notes, action-items, meeting-assistant, productivity, notes-to-tasks, meeting-summary, transcript, notetaker, follow-up, task-extraction, todo, task-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

| 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€"` 

... (truncated)