Meeting Notes and Follow-Up Automation
Turn every meeting into structured notes, action items, and follow-up emails, all handled by your OpenClaw agent while you focus on the conversation.
What You Will Get
After this setup, your OpenClaw agent will process meeting recordings or transcripts and produce structured notes within minutes. Each summary includes key discussion points, decisions made, action items with owners, and deadlines. The agent then drafts follow-up emails to all participants with their specific action items.
You no longer need to take notes during meetings or spend time afterwards writing summaries. The agent handles the entire post-meeting workflow: it identifies who said what, extracts commitments, and creates a clean document that everyone can reference later.
The end result is fewer dropped balls and faster execution. Every participant gets a personalized follow-up with exactly what they need to do next. Action items can be pushed to your project management tool or CRM, keeping everything connected and trackable.
Step-by-Step Setup
Follow these steps to configure meeting note automation on your running OpenClaw instance.
Enable Audio Processing
In your agent's settings on RunTheAgent, enable the audio processing capability. This allows the agent to accept meeting recordings in common formats like MP3, WAV, and M4A. The agent will transcribe the audio and use the transcript as the basis for its summary.
Define Your Summary Template
Tell the agent what your ideal meeting notes look like. Specify sections you want: attendees, agenda items discussed, key decisions, action items with owners, open questions, and next meeting date. The agent will follow this structure for every meeting it processes.
Set Action Item Detection Rules
Describe what constitutes an action item in your meetings. Common patterns include phrases like 'I will,' 'let us do,' 'by Friday,' or 'your task is.' The agent uses these patterns to identify commitments and attribute them to the right person based on speaker identification.
Connect Your Calendar and Email
Link your calendar integration so the agent knows who attended each meeting. Connect your email provider so the agent can draft and queue follow-up messages. These connections allow the agent to send personalized follow-ups to each attendee with their specific action items.
Upload a Test Recording
Record a short meeting or use an existing recording and send it to the agent through chat. Review the generated notes for accuracy: check that speakers are identified correctly, action items are attributed to the right people, and the summary captures the key points.
Configure Task Routing
Set up rules for where action items are sent after extraction. You can push them to your project management tool, create tasks in your CRM, or simply include them in the follow-up email. Assign default owners for recurring meeting types to speed up the process.
Automate the Workflow
Once you are happy with the quality, set up automatic processing. Configure the agent to watch a specific folder or channel for new recordings. When a recording appears, the agent processes it, generates notes, sends follow-ups, and routes action items, all without you needing to trigger it manually.
Tips and Best Practices
Record in High Quality
Use a good microphone and record in a quiet room when possible. Higher audio quality leads to more accurate transcriptions and better speaker identification. Even a small improvement in recording quality makes a noticeable difference in output accuracy.
Name Speakers Consistently
At the start of each meeting, have participants state their name. This helps the agent map voices to names more accurately. Over time, the agent builds a voice profile that improves identification across multiple meetings.
Review Action Items Before Sending
For the first few weeks, review extracted action items before the agent sends follow-ups. This lets you catch any misattributions and refine the detection rules. Once accuracy is consistently high, you can let the agent send follow-ups automatically.
Frequently Asked Questions
Related Pages
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