AI Meeting Intelligence: Recorded Calls to Synced Notes Everywhere
Turned a recorded call into distributed, organized notes across every tool automatically.
Manually relistening to calls, writing up notes, and copying details into ClickUp, Slack, and tracking sheets
~5 hrs/week
The Challenge
Sales and onboarding calls were getting recorded, but nothing happened with the recordings after that. Someone had to remember to relisten to the call, write up notes by hand, decide what went where, and copy details into the right ClickUp task, Slack thread, and tracking sheet, an easy step to skip once the day got busy.
The Solution
I built a system that turns a calendar event into a fully processed, distributed meeting record with no manual touch. It checks calendar events for attendees, matches them to a recording bot, and starts a Recall.ai transcript automatically once the call begins. Once the transcript's ready, an AI Agent processes it and writes the structured result to Airtable and Postgres for tracking and reporting. A parallel workflow pulls in TL;DV notes for sales and onboarding calls, merges them with the related Airtable and ClickUp records, and has an AI Agent write a clean summary that lands straight in the right Slack onboarding thread. On the ClickUp side, a Gmail-triggered workflow watches for meeting emails, matches them to the right task by attendee, and posts the AI summary as a comment directly on that task.
How It Works
The Results
A recorded call turns into organized, distributed notes with nobody transcribing, summarizing, or copy-pasting anything by hand. Sales and onboarding teams get an AI summary in the right Slack thread automatically, and the matching ClickUp task gets the same context posted as a comment without anyone hunting for which task the call belonged to. Meeting data lands in both Airtable and Postgres, so it's ready for reporting without someone building that record after the fact.
Tools & Technologies Used
How To Create This
- Match calendar events to attendees and trigger a recording bot automatically so calls get recorded without anyone starting it manually
- Build a webhook listener for the transcript-ready event, and feed the completed transcript into an AI Agent to generate a structured summary
- Write the AI-generated summary to Airtable and Postgres so it's available for tracking and reporting
- Build a parallel workflow that pulls TL;DV meeting notes, merges them with the related Airtable and ClickUp records, and runs them through an AI Agent to generate a clean summary
- Post the AI summary directly into the relevant Slack onboarding thread
- Add a Gmail-triggered workflow that watches for meeting-related emails, matches the sender to the correct ClickUp task by attendee, and posts the AI summary as a comment on that task
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