How to Create Automated Meeting Summary and Action Items

This automated meeting summary and action items system uses AI transcription to generate summaries within minutes of every meeting. No more "what did we decide?" emails.

What You Need Before Starting

• Python 3.8+
• Google Calendar API credentials
• Flask for webhook endpoints
• SMTP or Slack for notifications

Step 1: Connect Calendar API

Set up access to Google Calendar or Outlook.

from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build

def get_calendar_service(creds_path):
    creds = Credentials.from_authorized_user_file(creds_path)
    return build("calendar", "v3", credentials=creds)

def get_events(service, time_min, time_max):
    events = service.events().list(
        calendarId="primary", timeMin=time_min, timeMax=time_max,
        singleEvents=True, orderBy="startTime"
    ).execute()
    return events.get("items", [])

Step 2: Build the Logic

Implement the core meeting summaries algorithm.

from datetime import datetime, timedelta

def find_available_slots(events, date, duration_minutes=30):
    busy = [(e["start"]["dateTime"], e["end"]["dateTime"]) for e in events]
    slots = []
    current = datetime.combine(date, datetime.min.time().replace(hour=9))
    end_of_day = current.replace(hour=17)

    while current + timedelta(minutes=duration_minutes) <= end_of_day:
        slot_end = current + timedelta(minutes=duration_minutes)
        is_free = all(slot_end <= b[0] or current >= b[1] for b in busy)
        if is_free:
            slots.append({"start": current.isoformat(), "end": slot_end.isoformat()})
        current += timedelta(minutes=15)
    return slots

Step 3: Handle Notifications

Send confirmations and updates automatically.

def send_calendar_notification(event, recipients, notification_type):
    templates = {
        "confirmed": "Your {event_type} is confirmed for {time}",
        "reminder": "Reminder: {event_type} in {minutes} minutes",
        "cancelled": "{event_type} has been cancelled",
    }
    message = templates[notification_type].format(
        event_type=event["summary"], time=event["start"],
        minutes=event.get("reminder_minutes", 15))

    for recipient in recipients:
        send_email(recipient, f"Calendar: {event['summary']}", message)

Step 4: Store and Track

Keep a log of all scheduling actions.

import sqlite3

def log_scheduling_action(action_type, event_data):
    conn = sqlite3.connect("scheduling.db")
    conn.execute("""INSERT INTO schedule_log
        (action, event_id, details, timestamp)
        VALUES (?, ?, ?, ?)""",
        (action_type, event_data["id"], json.dumps(event_data), datetime.now().isoformat()))
    conn.commit()

Step 5: Automate the Workflow

Set up triggers and cron jobs.

# Run scheduling checks every 15 minutes during business hours
*/15 8-17 * * 1-5 cd /root/scheduler && python check_schedule.py

def run_scheduled_checks():
    service = get_calendar_service("creds.json")
    events = get_events(service, datetime.now().isoformat(), (datetime.now() + timedelta(hours=1)).isoformat())
    for event in events:
        check_and_notify(event)

What to Build Next

Feed action items into your project management tool. No manual transfer.

Related Reading

• Setting Up Automated Customer Satisfaction Tracking - automated customer satisfaction tracking
• Building Automated Task Lists from Meeting Transcripts - automated task lists meeting transcripts
• Creating an Automated Meeting Scheduling System - automated meeting scheduling system guide