How to Create Automated Post-Meeting Task Creation

This system automates post meeting task creation in your project management tool by extracting action items from meeting notes and assigning them with due dates.

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 task creation 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

Add task dependencies. When one action blocks another, link them.

Related Reading

• Building Automated Task Lists from Meeting Transcripts - automated task lists meeting transcripts
• Project Management with AI - project management ai automation
• Setting Up Automated Task Assignment - automated task assignment setup