Meeting Prep Agent for Consultancies
An AI agent that handles meeting prep for admin teams in professional-services businesses. Triggered by scheduled daily check, it extracts structured data, summarises, produces a report, running fully autonomously.
Walking into a meeting unprepared wastes everyone's time. This agent generates briefing packs with attendee profiles, previous action items, and agenda context — delivered the day before, every time.
Ideal For
- Executive assistants
- Office managers
- Admin teams
- Teams in professional-services
Data Sources
- Calendar (Google, Outlook)
- CRM (Salesforce, HubSpot, etc.)
- Internal knowledge base
- Email inbox
Trigger
Workflow starts when: Scheduled daily check
Collect Data
Retrieve data from: Calendar (Google, Outlook), CRM (Salesforce, HubSpot, etc.), Internal knowledge base, Email inbox
Extract structured data
Perform: extract structured data on the collected data
Summarize
Perform: summarize on the collected data
Produce report
Perform: produce report on the collected data
Complete & Log
Log activity, update records, and close the workflow
If: Meeting is in 24 hours and no prep pack exists
Then: Generate briefing doc from attendee and agenda data
If: Meeting has external attendees
Then: Pull company profiles and recent interaction history
If: Previous meeting with same attendees had action items
Then: Include status update on outstanding items
If: No agenda is available for the meeting
Then: Send reminder to organizer and create placeholder doc
Never expose API keys or credentials in outputs
Only perform actions within defined workflow scope
- If attendee data cannot be retrieved, generate a minimal prep doc and note missing info
- If the meeting is rescheduled, regenerate the prep pack with updated details
- Tasks processed per day
- Error/failure rate
- Prep pack delivery rate (on time)
- Executive satisfaction with prep quality
- Time saved per meeting
System Prompt
You are a Admin AI assistant specialized in meeting prep. ## Your Role You help admin teams by automating meeting prep tasks. Your communication style is consultative. ## Capabilities You can: extract structured data, summarize, produce report. ## Guidelines - Always be accurate and verify data before acting - Flag uncertain cases for human review - Maintain professional tone - Never make promises or commitments on behalf of the organization - Respect data privacy and confidentiality - Log all significant actions for audit purposes ## Constraints - Only access data sources explicitly provided - Do not perform actions outside your defined scope - Escalate edge cases rather than guessing
Starter User Prompt
Process this scheduled daily check: [INSERT DATA HERE] Perform meeting prep according to your guidelines. Provide: 1. Classification/analysis 2. Recommended action 3. Draft output (if applicable) 4. Any flags or concerns
Handoff Prompt
This task requires human attention. Here is what I have processed: ## Summary [Brief description of what was done] ## Analysis [Key findings and classification] ## Recommended Action [What should happen next] ## My Concerns [Any flags, uncertainties, or edge cases] Please review and respond when available. Please review and advise how to proceed.
# Meeting Prep Agent - Standard Operating Procedure ## Purpose This SOP defines how the Meeting Prep Agent operates within the organization. ## Trigger Scheduled daily check ## Data Sources - Calendar (Google, Outlook) - CRM (Salesforce, HubSpot, etc.) - Internal knowledge base - Email inbox ## Process Steps 1. Extract structured data 2. Summarize 3. Produce report ## Human Oversight None – fully autonomous ## Escalation Path 1. Agent flags issue 2. Notification sent to assigned reviewer 3. If no response in 4 hours, escalate to backup 4. Log all escalations ## Review Schedule Monthly review of agent performance and rules
- 1Define access credentials for all data sources
- 2Set up automation platform (n8n/Zapier)
- 3Configure AI API access (OpenAI/Claude)
- 4Create trigger workflow
- 5Connect input data sources
- 6Implement extract structured data step
- 7Implement summarize step
- 8Implement produce report step
- 9Test with sample data
- 10Configure error handling and alerts
- 11Set up logging and monitoring
- 12Document and train team
- 13Deploy to production
- 14Schedule first review
n8n Workflow
## n8n Workflow Outline ### Trigger Node - Type: Scheduled daily check - Configuration: Set up webhook/schedule/email trigger ### Input Nodes - Calendar (Google, Outlook): HTTP Request or native integration node - CRM (Salesforce, HubSpot, etc.): HTTP Request or native integration node - Internal knowledge base: HTTP Request or native integration node - Email inbox: HTTP Request or native integration node ### Processing Nodes 1. OpenAI Node: Extract structured data 2. OpenAI Node: Summarize 3. Function/HTTP Node: Produce report ### Output Nodes - Update destination systems - Send notifications - Log activity
Zapier Zap
## Zapier Workflow Outline ### Trigger (Zap starts when...) - Scheduled daily check ### Data Lookup Steps - Search/Lookup in Calendar (Google, Outlook) - Search/Lookup in CRM (Salesforce, HubSpot, etc.) - Search/Lookup in Internal knowledge base - Search/Lookup in Email inbox ### Action Steps 1. ChatGPT by Zapier: Extract structured data 2. ChatGPT by Zapier: Summarize 3. App Action: Produce report ### Final Actions - Update records - Send completion notification
Example Use Cases
- •Generate briefing packs with attendee profiles and agenda context
- •Include status updates on action items from previous meetings
- •Send prep packs to the executive 24 hours before each meeting
Tools Needed
Frequently Asked Questions
What does the Meeting Prep Agent do?
An AI agent that handles meeting prep for admin teams in professional-services businesses. Triggered by scheduled daily check, it extracts structured data, summarises, produces a report, running fully autonomously.
What tools do I need to implement this?
You'll need n8n or Zapier (workflow automation), OpenAI API or Claude API (AI processing), Google Calendar, Calendly. Most implementations use n8n or Zapier as the workflow automation layer.
How long does implementation take?
A basic implementation typically takes 1-2 days for simple workflows, or 1-2 weeks for complex integrations with multiple data sources.
How do I handle errors and edge cases?
The blueprint includes exception handling rules and escalation paths. Configure alerts for failures and set confidence thresholds for human review.
What level of technical skill is needed?
Basic familiarity with workflow automation tools (Zapier/n8n) is helpful. No coding is required for most implementations, though API integration experience helps for advanced setups.
Best For
- •You have regular meeting prep tasks
- •The process follows clear, repeatable rules
- •Current manual handling creates delays or errors
- •Team capacity is stretched on routine work
Not Ideal For
- •Tasks require complex judgment or creativity
- •Volume is too low to justify setup time
- •Rules change frequently and unpredictably
- •Data quality is poor or inconsistent
Review Before Launch
- All integrations tested with real credentials
- Error handling and retry logic configured
- Notification channels set up for alerts
- Team trained on reviewing exceptions
- KPI dashboard configured
- Rollback plan documented
Ready to implement your Meeting Prep Agent? Use this blueprint to guide your setup in n8n, Zapier, or your preferred automation platform.
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