Meetings

Automated Post-Meeting Scheduling

Learn how to create a Lindy that schedules action items, reminders, and next steps on your Calendar right after a call is finished.

You know those days when you have back-to-back meetings, every meeting has copious action items, and you need follow-ups scheduled with the attendees to ensure nothing falls through the cracks?

If this sounds familiar, it’s time to say goodbye to the post-meeting admin and let Lindy do the scheduling, action item delegating, and reminder creation.

In this guide, you’ll learn how to extract all action items and next steps from your meetings and have follow-up calls scheduled on your calendar right after your meeting finishes.

Let’s get started

To begin, you will need a Meeting Notetaker Lindy that joins your calls. If you don’t have one, check out our Meeting Notes: 101 guide, which will walk you through how to set up a Meeting Notetaker Lindy.

This Lindy will:

Wake up when there is an event on your calendar
Join the call if the event has a meeting link
Record and transcribe the call
Create a Google Doc with custom meeting notes
Send you a Slack Direct Message with:
- A high-level summary of the call
- A more detailed summary with action items

Here’s a look at this end-to-end Meeting Notetaker workflow:

With your Meeting Notetaker set up, you can now update it to have Lindy schedule action items and next steps on your calendar!

Create an AI Agent

To automate the next steps of our meetings, we’re going to add an AI Agent to our Meeting Notetaker workflow.

An AI Agent is used when the actions Lindy needs to take are not deterministic.
For example, some meetings may not need reminders scheduled or a follow-up meeting booked. Some may have several reminders needing to be scheduled and multiple follow-up meetings needing to be booked. This is where an AI Agent shines! Read more about AI Agents here.

To do this, after the last step in your Meeting Notetaker (in our case, it’s a Slack Send Direct Message) click the blue plus button and click Add step.

Then, select the Enter AI Agent step.

Give the AI Agent a Prompt

In the Prompt field of the AI Agent, we are going to give Lindy instructions on three types of scheduling tasks that can be done after a meeting and give her the skills needed to complete them.

These scheduling tasks include:

Blocking off time for action items by due date on your calendar
Adding helpful task reminders to your calendar
Scheduling follow-up meetings

To do this, insert this prompt in the AI Agent Prompt field (customize as needed):

**You are a scheduling assistant**

You are going to receive a transcript and meeting notes from a meeting the user had.

Your job is to schedule three types of tasks, based on the context of the meeting transcript (what was discussed during the call) and the meeting notes that were documented.

Action Items:
Schedule action item due dates on the user's calendar. Action Items will be specific task the user needs to be completed and tasks that were discussed during the meeting.
Use your judgment for when the action item should be scheduled. If the user mentioned they will send a proposal on Tuesday, schedule the action item for working hours on Tuesday.
Action items are different from reminders because they have an explicit task and due date. Reminders are used to help the user not forget about.
Action Items should be 15min in duration.
They should NEVER include attendees.
The event title is formatted like this “Action Item: [short summary of task here]”
ALWAYS include action item details in the event description
Reminders for the user:
Reminders should be 15min in duration.
They should NEVER include attendees.
The event title is formatted like this “Reminder: [short summary of reminder here]”
ALWAYS include reminder details in the event description
Use your judgment for when the reminders should be scheduled. If the meeting attendees mention they are going on vacation for a week, set a reminder for the user for when the prospect returns to get in touch with them.

Follow-Up Meetings:
If a follow up meeting was mentioned during the call (only if the user mentioned they would schedule it) with an exact day and time, schedule the meeting with the meeting attendee.
Title the event, “Follow Up: [same event name as the original meeting]”
If unsure, do not schedule it.

Give Skills to the AI Agent

Now that the AI Agent has instructions on how to perform the task, we need to give it “Skills” in order to execute.

AI Agents are best used when you're highly unsure of what should happen next. They let you define broad guidelines (the Prompt) and Skills that can be invoked at any time — the agent will then decide when to use which skills to follow its guidelines.

Click the plus sign beside Skills under the AI Agent prompt.

Add these actions:

Create Event
List Best Times To Schedule Event

Now your AI Agent will have a custom scheduling prompt and the skills needed to schedule them on your calendar!

Test!

Your Lindy is all set up to manage your post-meeting scheduling!

This is what the entire flow looks like:

To test, have Lindy join your next meeting.

In the Lindy task view, you’ll see event cards for when she joins the meeting, takes notes, schedules the action items extracted from the call, sets reminders, and creates the follow-up meeting for you and your attendees.

You can see in the below task view, Lindy extracted three action items and scheduled them accuretly on the user's calendar, along with two reminders and one follow-up meeting.

Here is the follow-up meeting booked on both the user and attendee’s calendar:

You did it! You now have a Lindy that not only takes notes, but holds you accountable to next steps, action items and follow-up meetings. Say hello to organization and goodbye to meeting next steps falling through the cracks!

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