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Business Sales in Practice: Meeting Scheduling and Minutes Automation

Use case: Sales and project teams deal with frequent meetings, scheduling conflicts, insufficient prep, and lost follow-up notes. This guide corresponds to "Meeting Scheduling and Minutes" in the README. The goal is to hand the entire flow — scheduling → pre-meeting → during → post-meeting — to Claw for end-to-end handling.

1. What You'll Get

Once it's running, you'll have a reusable meeting operating system:

  • Detects conflicts and offers three time options, then returns the top recommendation
  • Generates an agenda and background briefing immediately after the meeting is created
  • Outputs structured minutes within 5 minutes of the meeting ending, and writes action items into the task system
  • Overdue action items trigger automatic reminders at 09:30 and 17:00 daily, preventing "meetings that go nowhere"

2. Copy This Prompt to Claw First

Please help me build a "meeting scheduling and minutes automation" workflow: read participants' calendars, give me 3 time options and recommend one, automatically send a briefing package before the meeting, output conclusions/risks/action items within 5 minutes after the meeting ends, and send overdue reminders every day at 09:30 and 17:00. Output summary first, then the full version.

If you just want to manage the scheduling phase first, add: "when recommending times, prioritize keeping customer meetings conflict-free" for a simplified version.

3. Which Skills You Need

A quick look at what each skill does:

Install with:

clawhub install skill-vetter
clawhub install caldav-calendar
clawhub install feishu-doc
clawhub install agentmail
Skill Purpose
skill-vetter Security check to prevent risky skills from entering production workflows
caldav-calendar Fetch free time, detect conflicts, create/update time slots
feishu-doc Output agendas, minutes, and action items, with archiving
agentmail Generate and send external confirmation emails

A stable slug for scheduled reminders hasn't been found in the public directory yet. Recommended approach: use openclaw cron + a Feishu messaging script to wire it together, or have Claw write a reminder skill in the advanced section.

4. What You'll See Once It's Running

[Meeting Recommendation]
Customer meeting at 14:00 (no conflicts, recommended). Friday 16:00 conflicts with internal standup — suggest moving to Wednesday 15:30.

[Pre-Meeting Briefing]
Objective: Confirm delivery scope and resources
Focus areas: budget, risks, dependencies (see attached links)

[Post-Meeting Minutes]
Conclusion: Customer accepts phased delivery
Action items:
- Li Si: deliver formal proposal by Thursday
- Wang Wu: submit progress report by Monday

Clear structure that fits on one screen means the prompt is ready to ship.

5. How to Set It Up Step by Step

Workflow Architecture

flowchart TB
  A["Meeting request input"] --> B["Read participants' free time"]
  B --> C["Generate time options + recommended slot"]
  C --> D["Create calendar event & send invites"]
  D --> E["Pre-meeting briefing + attendance reminder"]
  E --> F["Meeting notes + action item extraction"]
  F --> G["Write action items to task tool + trigger reminders"]
Loading

Configuration Steps

  1. Write scheduling rules: "allow 10:00–18:00 hours, customer meetings take priority, alert if overlap exceeds 15 minutes."
  2. Fix the pre-meeting briefing template (meeting objective + questions to confirm + background links).
  3. Post-meeting output only: "conclusion / risks / action items," with action items including owner + deadline.
  4. Use openclaw cron to set two reminders: daily 09:30 for today's action items, every Friday 17:00 for overdue summary.
  5. Optional: connect agentmail to generate a confirmation email draft, with a prompt to "confirm manually before sending."

6. If No Existing Skill Fits, Have Claw Build One

You can start by treating reminder capabilities as a small skill with this structure:

meeting-reminder/
├── SKILL.md
└── scripts/
    └── remind.py

SKILL.md just needs to tell Claw three things: trigger conditions, the three modes (pre-meeting / post-meeting / overdue), and to call python scripts/remind.py --mode before|after|overdue. The first version only needs to generate the three types of reminders; you can extend it with feishu-doc, todoist, and others later.

7. Further Optimization

  • Add meeting source (customer, internal, external) as metadata for easy template switching.
  • Add multi-timezone support: "include each participant's local time and UTC in the output."
  • Have minutes auto-generate clickable links and attachment IDs, and write changes back into the retrospective document.

8. Frequently Asked Questions

Q1: Multiple people across timezones — recommendations never quite fit. What do I do? A: In the prompt, calculate all times in participants' local time zones, and set the cross-timezone overlap window as a hard constraint.

Q2: Minutes are too long and nobody reads them. What do I do? A: Limit output to "summary + 1 full-length section," and require action items to include owner + deadline.

Q3: Nobody claims action items. What do I do? A: Enforce the rule "no unassigned items leave the meeting," and let automation simply enforce that rule.

9. Related Reading
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