Meeting Todos

Meeting → To-Do Extractor

After a meeting, pull action items from the transcript/notes and update your to-do file.

Trigger

/meeting-todos — optionally followed by a meeting title or date, e.g.:

• /meeting-todos → uses the most recent meeting note
• /meeting-todos 2026-04-09 → finds meeting from that date
• /meeting-todos Team Sync → finds meeting matching that title

Step 0 — Locate (or create) the to-do file

Run this first, before searching for the meeting note. A fresh-install vault may not have a to-do file yet, and you don't want to do all the extraction work only to discover at Step 5 that there's no destination.

1. Try the common paths first (fastest — one Glob or Read per location, stop on the first hit):
   • 🏠 Home/✅ Get to-do.md (canonical layout)
   • Home/✅ Get to-do.md
   • ✅ Get to-do.md (vault root)
   • Home/TODO.md / TODO.md / tasks.md
2. If none of those exist, read the user's vault CLAUDE.md for a vault-map / to-do location hint. If the hint resolves to an existing file, use it and proceed to Step 1.
3. If still nothing, ASK the user before creating anything:

   I don't see a to-do file in your vault. Want me to create 🏠 Home/✅ Get to-do.md with a basic structure (frontmatter + Inbox section) so the meeting items have somewhere to land? You can move or rename it later.

4. On yes, create the file with this canonical structure (replace YYYY-MM-DD with today's date in both places):

   ---
   type: todo
   created: YYYY-MM-DD
   updated: YYYY-MM-DD
   ---
   
   # To-do
   
   ## Inbox
   

   Tell the user where you put it, then proceed to Step 1.
5. On no, stop here. Don't extract action items from a meeting you can't file anywhere; that's silent-no-op territory. Tell the user /meeting-todos needs a destination file and ask them to create one (or point you at where their tasks live) before re-running.

Cache the resolved to-do path mentally for Step 5 — don't re-search the filesystem there.

Step 1 — Find the meeting note

Check these locations for the most recent (or matching) meeting note:

• $AI_BRAIN_MEETING_NOTES_DIR if it is set — a colon-separated list of folder names the user has already told the substrate about. When it is set it is AUTHORITATIVE: scripts/write-hook.sh matches on exactly these and ignores the English defaults, so honoring it here keeps the two halves of the cascade pointed at the same folder.
• [VAULT]/Meeting Notes/ or [VAULT]/Meeting-Notes/ (the English defaults)
• The same folder in the user's own language — Reuniones/, Réunions/, 会議/. Do NOT search only the English names: a Spanish or French vault keeps meetings under its own word, and matching English-only is a silent no-op that looks identical to "you have no meetings".
• Any team vault meeting notes folder if configured

If the user specified a date or title, find the matching file. If no argument, use the most recently modified file.

Tell the user which file you found before proceeding.

Step 2 — Read the meeting

Read the full meeting note. It may contain:

• A Notes or Summary section (structured — prioritize this)
• A Transcript section (raw — extract from this if no summary)

Step 3 — Extract action items

From the content, identify:

Your tasks — anything where:

• You were directly assigned ("You will...", "I'll...", your name + action)
• You volunteered ("I'm thinking...", "let me...")
• It requires your decision or follow-up ("we need to define X" where you're the one with context)
• You said you'd research or provide something

Commitment cues are language-specific, so listen for them in the language actually spoken. Spanish first-person commitments read as "me toca...", "voy a...", "yo lo hago", "yo me encargo", "quedo de...". A transcript can be bilingual within one sentence; catch the cue in whichever language it appears.

Others' tasks — anything assigned to someone else — list these separately for visibility but DO NOT add to your to-do.

Decisions pending — anything that was left unresolved and needs a meeting or decision soon.

Step 4 — Confirm before writing

Show the user a preview:

## From: [Meeting Name] — [Date]

### Your action items (going to to-do):
- [ ] [task 1]
- [ ] [task 2]

### Others' tasks (not going to to-do — just FYI):
- [Name]: [task]

### Open questions / decisions pending:
- [item]

Shall I add these to your to-do? (yes/no, or edit first)

Wait for confirmation before writing.

Step 5 — Update to-do

Use the to-do file path resolved (or created) in Step 0. Do NOT re-search the filesystem — you already did that.

Rules:

• Read the file first to understand current structure
• Add a new section or append to the most relevant existing section
• Use this format for the new items:

## 📋 From [Meeting Name] — [Date]

- [ ] [task 1]
- [ ] [task 2]

Place it after ## 🔥 Urgent / Active if the tasks are urgent, or at the bottom if they're not.

• Do NOT duplicate tasks already in the file
• Do NOT delete or reorder existing tasks
• Update the updated: field in frontmatter to today's date if it exists

Step 6 — Save meeting summary (optional)

If the meeting note did NOT already have a structured summary, add one at the top of the meeting file (above the Transcript section):

## Summary

**Date:** [date]
**Attendees:** [names]
**Key decisions:** [bullet points]
**Your action items:** [bullet points]
**Others' action items:** [bullet points]
**Next steps:** [bullet points]

Ask the user if they want this added before writing.

Rules

• Always confirm before writing to to-do
• Transcripts in any language are fine — extract in the language of the meeting, or match the user's preference
• Be specific: "Research optimal response time for our target market" not "Do research"
• Include context in the task where helpful: "Discuss referral API payload with John (what data to send when hotel can't take event)"
• If a meeting had no clear action items, say so — don't invent tasks
• NEVER fail silently. If the meeting file doesn't exist or can't be read, tell the user immediately