Meeting Closeout

/meeting-closeout

The gap between walking out of a meeting and the next context switch is where decisions and promises evaporate. This closes one meeting the moment it ends — while you still remember who said they'd do what — and locks it down.

It is the single-meeting, in-the-moment ritual. It is not the bulk "catch up all my synced notes" pass (process-meetings) and not pre-meeting prep (meeting-prep).

Step 1 — Get the meeting

Work from whichever exists, in this order:

1. Notes the user just pasted or dictated — the common case; use them directly even if the meeting was never synced.
2. The meeting they name ("my 3pm with Acme") — pull it via get_meeting_context.
3. The user's configured meeting source — read meeting_sources in System/user-profile.yaml. If a notes_folder is set, search that folder for the meeting by title, attendee, and date before anything else. A configured source always outranks improvised discovery.
4. A provider-neutral source note elsewhere in the vault — if the named meeting was not returned, search the vault by meeting title, attendee, and date. This includes notes created by ClickUp AI and other recorders. Provider-neutral discovery is not only 00-Inbox/Meetings/. Exclude Dex internals, dependency folders, archives that fall outside the requested date, and binary files. Prefer QMD when available, otherwise use a bounded Markdown filename/content search. Read the matched note before treating it as the meeting.

Source boundary (hard rule). Meeting notes come from the vault (and the configured meeting_sources folder) only. Never go looking in external services — Google Drive, Gemini notes, Notion, email, or any connected tool — for a meeting the vault doesn't have, unless the user explicitly points at that source for this meeting in this conversation. Auto-generated notes from an unconfigured source can describe a different meeting or contain invented content, and a closeout built on them is worse than no closeout.

If there are no notes and no matching vault note, the search is over — ask for the notes (or a two-line recap) — do not fabricate a summary of a meeting you can't see, and do not widen the search to external tools.

Step 2 — Extract the closeout essentials

Pull only what the notes support — never invent a decision or an owner the meeting didn't produce:

• Decisions — what was actually decided (not everything discussed).
• Action items + owner + due — each task, who owns it, by when. Name the owner explicitly; if the notes don't say, mark it "owner TBD" rather than guessing.
• Your commitments — what you personally promised (these are the trust-critical ones; they feed the same promise-tracking as commitments).
• Open questions — unresolved threads to revisit.
• The single next step — the one thing that moves this forward.

Step 3 — People (respect the entity setting)

Identify attendees and update existing person pages with the relevant context (via lookup_person). For people who don't have a page yet, follow the vault's entity_creation setting — auto creates, suggest (the default) offers, off just tracks. Do not hard-create person pages against the user's setting.

Step 4 — Turn actions into tasks (confirm-gated, never automatic)

Offer to create tasks from the action items and your commitments. Nothing is written without per-item confirmation. For each one the user approves, call Work MCP create_task (carry the owner, due, and the meeting as source; infer the pillar per the CLAUDE.md rules), then read back the created task IDs. Items the user skips are left out; a failed create_task is reported as not created, never counted as done.

Step 5 — Capture, then confirm what happened

Save the closeout to the original source note when one was discovered, wherever it lives. Do not silently copy a ClickUp or other provider note into 00-Inbox/Meetings/. Use 00-Inbox/Meetings/ only when the notes were pasted or dictated and have no source file. Then confirm the real result by reading it back: the note path saved, the tasks created (by ID), and which person pages were updated. Never report "captured / done" without those in hand.

Quality bar

A good closeout leaves the meeting's decisions, owned actions, your commitments, and one next step captured while they're fresh — each grounded in what was actually said — so nothing important is lost between the meeting and the next thing. Owners are named or honestly TBD; nothing is created the user didn't confirm.

Anti-patterns (do not do these)

• Re-running the bulk sync/catch-up over many meetings — that's process-meetings; closeout is this one meeting.
• Inventing decisions, owners, or commitments the notes don't support — mark unknowns TBD instead.
• Auto-creating tasks without per-item confirmation, or person pages against the entity_creation setting.
• Claiming "captured / done" without reading back the saved note path and created task IDs.
• Dumping the whole transcript back as "notes" instead of extracting decisions and owned actions.

Degradation

• No pasted notes and no matching synced meeting → ask for the notes; never fabricate a recap.
• entity_creation: off → track people, don't create pages; suggest → offer, don't auto-create.
• A create_task call fails → report that item as not created; don't count it.
• QMD/semantic search absent → link people/projects by keyword; the closeout still runs.

Track Usage (Silent)

Update System/usage_log.md to mark meeting-closeout as used. Analytics (Silent): call track_event with event_name meeting_closed_out and properties tasks_created and decisions_captured (counts only — no meeting content, no names). Fires only if the user opted into analytics; no action if it returns "analytics_disabled".