# Capture Meeting

> Process a completed Teams meeting into structured notes with action items appended to followups.md. Triggers include: 'capture meeting', 'meeting notes', 'what happened in my meeting', 'summarize meeting', 'meeting recap', 'log meeting', 'capture last meeting', or any request to document what was discussed in a past customer meeting.

- Skill: `roie9876/capture-meeting` (Agent Skill)
- Install (CLI): `npx skillmds@latest add roie9876/capture-meeting`
- Raw SKILL.md: https://api.skillmd.com/api/skills/roie9876/capture-meeting/raw
- Safety review: pending
- Works with: Claude Code, Claude.ai, OpenAI Codex
- Category: Research & Search
- Author: roie9876 (https://skillmd.com/u/roie9876)
- Updated: 2026-09-17
- Page: https://skillmd.com/skills/roie9876/capture-meeting

---


# /capture-meeting — Post-Meeting Capture

Process a completed Microsoft Teams meeting into structured notes with discussion
summary, key decisions, and action items. Action items are appended to the
customer's followups.md. Notes and updated follow-ups are committed to the
customer engagement repo.

## Platform Compatibility

This skill runs on **macOS, Linux, and Windows**. Detect the OS first and pick the right command syntax. See `_shared/PLATFORM.md` (skills repo root) for the full translation table. Quick reference:

| Action | macOS / Linux (bash) | Windows (PowerShell) |
|--------|----------------------|----------------------|
| Make dir (idempotent) | `mkdir -p X` | `New-Item -ItemType Directory -Force -Path X \| Out-Null` |
| Home dir | `~` or `$HOME` | `$HOME` |

Default to POSIX commands; use PowerShell on Windows native (not WSL/Git Bash).

## Core Principles

- **Never fabricate content.** Only include information retrieved from M365 tools or the local customer repo. If a source returned nothing, say so explicitly — do not invent discussion points, decisions, or action items.
- **Preserve source language.** Section headings are always English. Content (meeting notes, transcript excerpts, action items) stays in its original language — do not translate Hebrew to English or vice versa. Preserve Hebrew text as-is.
- **Graceful degradation.** Every data source can fail independently. The notes must still be useful even when some sources return nothing. Note what's missing so the user knows what to check manually.
- **Best-effort customer detection.** Use attendee email domains as the primary signal, then folder scanning, then meeting subject. Suggest when ambiguous, ask when unknown — never guess a customer name.
- **Action item extraction priority.** Prefer facilitator notes `actionItems[]` (structured, high-confidence) over transcript-extracted items (inferred, lower-confidence). When both sources produce the same action item, keep the facilitator notes version.
- **Append, not overwrite.** When writing action items to followups.md, preserve the existing header row and separator. Append new rows after the last existing row in the `## Open` table. Never truncate or replace existing content.
- **Commit immediately.** After writing notes and updating followups.md, commit to git so changes are versioned and findable.

## Prerequisite Auto-Install

Before running, verify all dependencies are present. **Install anything missing automatically.**

### Required Sibling Skills

This skill requires the following sibling skill from the same repository
(`https://github.com/roie9876/clawpilot-skills`):

| Skill | Purpose | Required? |
|-------|---------|-----------|
| `/customer-repo` | Customer engagement folder structure (`~/customer-engagements/`) | ✅ For storing meeting notes |

Check if it is installed:

```bash
# macOS / Linux
[ -f "$HOME/.copilot/skills/customer-repo/SKILL.md" ] && echo "✅ customer-repo" || echo "❌ customer-repo MISSING"
```

```powershell
# Windows
if (Test-Path "$HOME\.copilot\skills\customer-repo\SKILL.md") { "✅ customer-repo" } else { "❌ customer-repo MISSING" }
```

**If missing**, install all skills from the repository:

1. Clone the repo (skip if already cloned):
   ```bash
   # macOS / Linux
   [ -d "$HOME/customer-skills/.git" ] || git clone https://github.com/roie9876/clawpilot-skills.git "$HOME/customer-skills"
   ```
   ```powershell
   # Windows
   if (-not (Test-Path "$HOME\customer-skills\.git")) {
       git clone https://github.com/roie9876/clawpilot-skills.git "$HOME\customer-skills"
   }
   ```

2. Run the installer (idempotent — safe to re-run):
   ```bash
   # macOS / Linux
   bash "$HOME/customer-skills/scripts/install.sh"
   ```
   ```powershell
   # Windows
   pwsh "$HOME\customer-skills\scripts\install.ps1"
   ```

3. Verify installed. If still missing, stop and report the error.

### Required Tools

| Tool | Check (POSIX) | Check (Windows) | Install (macOS) | Install (Windows) |
|------|---------------|-----------------|-----------------|-------------------|
| git | `git --version` | `Get-Command git` | Pre-installed | `winget install Git.Git` |

### M365 Sign-In

Check `m_m365_status`. If not signed in → call `m_m365_sign_in`.

---

## Step 1: Identify the Target Meeting

Look **backward** at past meetings (past 7 days). The user can name a specific meeting or say "my last meeting."

**If the user names a specific meeting:**
2. Match the user's description against meeting subjects (case-insensitive, partial match).
3. If multiple matches, present a numbered list and ask the user to pick.

**If the user says "my last meeting" or similar:**

1. Call `m365_list_meetings(startDate: "{7-days-ago}", endDate: "{now}", limit: 5)`.
2. Sort by end time descending and present the most recent meeting.
3. Confirm with the user before proceeding.

**If no meetings are found:**

- Report: "No meetings found in the past 7 days. Try specifying a broader date range or a meeting subject."
- Stop and wait for user input.

Once confirmed, extract the meeting's `id`, `subject`, `start`, `end`, `joinUrl`, and `organizer`.

**If the meeting has no `joinUrl`:**

- Warn the user: "This meeting has no Teams join URL. Transcript and facilitator notes are unavailable — capture will be limited to event details and attendees only."
- Continue with event-only capture (skip Steps 4a and 4b, proceed to Step 4c).

## Step 2: Detect the Customer

Extract the customer from the meeting context using this priority chain:

1. **Attendee email domains** — From the event attendees, identify email domains that are NOT your organization's internal domain (configure your own internal domain, e.g. `@yourcompany.com`). External domains are the strongest customer signal.
2. **Folder scanning** — Run `ls ~/customer-engagements/` and match external domains or company names against existing folder names.
3. **Meeting subject** — Look for company names in the meeting subject line.
4. **User prompt** — If the user mentioned a customer name in their request, use that.

**Resolution rules:**

- If exactly one external domain matches a folder → use that customer.
- If multiple external domains → present the options and ask the user.
- If no external domain but the subject contains a known folder name → use that, confirm with the user.
- If no match at all → ask the user for the customer name.
- If the customer has no folder in `~/customer-engagements/` → offer to chain `/customer-repo` to scaffold one, then continue.

Set `{slug}` to the customer folder name (lowercase, hyphenated).

## Step 3: Detect/Select Project

Identify which project under the customer folder this meeting belongs to.

1. **List projects:**
   ```bash
   ls ~/customer-engagements/{slug}/projects/
   ```

2. **Auto-select if only one project exists** — use it without asking.

3. **Auto-match by meeting subject keywords:**
   Compare the meeting subject against project folder names (fuzzy, case-insensitive). If one project name appears in the subject → use it.
   - Example: meeting subject "סטטוס פרויקט AI Search" matches project folder `ai-search`.
   - Normalize comparison: lowercase, strip hyphens/spaces, compare substrings.

4. **If multiple projects exist and no auto-match** → present the list and ask the user to pick:
   - "Multiple projects found for {customer-name}. Which project does this meeting belong to?"
   - List each project folder as a numbered option.

5. **If no projects directory or no projects exist** → offer to create one:
   - Suggest a project name derived from the meeting subject (lowercased, hyphenated, special characters removed).
   - "No projects found for {customer-name}. Create project '{suggested-project-name}'?"
   - If the user confirms, scaffold via `/customer-repo {customer}/{suggested-project-name}`, then continue.
   - If the user declines, ask for a project name or allow writing to the customer root as a fallback.

Set `{project}` to the selected project folder name.

## Step 4: Pull Meeting Data

Gather data from three sources. Each call is independent — a failure in one does not block the others.

### 4a. Facilitator Notes (Copilot)

```
m365_get_facilitator_notes(joinUrl: "{meeting-join-url}")
```

- Extract `meetingNotes[]` (title, text, subpoints) and `actionItems[]` (title, text, owner).
- The `actionItems[]` array is the **primary** source for action items — it is structured and high-confidence.
- If unavailable → note "Facilitator notes unavailable" in the meeting notes. Continue with transcript only.

### 4b. Meeting Transcript

```
m365_get_transcript(joinUrl: "{meeting-join-url}")
```

- Returns `entries[]` with `{ start, speaker, text }` for each utterance.
- Used for: building the discussion summary, extracting action items as a fallback when facilitator notes are unavailable, and preserving speaker attribution.
- If unavailable → note "No transcript available" in the meeting notes. Continue with facilitator notes only.
- If both transcript and facilitator notes are unavailable → produce event-only notes (attendees, meeting info) and inform the user that content-rich capture requires at least one source.

**Transcript quality note:** Hebrew-language transcript segments may have lower accuracy. Preserve them as-is — do not attempt to correct, paraphrase, or hallucinate corrections for unclear segments. If quality is visibly poor, add a note: "⚠️ Transcript quality may be reduced for Hebrew segments."

### 4c. Event Details and Attendees

```
m365_get_event(eventId: "{meeting-id}")
```

- Extract attendees list (name, email, response status).
- This is the **required** data source — if it fails, stop and report: "Could not load meeting details for event {id}. Cannot proceed without the base event."

For external attendees, optionally enrich with organizational context:

```
m365_search_people(query: "{attendee-name-or-email}")
```

- Extract job title, department, and company for each attendee.
- If lookup fails for an attendee → list them with email only, no role.

## Step 5: Generate Structured Meeting Notes

Assemble the captured data into structured notes using the template below.

**Discussion summary rules:**

- If transcript is available: summarize into 5–10 key discussion points, preserving speaker attribution (e.g., "Alice raised the topic of…").
- If only facilitator notes are available: use `meetingNotes[]` as the discussion summary.
- If neither is available: note "No meeting content captured — transcript and facilitator notes were both unavailable."
- Do **not** fabricate discussion points. Every summary point must trace to a specific transcript entry or facilitator note.

**Action item extraction rules:**

- **Source 1 (preferred):** `actionItems[]` from facilitator notes — already structured with title, text, and owner.
- **Source 2 (fallback):** Scan transcript entries for commitments, promises, and assigned tasks. Look for phrases like "I'll do…", "Can you…", "Action item:", "Let's follow up on…", "We need to…".
- **Deduplication:** If an action item appears in both sources, keep the facilitator notes version (more structured).
- Extract action items from both English and Hebrew text. Do not translate — preserve the original language.

### Content Language Rules

- All section headings (`## Discussion Summary`, `## Action Items`, etc.) → English.
- Content within sections → preserve the original language as-is.
- Action items → extract from both English and Hebrew text. Do not translate.
- Attendee names → preserve original form.

## Step 6: Append Action Items to followups.md

1. **Compute the path:** `~/customer-engagements/{slug}/projects/{project}/followups.md`

2. **If the file exists:**
   - Read the file contents.
   - Locate the `## Open` section and its markdown table.
   - Preserve the existing header row (`| Action | Owner | Due | Status |`) and separator row (`|--------|-------|-----|--------|`).
   - Append new action item rows **after the last existing row** in the `## Open` table.
   - Each new row: `| {action} | {owner} | {due or TBD} | 🔴 Open |`

3. **If the file does not exist:**
   - Create it using the canonical format:

   ```markdown
   # Follow-ups — {customer-name}

   ## Open

   | Action | Owner | Due | Status |
   |--------|-------|-----|--------|
   | {action} | {owner} | {due or TBD} | 🔴 Open |

   ## Closed

   | Action | Owner | Due | Status |
   |--------|-------|-----|--------|
   ```

4. **Deduplication:** Before appending, scan existing `## Open` rows. If a new action item matches an existing row's Action text (fuzzy, case-insensitive), skip it to avoid duplicates.

5. **If no action items were found in either source:** Skip this step. Do not modify followups.md. Note in the meeting notes: "No action items identified."

## Step 7: Write Files and Commit

1. **Compute the notes output path:**
   ```
   ~/customer-engagements/{slug}/projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.md
   ```
   Where `{YYYY-MM-DD}` is the meeting date, and `{subject-slug}` is the meeting subject lowercased, spaces replaced with hyphens, special characters removed, truncated to 60 characters.

2. **Check if the notes file exists** — If it does, read it and ask the user:
   - "Meeting notes already exist for this meeting. Overwrite, append, or skip?"

3. **Create the meetings directory if needed:**

   ```bash
   # macOS / Linux / WSL / Git Bash
   mkdir -p "$HOME/customer-engagements/{slug}/projects/{project}/meetings"
   ```

   ```powershell
   # Windows PowerShell
   New-Item -ItemType Directory -Force -Path "$HOME/customer-engagements/{slug}/projects/{project}/meetings" | Out-Null
   ```

4. **Write the meeting notes** using the `write` tool.

5. **Write the updated followups.md** (if action items were appended in Step 6).

6. **Commit to git:**
   ```bash
   cd ~/customer-engagements/{slug}
   git add projects/{project}/meetings/{YYYY-MM-DD}-{subject-slug}.md projects/{project}/followups.md
   git commit -m "capture-meeting: {customer-name}/{project} — {meeting-subject}"
   ```

   If the repo is not a git repo or the commit fails, inform the user but do not fail the skill — the files are still written.

## Error Handling

Every m365_* tool call can fail. Handle each failure individually so a single unavailable source doesn't block the entire capture.

| Tool Call | Failure Behavior |
|-----------|-----------------|
| `m365_list_meetings` returns no meetings | Report "No meetings found in the past 7 days." Stop and ask user for clarification. |
| `m365_get_event` fails | Report "Could not load meeting details for event {id}." Stop — cannot proceed without the base event. |
| `m365_get_transcript` fails | Note "No transcript available" in the Discussion Summary section. Continue with facilitator notes or event-only capture. |
| `m365_get_facilitator_notes` fails | Note "Facilitator notes unavailable" in the notes. Continue with transcript only. |
| `m365_search_people` fails for an attendee | List the attendee with email only, no role/title. Continue. |
| `m365_search_emails` fails or returns empty | Note "Email context unavailable" in the notes. Continue. |
| Customer folder not found in `~/customer-engagements/` | Offer to run `/customer-repo` to scaffold the folder. If user declines, ask where to write the notes. |
| No projects found in customer folder | Offer to create one via `/customer-repo {customer}/{suggested-project-name}`. Suggest a project name from the meeting subject. If user declines, ask for a project name or allow writing to the customer root as a fallback. |
| Multiple projects, no auto-match | Present the list of projects and ask the user to pick. Do not guess. |
| `git commit` fails | Inform the user the notes were written but not committed. Do not fail the skill. |
| Meeting has no `joinUrl` | Cannot retrieve transcript or facilitator notes. Degrade to event-only capture: attendees, meeting info, and any content from the event body. Warn the user about the limitation. |
| Transcript quality poor for Hebrew | Preserve content as-is. Add note: "⚠️ Transcript quality may be reduced for Hebrew segments." Do not hallucinate corrections. |
| Both transcript and facilitator notes unavailable | Produce event-only notes (meeting info, attendees). Note: "No meeting content captured — both sources were unavailable." |

## Output Template

```markdown
# Meeting Notes: {subject}

**Date:** {YYYY-MM-DD} {HH:MM}–{HH:MM} ({timezone})
**Customer:** {customer-name}
**Project:** {project-name}
**Attendees:**
- {name} ({email}) — {role/title, if known}
- {name} ({email}) — {role/title, if known}

## Discussion Summary

{5–10 key discussion points summarized from transcript and/or facilitator notes.
Each point preserves speaker attribution where available.}

1. {Speaker} discussed {topic}…
2. {Speaker} raised {concern/update}…
…

{If no transcript or facilitator notes: "No meeting content captured — transcript and facilitator notes were both unavailable."}

## Key Decisions

{Decisions made during the meeting. Each decision includes who made it and any
conditions or caveats.}

- {Decision description} (decided by {who})

{If no decisions identified: "No key decisions identified."}

## Action Items

| Action | Owner | Due | Source |
|--------|-------|-----|--------|
| {action description} | {owner} | {date or TBD} | {Facilitator Notes / Transcript} |

{If no action items: "No action items identified."}

---
*Generated by /capture-meeting on {timestamp}*
```