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Meeting Ends → Draft Minutes → Extract Action Items → Assign → Track To Close

Minutes and Action-Item Agent

Drafts minutes and tracks follow-ups with owners and deadlines, so board decisions and action items do not drift after the meeting ends.

The Problem

Decisions get lost and action items drift after the meeting.

Meeting decisions get lost. Action items drift. Nobody tracks who owes what by when.

What Changes

Minutes drafted, action items tracked to owners.

Drafts minutes from meeting notes and extracts action items with owners and deadlines. Tracks follow-up so decisions don't disappear after the meeting.

Humans stay in control: The board approves minutes and owns the decisions. The agent drafts and tracks. It removes the drift, not the governance.

HOW THE AGENT WORKS

TRIGGERLLMAPIDECISIONACTIONWAIT
TRIGGERMeeting EndsNotes or recording available
LLMDraft MinutesProduce the minutes from notes
LLMExtract Action ItemsPull decisions and follow-ups
APIAssign ItemsSet owners and deadlines
WAITTrack To Close
ACTIONRemind OwnersNudge open items before deadline
The agent doesn't run the meeting or decide outcomes. It drafts minutes and tracks the follow-ups. The board approves the minutes.

HOW TO BUILD IT

Three levels of depth. Pick the one that matches where you are.

For the ops person who needs to understand what's involved and brief their team.

Your MeetingsNotes, recordings
The AgentWorkflow engine + LLM
Your BoardMinutes + tracked items

WHAT YOUR TEAM PROVIDES ONCE

  • Minutes format - your board’s minutes structure
  • Meeting input - notes or recording access
  • Owner directory - who can be assigned items
  • Approval flow - how minutes get approved
  • Tracking - where action items are followed
What happens day-to-day: A board meeting ends. The agent drafts the minutes, pulls out the decisions and action items, and assigns them with deadlines. Items get tracked and owners nudged, so follow-ups do not vanish until the next meeting.

For the IT person or technical lead who needs to scope the integration.

INQUIRY SOURCES

Meeting notes
Recording / transcript
Agenda

WORKFLOW ENGINE (N8N)

Trigger
LLM - Draft minutes
LLM - Extract items
API - Assign items
Wait - track close
Remind owners
Log approval

CONNECTS TO

Notes / transcript toolRead: meeting content
Task boardCreate and track action items
HOA platform (Vantaca / CINC)Store minutes, owners
Notifications (email / Slack)Remind item owners
WITHOUT PMS API

Agent drafts minutes from typed notes and outputs an action-item list for manual tracking.

WITH PMS API

Agent drafts minutes from the transcript and tracks assigned items to close. Best experience.

For the person who wants to build this agent step by step. Each node below maps to an n8n workflow node.

TRIGGERNode 1
Trigger - Meeting Ends
Notes uploaded or a recording/transcript becomes available.
Output: { meeting_id, date, notes_or_transcript }
LLMNode 2
LLM - Draft Minutes & Extract Items
Produce minutes in your format and pull out decisions and action items.
Output: { minutes, action_items[] }
You draft board meeting minutes and extract action items.

Using the MINUTES FORMAT, produce minutes from the notes. Then extract:
- action_items: [{ item, owner, due }]
State decisions factually. Respond ONLY with valid JSON.

MINUTES FORMAT: {minutes_format}
NOTES: {notes}
INPUT
"Board approved $48k roofing bid from vendor B. Jane to schedule. Pool resurfacing deferred to Q4. Treasurer to circulate budget by next meeting."
OUTPUT
{
  "minutes": "MINUTES - Board Meeting. Motions: Roofing contract awarded to Vendor B ($48k), approved. Pool resurfacing deferred to Q4...",
  "action_items": [
    { "item": "Schedule roofing work with Vendor B", "owner": "Jane", "due": "2 weeks" },
    { "item": "Circulate budget", "owner": "Treasurer", "due": "next meeting" }
  ]
}
APINode 3
HTTP Request - Assign Items
Create each action item on the board with owner and deadline.
Output: Action items assigned and tracked.
WAITNode 4
Track To Close
Track item status; identify those approaching or past deadline.
Output: Open vs closed items tracked.
ACTIONNode 5
Remind Owners
Nudge owners of open items before the deadline; surface overdue ones at the next meeting.
Output: Action items kept moving between meetings.
MVP vs Advanced — Where To Start
MVP — START HERE
  • Typed notes
  • LLM minutes draft
  • Action-item list
  • Manual assignment
  • Manual tracking
  • Email reminders
ADVANCED — ADD LATER

    Full Video Walkthrough Coming Soon

    From a meeting to tracked action items - step by step.

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    Frequently asked questions

    Minutes and Action-Item Agent is an AI agent that drafts minutes, and extracts action items with owners and deadlines.
    Decisions get lost and action items drift after the meeting. The Minutes and Action-Item Agent addresses this — it drafts minutes, and extracts action items with owners and deadlines.
    No — your team stays in control. The board approves minutes and owns the decisions. The agent drafts and tracks. It removes the drift, not the governance.

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