Prepare and review meetings

The Meeting Assistant is a shipped agent with one job: once an hour it looks at your meetings from the past day to the next and decides what each one needs. Most need nothing. A meeting coming up without a pre-read gets one. A meeting that ended with a transcript and no recap gets the recap. It runs for you alone, on your calendar, with your accounts, and it remembers what it already sent so nothing arrives twice.

What you get

• The day's pre-reads, once each morning. One email with a PDF per meeting that day and a line about each. A pre-read says who you are meeting, where things stand, the open threads, and where each fact came from. A meeting added later in the day gets its own pre-read when it appears.
• One recap per transcript. Once a recording is transcribed, the recap says what was said, what was agreed, and who holds the next move, with each speaker's own wording kept. Teammates who were invited to the meeting receive it too. The recap is saved on the meeting.
• Nothing else unless you ask. A reminder before a meeting or a request for your notes after one goes out only when your notes for the routine ask for it.

Steps

1. Connect your calendar. In Settings → Connections, connect Google Calendar. For recaps, also connect a recorder under Meeting recording: Fathom, or the Meridian recorder, which joins and records scheduled meetings for you.
2. Turn the agent on. Open Agents and the Meeting Assistant. It starts on once you have a calendar, unless an admin set otherwise. On About, the switch beside Routines is yours, and the row under it is the hourly scan.
3. Try one meeting now. Ask it: "Prepare me for tomorrow's 10:00 with Acme." It reads the invitation, your email with the attendees, past recaps, and your notes, sizes the research to the time left, and says where a source is missing rather than guessing.
4. Read the recap. After a recorded meeting, the transcript arrives, the scan runs within the hour, and the recap reaches you where you chose. It also appears as a chat you can open from Recent or the agent's Logs.
5. Make it yours. Open the scan row on About. Three fields are yours alone:
   • Runs at sets the time of day for the first scan in your timezone, which is when the morning pre-reads go out. The workspace sets the default; change it for yourself.
   • Delivers chooses Slack DM, else email, Email, or Only in Narwhal. The morning pre-reads come as one message with the PDFs, by email unless you chose Only in Narwhal.
   • Your notes for this routine take plain words and come first: "prep only external meetings", "recaps in Turkish", "open questions first", "a short reminder 30 minutes before each meeting", "ask me for notes after unrecorded meetings", "skip my 1:1s".

Workspace settings

Admins set what applies to everyone in Settings → Meetings: Auto-record (Off, External meetings, or All meetings) decides which synced meetings the Meridian recorder joins; Transcription language and Bot name shape that recorder; Sync all events and the Personal event filter decide which calendar events sync at all. The routine's text is the workspace's own copy, so the agent's editors can change the defaults for everyone; your notes still win for your runs.

What waits for your approval

A pre-read and a recap are written for you and delivered to you without asking. Sending the recap to anyone you did not name, filing it in Drive, creating Tasks from it, or posting it to a channel stop at an approval card. On your own runs the card offers Always allow for you, so a recap that always goes to attendees can stop asking.

Limits

• Outlook calendars are not connected yet, so pre-reads come from Google Calendar today.
• Fireflies and Gong recorders are not connected yet. Fathom and the Meridian recorder are.
• The recap is written from the transcript. A meeting without a recording has no recap; you can paste notes and ask for one.
• A pre-read reads what you can see. Being invited to a meeting does not show you a colleague's private notes about it.
• The scan is hourly. A transcript or a calendar change wakes it sooner, but a meeting added five minutes before it starts may not get a pre-read in time.
• Pausing the routine on About stops your runs only. The agent stays on for everyone else, and your pause survives the agent being turned off and on again.