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Every 15 minutes

Turn emailed meeting notes into tasks and a recap

When meeting notes reach your inbox, each action item becomes a Google Task and attendees get a short recap email.

Runs
Every 15 minutes
Apps
Gmail, Google Tasks
AI
Yes, uses the built-in AI allowance
Access
gmail.modify; tasks

Send this to your assistant

Create a ClickRuntime automation: every 15 minutes, look for new emails with meeting notes, create a Google Task for each action item and send the attendees a recap with who does what.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Meeting notes arrive by email from a note-taker or a colleague, get skimmed, and then sit in the inbox. The actions inside them are agreed in the room but not written down anywhere anyone looks again, so follow-ups slip.

Project managers, team leads and agency staff use it so that each meeting ends with tasks in a real list and a recap everyone has seen, without spending time after the call writing it up.

What you get out of it

  • Actions land in a list you use

    Each action item becomes a Google Task with the meeting name attached, so it shows up next to your other work.

  • Everyone gets the same recap

    Attendees receive a short summary of decisions and owners. Nobody has to remember who agreed to what.

  • No writing up after the call

    The recap is drafted from the notes you already have, which saves the quarter of an hour that usually gets skipped.

  • Each set of notes handled once

    Emails already processed are remembered, so a reply to the thread does not create the same tasks again.

How it works

What happens, step by step

  1. Every 15 minutes, ClickRuntime looks in Gmail for new emails that match your meeting notes rule.

  2. Emails it has already handled are skipped.

  3. AI reads the notes and pulls out the decisions and action items, with owners.

  4. Your action items become Google Tasks, and a recap email goes to everyone on the original message.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Tasks

What you get

RunsEvery 15 minutes
Turn emailed meeting notes into tasks and a recaptoday, 9:00Succeeded
Google Tasks · My TasksSend Acme the revised timeline by Friday Meeting notes: Acme kickoff, 14 Oct

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Google Tasks steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
meeting_notes_to_action_items_in_tasks.pyexample
import base64
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, report_fetched, credentials, ai

LABEL_ID = "Label_456"  # your "Recapped" label
SCHEMA = {"type": "object", "properties": {"recap": {"type": "string"}, "my_actions": {"type": "array", "items": {"type": "string"}}}}

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    gmail = build("gmail", "v1", credentials=creds, cache_discovery=False).users().messages()
    new = gmail.list(userId="me", q='subject:"meeting notes" -label:Recapped newer_than:2d').execute().get("messages", [])
    report_fetched(len(new))
    if not new:
        return {"new": 0}
    tasks = build("tasks", "v1", credentials=creds, cache_discovery=False).tasks()
    for m in new:
        msg = gmail.get(userId="me", id=m["id"], format="full").execute()
        h = {x["name"]: x["value"] for x in msg["payload"]["headers"]}
        part = next((p for p in msg["payload"].get("parts", [msg["payload"]]) if p["mimeType"] == "text/plain"), msg["payload"])
        notes = base64.urlsafe_b64decode(part["body"].get("data", "") + "==").decode(errors="ignore")[:6000]
        out = ai.generate(f"From these meeting notes write a short recap of decisions and owners, and list the actions for me "
                          f"({h.get('To')}).\n{notes}", json_schema=SCHEMA, max_output_tokens=600).json
        for action in out["my_actions"]:
            tasks.insert(tasklist="@default", body={"title": action, "notes": h.get("Subject", "")}).execute()
        raw = f"To: {h.get('From')}\r\nCc: {h.get('Cc', '')}\r\nSubject: Recap: {h.get('Subject', '')}\r\n\r\n{out['recap']}"
        gmail.send(userId="me", body={"raw": base64.urlsafe_b64encode(raw.encode()).decode()}).execute()
        gmail.modify(userId="me", id=m["id"], body={"addLabelIds": [LABEL_ID]}).execute()
    return {"processed": len(new)}

FAQ

Common questions

How does it find meeting notes?
It searches for emails that match a rule you choose, such as a subject containing Meeting notes or messages from your note-taking tool. Anything else in your inbox is ignored.
Who receives the recap?
The people on the original notes email. You can limit it to yourself first if you want to check recaps before they go to others.
Are tasks created for other people's actions?
Only your own by default, since Google Tasks is a personal list. Actions for others are listed in the recap with their names.
What permissions does it need?
gmail.modify; tasks. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it checks. Checks that find nothing new and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Turn emailed meeting notes into tasks and a recap” from your assistant

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