Meeting to Task Log

Extracts tasks from a meeting transcript and routes them to the right project with the right owner. The call ends, Fireflies sends the transcript through a glue layer, Claude parses tasks with due dates, and each task lands in Notion or your task tool tagged to the project it belongs to.

Most teams write tasks twice. Once in the meeting notes, once when someone copies them into Asana on Tuesday. Half never make it over. This template reads the transcript once and writes to one canonical place. The meeting page holds the context. The task database holds the work. Same data, different surfaces.

Three databases. Meetings holds the transcript, the attendees, and the project link. Tasks holds the extracted tasks with owner, due date, and the parent meeting. Projects holds the active projects, each with its own rolled-up task view. Views: New tasks this week, Unassigned, Overdue, By project.

Fireflies captures the call. n8n or Zapier picks up the new transcript webhook. Claude runs against a prompt that extracts tasks in a strict format. Tasks write to the Notion Tasks database with the meeting linked. The project rollup updates automatically. Owners get pinged in Slack with a two-line brief.

The first failure is duplicate extraction. Fireflies and Zoom both capture the same call, Claude pulls tasks twice, ClickUp gets 36 tasks instead of 18. Fix: deduplicate on meeting id at the ingest layer, not the write layer. Declare one source canonical.

The second failure is tasks that read like decisions. "We need to think about pricing" is not a task. Fix: the prompt requires a verb, an owner, and a due date. Anything without those three goes to a triage view, not the task database.