AI Meeting Assistant – Automated Pre-Meeting Notification Generation and Delivery
This workflow is designed to provide intelligent meeting assistant services for busy professionals. It automatically detects upcoming meetings, extracts key information about participants and recent communication, and combines this with LinkedIn updates to generate concise meeting reminder notifications, which are promptly sent to WhatsApp. This process significantly enhances the efficiency of meeting preparation, ensuring that users quickly grasp the meeting context and improve communication effectiveness. It is suitable for corporate managers, sales personnel, and remote team members who frequently attend meetings.
Workflow Name
AI Meeting Assistant – Automated Pre-Meeting Notification Generation and Delivery
Key Features and Highlights
This workflow automatically detects upcoming meetings, intelligently extracts key participant information and recent communications, integrates LinkedIn updates, and leverages an advanced language model (OpenAI GPT-4) to generate targeted, concise meeting reminder notifications. These reminders are then instantly sent to users via WhatsApp. Highlights include:
- Scheduled automatic queries of Google Calendar for meetings occurring within the next hour
- AI-driven information extraction and summarization covering email exchanges, LinkedIn profiles, and activities
- Multi-channel data collection support (Gmail, LinkedIn, Apify web scraping)
- Flexible message generation optimized for short-message platforms such as WhatsApp
- Modular design with sub-workflows to separate complex tasks, facilitating maintenance and scalability
Core Problems Addressed
- Busy professionals struggle to timely and comprehensively understand the background and participant information for upcoming meetings
- Manual preparation of meeting materials is time-consuming and prone to missing critical details
- Need for a fast, convenient pre-meeting notification method to enhance meeting efficiency and communication effectiveness
Use Cases
- Corporate managers, sales representatives, account managers, and other professionals who frequently attend meetings and require thorough preparation
- Remote team members needing to familiarize themselves with participants’ latest updates and communication history ahead of meetings
- Any users seeking to improve meeting preparation efficiency through automation and AI assistance
Main Process Steps
- Scheduled Trigger: Runs hourly to query Google Calendar for meetings scheduled within the next hour.
- Extract Meeting and Participant Information: Retrieves meeting details and attendee list.
- Branch Processing of Participant Data:
- If email is available, fetch recent email exchanges between the participant and the user.
- If LinkedIn profile link is available, use Apify crawler to scrape the participant’s LinkedIn profile and latest updates.
- AI-Based Information Extraction and Summarization:
- Use OpenAI GPT model to summarize email content, emphasizing meeting-relevant points.
- Summarize LinkedIn profile and activity to extract valuable talking points.
- Integrate Participant Information: Merge email and LinkedIn summaries to generate a comprehensive participant background overview.
- Generate Meeting Notification: Based on meeting summary and participant information, use GPT to create a concise, information-rich pre-meeting reminder message.
- Send Notification: Deliver the generated message instantly to the user via WhatsApp Business API.
Involved Systems and Services
- Google Calendar: Query upcoming meetings
- Gmail: Retrieve participant-related email exchanges
- LinkedIn (via Apify crawler): Scrape public profiles and updates of participants
- OpenAI GPT-4: Multi-turn dialogue and summarization to enhance text comprehension and expression quality
- Apify: Commercial web scraping service for dynamic content extraction
- WhatsApp Business Cloud API: Send meeting notification messages
Target Users and Value Proposition
- Busy professionals: Save time preparing for meetings and quickly grasp meeting context and key points
- Sales and client relationship managers: Gain advance insight into clients’ latest updates to improve communication effectiveness
- Team leaders and remote workers: Ensure information alignment before meetings to optimize team collaboration
- Automation enthusiasts and technical teams: Demonstrate how to combine multi-platform data sources with AI technology to build intelligent assistants
This workflow creates an intelligent “meeting assistant” that not only automatically captures key information but also delivers reminders in a concise and engaging manner, helping users to perform more confidently and efficiently in meetings.