Your Next Meeting Should Write Its Own Agenda (Free Zapier Agents Template)

Meetings should follow through on themselves. So I built an AI agent that turns your meeting transcript into the agenda for the next meeting—then adds it to your calendar (or emails you a reminder to schedule it).

Grab the template:

👉 Use this template on Zapier Agents

Watch the 6-minute walkthrough:

What the agent does

1. After a call ends, your AI notetaker (I use Fireflies) produces a transcript + action items.

2. The agent distills those into a clean, structured agenda for the follow-up meeting.

3. It searches your calendar for the next meeting in the series (same attendees and same/similar title).

4. If it finds one, it appends the agenda to the event description—doesn’t overwrite your Zoom link.

5. If there’s no next meeting, it emails you the agenda + attendee list and reminds you to schedule it.

Quick start guide

1. Click “Use this template.”
   Connect: your notetaker app (e.g., Fireflies/Otter/Avoma/Zoom AI), Google Calendar, and Email by Zapier.

2. Set the trigger.
   In the template, I use “Fireflies: New Meeting.” Include speaker names and set the notes in plain text format. (Different notetaker? Just swap in its “new transcript” trigger.)

3. Paste your email(s) into the Instructions.
   Under Step 3 of the instructions, replace my addresses with yours so the agent knows which calendars to search.

4. Limit calendar access (control is good).
   In the “Find Multiple Events” and “Update Event” tools, restrict the agent to only the calendars it should touch.

5. Lock down edits.
   Allow the agent to modify Description only. Do not allow changes to title, time, or location.

6. Keep emails safe.
   In “Email by Zapier: Send Outbound Email,” hard-code the To: field to your address so the agent only emails you.

7. Test once.
   Run it on a recent transcript. Confirm it appended the agenda (didn’t replace anything) and that the email summary looks right.

Tailor it to your stack

• Notetaker alternatives: Otter, Avoma, Fathom, Zoom AI Companion, Microsoft Copilot, etc. Swap the trigger and keep the same logic. For best results, include speaker names in the transcript.

• Not on Google Calendar? Add the Microsoft 365/Outlook tools and map the equivalent fields. The logic is identical; parameters differ by provider.

• Agenda format: Want headers like “Decisions,” “Open Questions,” “Action Items (Owner → Due Date)”? Spell that out in Step 2 of the instructions.

• Email copy: Tweak the subject lines and body text in the instructions so the confirmation/reminder reads exactly as you want it to.

Guardrails I recommend

• Limit calendar access: Only the ones you actually use for these meetings.

• Description-only edits: Prevents accidental title/time/location changes.

• Fixed recipient: Hard-code the To: field so the agent can’t email anyone else.

• Plain text outputs: Keeps the agenda readable across devices and clients.

Troubleshooting

• It didn’t find the next meeting.
  Check that attendees match and the title is similar enough. Loosen or tighten that rule in the instructions.

• It overwrote my description.
  Ensure the “Update Event” tool is set to append and that the agent is only allowed to modify the description.

• No transcript link in the email.
  Your notetaker must expose a URL field. Map/pass that field in the email step, or remove the line from the template.

Why this matters

If the point of a meeting is to create momentum, the easiest win is ensuring every follow-up shows up—automatically—where people will see it next time. No more “what did we say we’d do?” The agenda is already waiting in the calendar.

Template link again: 👉 Use this template on Zapier Agents