In today’s fast-paced work environment, staying on top of meeting notes and action items can be overwhelming.

What if you could have a virtual assistant join your meetings, take detailed notes, and automatically share them with you afterward? In this tutorial, we’ll show you how to set up a note-taking assistant using Lindy.

By the end of this tutorial, you’ll have an automated meeting assistant that can seamlessly record, summarize, and send recaps, allowing you to focus on the important discussions without worrying about the details.

Key Objectives

• Set up Lindy as a meeting note-taker.
• Configure event filtering to join relevant meetings.
• Automate note-taking, summarizing, and document creation.
• Set up notification systems for receiving meeting summaries.
• Test and refine your AI assistant’s functionality.

Setting up the AI meeting note-taker

First, go to Lindy and sign up or log in.

The first step is configuring Lindy to join your meetings and take notes. You’ll start by creating a new assistant using the meeting note-taker template from Lindy’s marketplace.

Add it to your account, and open the flow editor to begin customizing.

Authenticate your calendar (Google or Outlook) and adjust the meeting offset (how early Lindy joins). By default the assistant will join one minute before the start of the meeting.

Optionally, add filters to exclude meetings based on certain criteria.

💡 Tip: If your meetings start late, adjust the offset to allow for a more relaxed start.

Configuring event filtering conditions

To ensure Lindy only joins relevant meetings, set up event conditions.

The default condition checks if the event contains a meeting link. You can leave this or add custom filters to refine which meetings Lindy joins.

I strongly advise to change the model to the cheapest one, since the task here is really easy and shouldn't require much intelligence.

If needed, add more specific rules to ensure Lindy only joins meetings that require its assistance, such as meetings with certain participants or specific keywords in the event title.

Recording and participation settings

Now, configure how Lindy will interact and record in the meeting.

Set the name of the note-taker (e.g., "Techpresso's notetaker") and edit the introductory message that Lindy sends upon joining.

💡 Tip: Tailor the assistant’s name and message to match your company’s culture

Setting up document creation

Lindy can automatically generate a document with meeting notes and recaps after each session.

Here’s how to configure it:

Choose the storage location for meeting notes (e.g., Google Drive).

Customize the title and content, or let Lindy generate them automatically.

Define the format for the notes: concise bullet points, sections for action items, and next steps.

💡 Tip: You can integrate other storage services if needed, or even opt for email-only summaries.

Configuring notifications

Finally, set up how you’ll receive the notes and summaries.

Use Lindy’s Send Message step to receive summaries via in-app messages or through external platforms like Slack or email.

You can totally use the default prompt here:

When you receive the transcript, provide two summaries of it:
1. One high-level summary, 3 bullet points max, including the next steps if any.
2. And a second one, a bit more in depth. If there were any action items, include them in their own section.

Keep the summary very concise — feel free to make it not totally grammatically correct so it's shorter. And include formatting, like bolded titles for the different parts of the meeting.

3. Extract all action items, tasks, requests and commitments that were discussed during the call.

Document them explicitly with detail, including names, dates and numbers.

Send the summaries to the user directly as a lindy message.

You can customize the AI-generated summary prompt to include key details like next steps and action items.

This part is optional but if you need external notifications, replace the Slack step by the Send Email step and set the recipient's email address (it can totally by your email address!).

You can include a link to the document in the email and request summaries in your desired format.

Testing your note-taking assistant

Once all settings are configured, save your workflow and test it out!

Set up a meeting in your calendar and see Lindy join automatically.

Review the notes and summaries Lindy provides to ensure accuracy and completeness.

Tweak any settings if needed, such as message content or document formatting, and retest until the workflow meets your needs.

Conclusion

Congratulations! You’ve successfully built a fully automated note-taking assistant with Lindy. With this AI assistant in place, you can now focus on the conversation while it handles the documentation. Continue to explore more ways to automate tasks and optimize your productivity!

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