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OpenClaw can turn a finished meeting transcript into structured decisions, assigned action items, calendar events, tasks, and follow-up email drafts. The dependable pattern is a five-stage pipeline: detect the transcript, extract and normalize the meeting data, prepare calendar or task records, draft attendee-specific messages, and require a person to approve anything sent outside your organization.
This guide shows how to design that workflow with OpenClaw’s current Automations and inbound-hook model, while accounting for consent, changing command syntax, and the difference between vendor targets and independently measured results.
What the automation does
A meeting follow-up workflow starts when a transcript becomes available. OpenClaw passes the transcript to an agent that identifies the executive summary, decisions, unresolved questions, and action items. Each action item is associated with an owner, a suggested due date, and a priority. The workflow can then prepare a calendar event or task and compose a message for each relevant attendee.
The final send should remain a deliberate human action. The agent can route drafts to a review channel such as Slack or WhatsApp and wait for one-click approval. This prevents an ambiguous sentence, incorrect owner, or sensitive detail from becoming an external commitment.
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The five stages
- Trigger and intake: a webhook, polling job, uploaded audio file, watched folder, or transcript service signals that a meeting record is ready.
- Extraction: an OpenClaw agent converts the transcript into a predictable structure containing decisions, questions, and action items.
- Planning: the workflow proposes calendar events and tasks, preserving the agent’s confirmation state until a person reviews them.
- Drafting: a separate procedure prepares a tailored follow-up for each attendee using the parsed participants, decisions, and assigned work.
- Approval and delivery: a reviewer approves, edits, or rejects each draft before any external message is sent.
Decide what you need before configuring OpenClaw
Write down the boundaries of the workflow before creating an agent. This avoids a useful transcript processor becoming an uncontrolled mail sender.
Required inputs
- A transcript in text form, or an intake step that can reliably produce one from uploaded audio.
- A participant list with names and, where appropriate, email addresses. Do not infer an address from a display name when the identity is uncertain.
- A defined time zone for due dates and calendar entries.
- Access credentials for the calendar, task system, and approval channel you intend to use.
- A retention rule stating how long transcripts, extracted data, and drafts are kept.
Define approval boundaries
Classify outputs into at least three categories: internal notes, proposed records, and externally deliverable messages. Internal notes may be saved automatically. Calendar events and tasks should normally be created as pending or tentative records until reviewed. Messages to customers, suppliers, candidates, or other outside parties should never be sent solely because an LLM produced a draft.
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Handle consent first
Recording and transcribing a meeting can require participant notice, consent, or a documented company policy, depending on the people and jurisdictions involved. Tell participants when capture is active, follow your organization’s retention policy, and provide a way to exclude a meeting when recording is not permitted. Automation does not remove those obligations.
Use OpenClaw’s current scheduling and hook model
OpenClaw’s scheduler is now called Automations. The openclaw automations command manages one-time reminders, recurring intervals, cron expressions, and inbound webhook triggers. openclaw cron remains an alias, so older documentation may use that name.
Automations can deliver through three modes: announce, which posts a result to a configured conversation; webhook, which sends it to an HTTP endpoint; and none, which runs without delivery. Choose the mode that matches the stage: a transcript intake commonly uses a webhook, while an approval result may be announced to a review channel.
Enable an inbound hook safely
Inbound hooks are enabled in the OpenClaw configuration under a hooks block. The documented controls include enabled, a dedicated hook token, a path such as /hooks, and an allowedAgentIds list. Use a token created for the hook rather than the Gateway authentication token, and restrict the allowed agent IDs to the agent that processes meeting records.
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"hooks": {
"enabled": true,
"token": "a-dedicated-hook-token",
"path": "/hooks",
"allowedAgentIds": ["meeting-follow-up-agent"]
}
}The object above illustrates the documented fields; exact nesting and field names can vary by OpenClaw release. After editing configuration, run openclaw config validate, restart the service, and inspect the service logs. Do not put a Gateway token in a transcript provider, and do not expose a hook without authentication.
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Initialize the installation
- Run
openclaw onboardand complete the interactive setup for the Gateway, agent, and available channels. - Create or select a dedicated agent for meeting follow-ups rather than granting a general-purpose agent access to every system.
- Configure the calendar, task, transcript, and approval integrations with the least permissions that complete the workflow.
- Validate the configuration with
openclaw config validate. - Restart the OpenClaw service and review logs for authentication, hook, or skill-loading errors.
Third-party tutorials may show an older JSON cron array with session and message fields, or commands such as openclaw cron add. Treat those examples as version-specific. Check the help output and current OpenClaw documentation for the release installed on your system before copying field names or subcommands.
Choose a transcript trigger
The trigger determines how quickly and reliably a meeting enters the pipeline. Select one route per source, or normalize several routes into the same intake payload.
| Trigger | How it works | Advantages | Risks and controls |
|---|---|---|---|
| Inbound webhook | The transcript service calls the configured OpenClaw hook when processing finishes. | Low latency and an event-driven design; no repeated polling. | Requires authenticated endpoint exposure, provider-specific payload mapping, and retry handling. |
| Polling automation | An OpenClaw Automation checks a transcript location at a recurring interval. | Works when the source has no outbound webhook. | Can process duplicates or delay intake; store a source ID and processed state. |
| Uploaded audio | A person or upstream process places an audio file where an intake procedure can transcribe it. | Useful for ad hoc meetings and sources without integrations. | Audio consent, transcription accuracy, file size, and retention need explicit controls. |
| Watched folder | A folder watcher notices a new transcript or recording and submits it to the agent. | Simple for desktop or shared-drive workflows. | Partial files can be picked up; require a completed-file convention or stability check. |
| Transcript search | The workflow queries a connected transcript service for newly completed meetings. | Can recover missed events and backfill historical meetings. | Search results need deduplication and a clear date window. |
Whatever the route, normalize the event to include a stable meeting ID, title, start and end time, time zone, transcript text or retrieval reference, attendee identities, and a source timestamp. A stable ID lets the workflow retry safely without creating a second set of events or emails.
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OpenClaw skills are repeatable procedures that an agent loads when needed. Create a meeting-extraction skill that insists on structured output, distinguishes a decision from a suggestion, and marks uncertainty instead of inventing an owner or deadline.
Use a strict output contract
A practical contract can look like this:
{
"meeting": {
"title": "string",
"dateTime": "ISO-8601 with time zone",
"summary": "string"
},
"decisions": [
{"text": "string", "evidence": "short transcript reference"}
],
"open_questions": [
{"question": "string", "owner": "known name or null"}
],
"action_items": [
{
"description": "string",
"owner": "known participant or null",
"due_date": "date with time zone or null",
"priority": "low | medium | high",
"evidence": "short transcript reference",
"confidence": "high | medium | low"
}
],
"attendees": [
{"name": "string", "email": "verified address or null"}
]
}Instruct the agent to quote or paraphrase the relevant portion of the transcript for every decision and action item. If the transcript does not establish an owner or date, return null and flag the item for review. Never derive a deadline solely from a vague phrase such as “soon.”
Separate extraction from interpretation
First capture what was said. A later planning step can suggest a due date or priority using your policy. Keeping those stages separate makes it easier to audit an incorrect recommendation and prevents a confident-sounding guess from appearing as a meeting decision.
Turn action items into calendar events and tasks
One documented workflow combines an action-item extraction skill with a calendar-booking skill. It proposes one Google Calendar event for each action item and holds confirmation for the user to review. The same pattern works for a task system: create a pending task with the description, owner, due date, priority, source meeting ID, and transcript evidence.
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Recommended record fields
- Title: a short verb-led description, not the entire transcript sentence.
- Owner: a verified participant; leave unassigned when ownership is unclear.
- Due date: the stated date and time zone, or a proposed date clearly labelled for approval.
- Priority: the extracted priority plus a confidence flag.
- Source: meeting ID and a link or reference to the transcript in your permitted system.
- State: proposed, approved, completed, or rejected.
Prevent calendar pollution
Do not create a confirmed external meeting for every action item by default. A task may be the right record for asynchronous work; a calendar event is appropriate when the item requires a scheduled block, a review appointment, or a coordination meeting. If you do create events, use a tentative status or a private review calendar until the owner confirms the time.
Require confirmation when an item has no clear owner, affects another person’s calendar, contains sensitive information, or proposes a date outside the meeting’s stated commitments. Keep the original transcript evidence attached to the pending record so the reviewer can resolve ambiguity without searching manually.
Draft a follow-up for each attendee
A separate drafting skill can generate a message for every attendee from the attendee list, decisions, action items, and open questions. The message should reflect the recipient’s role: an owner needs the exact commitment and due date, while a participant who has no assigned task may only need the decisions and questions requiring their response.
Define the message structure
- Use a subject that identifies the meeting and date.
- Open with a concise statement that the notes are ready.
- List decisions separately from action items.
- Show each action item with its owner and due date, marking proposals as pending approval.
- Include unresolved questions and the person expected to answer, if known.
- End with a request for corrections and a clear response deadline when one exists.
Tell the agent not to disclose transcript excerpts that a recipient was not authorized to receive, not to present low-confidence inferences as facts, and not to send attachments or links until a reviewer verifies the audience.
Add a human approval gate
Route the generated drafts and proposed records to a private Slack or WhatsApp review channel. A useful approval card contains the recipient, subject, message body, proposed calendar or task changes, confidence warnings, and buttons or commands for approve, edit, reject, or regenerate.
Approval rules that reduce mistakes
- Require explicit approval for every external recipient.
- Allow a reviewer to approve calendar or task records separately from email drafts.
- Expire unreviewed drafts after a defined period rather than sending them automatically.
- Record who approved, what changed, and when the final message was delivered.
- Provide a “reject and explain” path so the agent can improve a draft without losing the original evidence.
For internal-only summaries, your policy may permit automatic posting. Keep that exception narrow and document which domains, channels, or data classifications qualify.
Assemble the end-to-end workflow
The following sequence is implementation-ready without depending on a particular transcript vendor’s webhook schema.
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- Receive: accept the provider event through the authenticated OpenClaw hook, or let an Automation poll for completed transcripts.
- Validate: check the meeting ID, source signature or token, transcript availability, attendee list, and time zone. Reject incomplete records for retry instead of invoking the agent.
- Deduplicate: look up the meeting ID in a durable store. If it was already processed, return the existing result rather than creating new records.
- Extract: load the extraction skill and produce the structured summary, decisions, open questions, action items, and attendees.
- Check confidence: route missing owners, conflicting dates, or low-confidence items to the review queue.
- Plan records: invoke the calendar or task skill to prepare proposed records. Keep them pending until approved.
- Draft: generate recipient-specific follow-up messages and attach the meeting ID and evidence internally for audit.
- Announce: use an Automation delivery mode that posts the package to the approval channel.
- Approve: a reviewer approves, edits, rejects, or requests regeneration.
- Commit: create approved tasks or events, send approved messages, and write an immutable audit entry.
- Report: announce failures, skipped recipients, and records awaiting clarification so they do not disappear silently.
Timing expectations and measurement
One vendor guide describes targets of summaries within five minutes, tasks within two minutes, and follow-up emails within ten minutes of a meeting ending. Those are workflow targets, not measured OpenClaw performance. Actual latency depends on transcript availability, model processing, integration rate limits, retries, and whether a person is available to approve a draft.
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Vendor examples also claim that a process taking three hours per week can be reduced to thirty seconds per meeting. Treat that as an illustration, not an independent time-savings measurement. Establish your own baseline before changing the approval policy.
Track useful operational metrics
- Time from meeting end to transcript-ready event.
- Time from transcript receipt to extraction completion.
- Percentage of action items with a verified owner and date.
- Approval, edit, rejection, and regeneration rates.
- Duplicate-event and duplicate-message incidents.
- Delivery failures, retries, and records waiting for clarification.
Troubleshoot common failures
The hook never fires
Confirm that hooks are enabled, the provider is using the dedicated hook token, and the request path matches the configured path. Check service logs after restarting OpenClaw. If the provider does not support webhooks, switch to a recurring Automation that polls for completed transcripts and records the last successful cursor or timestamp.
The agent receives an empty or partial transcript
Many providers signal completion before a large transcript is downloadable. Add a validation step that checks text length and completion status, then retries with backoff. Do not run extraction on a partial file unless your policy explicitly permits a preliminary draft.
Tasks or events are duplicated
Persist the source meeting ID and an idempotency key for each action item. On retry, compare those keys before creating a record. A human approval action should also be idempotent: clicking approve twice must not send two messages.
Owners or deadlines are wrong
Inspect the evidence field and confidence flag. Improve participant identity matching, require the agent to return null when the transcript is ambiguous, and send low-confidence items to review. Do not solve this by allowing the model to guess more aggressively.
Drafts expose sensitive information
Check recipient resolution, channel membership, and transcript retention. Limit the drafting skill to the minimum fields needed, redact restricted sections before generation, and require manual approval for any message containing confidential material.
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Configuration examples fail after an upgrade
Compare the installed version’s command help and configuration reference with the example you copied. In particular, verify whether the release expects Automations terminology or an older cron-oriented schema. Run configuration validation before restarting and keep a tested rollback copy of the previous configuration.
Security and governance checklist
- Use a dedicated hook token and restrict
allowedAgentIds. - Grant calendar, task, transcript, and messaging permissions separately and minimally.
- Encrypt stored transcripts and drafts where your policy requires it.
- Set deletion dates for raw audio, transcripts, extracted data, and audit logs.
- Log approvals, edits, sends, failures, and retries without recording unnecessary message content.
- Test revoked credentials and unavailable integrations so the workflow fails closed.
- Review prompts and skills when participants, data classifications, or external recipients change.
Pre-launch test plan
- Send a transcript containing one clear decision, one assigned action, and one explicit date.
- Send a transcript with two people sharing similar names and verify that the workflow asks for clarification.
- Omit an owner and confirm that no owner is invented.
- Replay the same meeting event and verify that no duplicate records or messages appear.
- Expire an approval and confirm that nothing is sent automatically.
- Revoke a calendar or messaging credential and verify a visible failure and safe retry state.
- Test a meeting that cannot be recorded and confirm that audio and transcript capture can be disabled.
When to use each trigger and delivery choice
Use a webhook when the transcript provider can authenticate callbacks and you need prompt processing. Use polling when reliability matters more than latency or the provider has no callback. Use uploaded audio or a watched folder for occasional meetings and offline processes, but apply stronger file-completion and consent checks. For delivery, announce review packages to a controlled channel, use webhook delivery for downstream systems that can authenticate and deduplicate, and choose none when the result is intentionally stored for a later step.
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Operational checklist
- Transcript intake has a stable meeting ID and consent-compatible retention.
- The OpenClaw agent is restricted with a dedicated hook token and allowed agent ID.
- Automations use the syntax supported by the installed release.
- Extraction returns decisions, questions, action items, owners, dates, priorities, evidence, and confidence.
- Calendar and task records remain proposed until approved where commitments or other people are affected.
- Every external follow-up passes through an explicit human approval step.
- Retries, deduplication, audit logging, and failure notifications have been tested.
Frequently Asked Questions
Can OpenClaw send follow-up emails without approval?
It can be configured to deliver automatically, but an approval gate is the safer default for external messages. Route drafts to a controlled Slack or WhatsApp review channel and require an explicit approval action before sending.
What is the current OpenClaw command for scheduled workflows?
The scheduler is called Automations and is managed with openclaw automations. openclaw cron is an alias. Older tutorials may use cron-specific commands or fields that do not match the installed release.
What token should an inbound meeting webhook use?
Use a token dedicated to the hook, not the OpenClaw Gateway authentication token. Restrict the hook with allowedAgentIds so only the intended meeting-follow-up agent can process the request.
Should every action item become a calendar event?
No. Use a task for asynchronous work and a calendar event when a scheduled block or coordination meeting is genuinely needed. Keep proposed events tentative or on a review calendar until the owner confirms them.
Are the five-minute, two-minute, and ten-minute timings guaranteed?
No. They are vendor-described targets for summary, task, and email stages. Actual timing depends on transcript readiness, model processing, integration limits, retries, and human approval availability.
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