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Calendar Event to Prep and Tasks

Before the meeting: a drafted agenda. After it: a recap with one staged Asana task per action item.

Best forAgencyB2BSaaSServices
Agents9 required
Duration3-5 minutes

Name a meeting and this recipe does both halves. Pre-event: it resolves the event from Google Calendar or Calendly, condenses the invite context, and drafts a time-boxed agenda with per-attendee prep asks, staged as an email draft if Gmail is connected. Post-event: it produces a recap of decisions and open questions, an action-item table where every item cites its source, and one staged Asana task per item with owner and due date. Everything waits behind per-item approval — nothing sends or is created without your sign-off, reruns update the same package instead of duplicating, and without Asana the task table waits in-hub ready to paste.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Resolve the named event from Google Calendar and set the event ID as the idempotency key; list matches and ask when ambiguous.

calendar scanner
01

Fill the same event fields from Calendly when that is the booking source and reconcile the attendee roster.

scheduling scanner
02

Condense the invite context — thread excerpts, prior notes, attendee roles — into agenda source material.

document summarizer
02

Draft the agenda: objective, time-boxed sections that sum to the meeting length, per-attendee prep asks, and the decision to be produced.

meeting notes agent
02

Stage the agenda as an attendee email draft, respecting quiet hours and opt-outs.

email writer
03

After the event, produce the recap: decisions, open questions, and the action-item table with source quotes.

meeting notes agent
03

Map each action item to an owner and draft one Asana task per item with title, owner, and due-date proposal.

task router
03

Dedupe against existing Asana onboarding or follow-up tasks so the board never gets doubles.

pm scanner
03

Assemble the single per-item approval gate across agenda email, recap, and tasks; write nothing external until approved.

workflow orchestrator
03

On approval, send the approved emails and create the approved tasks, returning receipts with links; render the in-hub fallback otherwise.

distributor

Required Agents

9
  • calendar-scanner
  • scheduling-scanner
  • document-summarizer
  • meeting-notes-agent
  • email-writer
  • task-router
  • pm-scanner
  • workflow-orchestrator
  • distributor

Connections

Required

asanagmailgoogle

Optional

googlecalendlyasanagmail

What it does

  • Resolves the exact event from Google Calendar or Calendly — never guesses between matches
  • Pre-event agenda draft: objective, time-boxed sections, per-attendee prep asks
  • Agenda staged as an attendee email draft, quiet-hours respected
  • Post-event recap with decisions and open questions
  • Action-item table where every item cites the moment it came from
  • One staged Asana task per action item with owner and due-date proposal
  • Single approval gate for emails and tasks — per-item sign-off
  • Idempotent per event — reruns update, never duplicate

Example prompt

Prep me for the Q3 roadmap sync on Thursday — agenda draft first, and after it happens give me a recap with Asana tasks for every action item.

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