Set up a meeting prep assistant

Learn how to automate meeting prep, using Lindy to research attendees and send you timely context on them.

advanced pro

Tool: Lindy AI Topic: AutomationTopic: Productivity

2025-01-07

Whether you're struggling to stay on top of your schedule or feeling overwhelmed by the sheer volume of prep work required, ensuring you're fully prepared for every meeting can be a significant challenge.‍

Lindy AI makes this process a breeze with its workflow-based AI agents. By using Lindy AI, you can integrate your calendar and automatically generate comprehensive meeting prep summaries, ensuring you're always equipped with the necessary information.

In this tutorial, we will guide you through the steps to create a Lindy workflow that auto-generates and emails meeting prep summaries, providing summarized web research on all meeting attendees.

You'll learn how to:

Integrate your calendar with Lindy
Instruct Lindy to do a search using AI before every meeting
Use AI to generate and customize your email summary template
Test and turn on your workflow

By the end of this tutorial, you’ll have a workflow that will automatically email you a brief summary of every meeting 30 minutes before it’s due to start. It’s an efficient system that’ll keep you prepared and organized for all future meetings.

Let’s dive in.

Step 1: Create a Lindy workflow and define the trigger

To get started, go to the Lindy AI website and create an account.

Once you’ve created your account, you’ll land on the Lindy AI dashboard. Click the “+” button below the Lindy Store tab to create your own Lindy.

💡 Tip: You can use community-made templates and ones from the Lindy team via the Lindy Store. Templates are a great way to get started and learn how Lindy AI works. In this tutorial though, we’re going to create one from scratch.

Then, click the Automation option on the resulting pop-up window.

This will take you to the Lindy AI workflow builder. There should already be a trigger and an action added to the workflow builder. Click on the Trigger box and click the “Select trigger” button.

We’re going to be using Google Suite for email and calendar for this tutorial, so for our calendar, we’re going to select Google Calendar.

💡 Tip: Lindy AI integrates with Outlook email and calendar too, so if you use those, feel free to swap those in for this workflow.

After you select the app, you will be prompted to select the trigger. We’re going to select the “On Calendar Event Start” trigger.

💡 Tip: We’ll be creating a meeting time offset in the ensuing steps so that our workflow triggers before the meeting start time.

The event will then be added as the trigger to the workflow. You will need to authenticate your Google account in the right-side window. Once authenticated, you can select one calendar within your Google calendar to track. In addition, we will add a meeting time offset of -30. This means this workflow will trigger 30 minutes before the meeting start time.

💡 Tip: You can optionally add a filter to this step to filter meetings by certain criteria. Otherwise, every meeting in your calendar will enter this workflow. For this tutorial, we will not be filtering events.

Step 2: Add a search web workflow action

Now that our trigger is set, we can add our first action. For this, we are going to add a search web action to browse the web for information about our meeting attendees. To do this, click the Action box and then click the “Select action” button in the right side panel.

Then, select the “Browser” action.

For the event, select the “Search the Internet” option.

This will add this action to our workflow editor. We are going to set the AI model to “Large (GPT4-Turbo).

For the web query, we are going to inject data from our Google Calendar event. To do so, click on the Query prompt text box. All of the data variables from the previous step will appear.

We are going to request AI search the web for all attendees and return a summary. Because our email is in the attendee data set, we’re going to request that it does not search for us.

Sample prompt:

Search the web for: [attendees] and return a summary. Do not search for: [organizer.email]

Step 3: Add an email generation step

Now that our web browsing step is complete, we’re going to add another step to summarize the web search. To do this, click the “+” button under the Browser step and select “Perform an action”.

Search for “ChatGPT” in the action search bar and select the “Ask ChatGPT” event.

Once the action is added, you will need to connect your OpenAI account to Lindy AI. To do this, click the “Connect” button in the right-side panel.

You will be prompted to add your OpenAI API Key and a Base URL. For the Base URL, add this UR: ‘https://api.openai.com/v1’.

💡 Tip: If you don’t know how to get an OpenAI API key, check out this tutorial to see how to do this step.

Once your OpenAI account is connected to the workflow, we can now prompt the AI in this step to summarize the content from the previous step.

Sample prompt:

Summarize the content from the previous step.

💡 Tip: What’s great about Lindy AI, is we don’t always need to explicitly reference variables from past steps. Lindy AI has context on all of the upstream steps, so you can prompt in natural language as we’ve done here, and it will work.

Step 4: Send an email with the meeting prep information

For our last action, we’re going to send an email to ourselves with the meeting prep information. To do this, click the “+” button below the previous ChatGPT step to add another action and select the Gmail action.

Then, select the “Send Email” event.

You will need to authenticate your Gmail account in the right-side panel.

Once your email is authenticated, we’re going to update the “To” field to “Manually Select” and enter our email in the email address box. This will ensure the email is always sent to our email account.

Then, for the Body of the email, we will request Lindy AI insert the summary from the previous step in the body of the email.

Sample prompt:

Insert the summary from the previous step.

Finally, make sure to click the “Apply Changes” button in the top right corner to save all of the updates before testing.

Step 5: Test the workflow

Now we can test our workflow! Go to your Google Calendar and create an event 30 minutes in the future (or however many minutes you set your offset to in the workflow trigger).

Head back over to Lindy and you will see the task running in the Lindy chat interface for your workflow.

You can click on any of the steps of the workflow to see what was generated and processed. For instance, we’ve expanded the “Search the Internet” step to see what data was found.

Finally, head over to your Gmail and check your email.

That's it! You should now receive an email with a summary of the meeting and background on all attendees. This workflow will automatically send the summary 30 minutes before each meeting, keeping you prepared and organized.

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This tutorial was created by Garrett.

Set up a meeting prep assistant

Step 1: Create a Lindy workflow and define the trigger

Step 2: Add a search web workflow action

Step 3: Add an email generation step

Step 4: Send an email with the meeting prep information

Step 5: Test the workflow

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