Recurring Meeting Agenda & Prep Builder

The problem this kills

Every recurring meeting has the same Sunday-night tax: someone reopens last cycle's notes, hunts for which actions slipped, copies the open decisions, chases people for status, eyeballs the topic requests sitting in their inbox, and rebuilds the agenda from a blank page. It takes an hour, it's error-prone, and the action that quietly went overdue three weeks ago never makes it back onto the list.

The work is almost entirely assembly, not thinking. The inputs already exist - they're just scattered across a tracker, an email thread, and someone's head. This tool does the assembly for you and hands the chair a ready draft to review instead of a blank document to fill.

What you'll build

A small private web app where:

• You import your prior actions, decisions, and status (from a sheet or CSV) and a topic-submission list for the upcoming meeting.
• The tool assembles a draft agenda: carry-over actions still open, decisions still awaiting a call, the current RAG/status snapshot, and the topics people submitted - each item timeboxed, with anything due since the last meeting flagged.
• The chair reviews and approves the assembled agenda before a single attendee sees it - the human gate.
• On approval, the tool circulates the agenda and a pre-read pack to attendees by email and gives you a clean CSV export.

What's inside the Implementation Plan

• A discovery interview as the very first step. Before it builds anything, the plan has the AI agent interview you about your specific meeting - the series, who chairs it, where your actions and decisions live today, how you name and rate status (RAG? red/amber/green? a 1-5 scale?), your cadence and attendee list, and your messy exceptions. It reflects a short tailored spec back to you for a thumbs-up, then shapes the data model and every later step around your answers. You get a tool fitted to your meeting, not a generic template.
• Step-by-step build instructions, each ending in a ready-to-paste prompt for your AI coding agent.
• The data model for action items, decisions, status, and submitted topics - tuned to your real field names.
• The agenda-assembly logic: pull carry-overs and open items, merge in submitted topics, timebox each, flag overdue-since-last-meeting items, and dedupe on (meeting series + occurrence date) so one cycle can't be built twice.
• The chair approval screen and the circulate-by-email step.
• A "No API yet?" fallback so you can ship today using spreadsheets in and CSV out, even with zero integration to your existing tools.

The governance it includes (this is the point)

• Login so only your team can open the tool.
• Row-level security so each organization only ever sees its own meetings and data.
• A complete audit trail - who assembled, edited, approved, and circulated each agenda, and when.
• A hard human-in-the-loop approval gate: the AI drafts the agenda, the chair reviews and approves, and only then is anything circulated.
• Duplicate guards so the same meeting occurrence can't be assembled or sent twice.

Who it's for

Project managers, team leads, executive assistants, and anyone who chairs a recurring governance, steering, or status meeting and is tired of rebuilding the agenda from scratch every time. If you can describe how your meeting runs, you can build this - no coding background needed.

You've got this - paste the first prompt and let the agent interview you.