Meeting Minutes Structurer & Distributor

The problem this kills

Someone scribbles notes during the meeting. Afterward, they spend 30 to 60 minutes turning that mess into readable minutes - figuring out who said yes to what, separating the actual decisions from the back-and-forth, pulling out who owns which action, and then chasing down everyone's email to send it all out. Half the time the minutes go out late, the action items live in a buried email thread, and three weeks later nobody can find what was actually decided.

You do not need a project manager certification or a $40/seat SaaS subscription to fix this. You need a small tool that does the boring structuring for you - and that you control.

What you'll build

A private web app for your team where the whole flow lives in one place:

1. Paste the raw notes from a meeting (typed, dictated, or copy-pasted - however messy).
2. AI structures them into clean minutes: attendees, discussion summary, decisions, action items (with owners and due dates), and next steps. It pulls only from what is actually in your notes - it never invents a decision or an action that was not there.
3. You review and edit. The structured minutes appear in an editable form. You fix names, tighten wording, reassign an action - whatever you need.
4. You approve. Nothing leaves the building until a human signs off.
5. It distributes the approved minutes to the attendee list by email and archives them, with every action item extracted into a tracked list.
6. You export any meeting's actions as a CSV in the exact columns your tracker or PM tool expects.

What's inside the Implementation Plan

This is a step-by-step runbook you paste into Claude Code (a free AI coding tool you run in your terminal). It builds the whole thing with you, one prompt at a time - no prior coding needed.

It starts by interviewing you about your business. Before a single line is written, the plan has the AI ask you how your meetings actually run - what kinds of meetings, how you name people and projects, where action items go today, what your peak volume looks like, and your messiest edge cases (the recurring meeting, the guest who only joined for ten minutes, the decision that got reversed). 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 that fits how your team works - not a generic template.

Inside you'll find: the discovery interview, the full stack setup, an architecture diagram, and the build broken into copy-paste prompts - login, the paste-and-structure screen, the human review-and-approve gate, email distribution via Resend, the archive, and the CSV export. Plus a "No API yet?" path so you can run entirely off a Google Sheet or pasted list today, with no integration work.

The governance it includes (this is the point)

This is not a toy. The plan bakes in the controls that make a tool safe to use on real company information:

• Login so only your team can open it.
• Row-level security so each organization only ever sees its own minutes.
• A full audit trail - who structured, edited, approved, and distributed each set of minutes, and when.
• A hard human-in-the-loop approval gate - the AI only ever drafts; minutes are not distributed or archived as final until a person reviews and approves them.
• Duplicate guards so the same meeting (same title + date) cannot be processed and sent twice.
• No hallucinated decisions - the structuring step is constrained to only use what is in your notes.

Who it's for

Project managers, executive assistants, team leads, scrum masters, and project coordinators - anyone who runs or documents meetings and is tired of the after-meeting cleanup tax. If you can write a clear email, you can build this.

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