1:1 Meeting Notes & Follow-up Tracker

The problem this kills

Recurring 1:1s are where coaching, alignment, and trust actually happen - and they're also where good intentions go to die. You agree on something in this week's meeting, and by next week nobody remembers who owned it. The agenda lives in someone's head (or three different Slack threads). The report wanted to raise a topic but forgot. The manager scribbled notes in a doc that's already lost. Long-standing commitments quietly rot because no one is tracking them.

You don't need a coaching platform or a project tool bent into a shape it wasn't built for. You need a small, private tool where each 1:1 relationship has one shared agenda, every meeting leaves a clear record, action items have real owners, and open items follow you into the next conversation until they're actually done.

What you'll build

A private, login-only web app for your team that:

• Gives each manager-report pair a single shared agenda both people can add topics to before the meeting.
• Captures notes per meeting and turns discussion into action items with an owner and a due date.
• Requires both parties to confirm an action item before it's tracked as a real commitment - no unilateral to-dos.
• Automatically carries open action items forward to the next scheduled 1:1, so nothing falls off the list.
• Surfaces long-open actions that have been sitting unfinished, so they get attention instead of being forgotten.
• Keeps strict privacy between different 1:1 relationships - your conversations are yours.
• Exports notes and action items to CSV in clean columns for your records or performance reviews.

What's inside the Implementation Plan

• A copy-paste runbook you hand to an AI coding agent (Claude Code) - you don't write the code, you direct it.
• It opens by interviewing you about your business - who runs 1:1s, how often they meet, how you talk about actions and owners, your privacy expectations, and your edge cases - so the tool fits how you actually work, not a generic template. The agent reads a short spec back to you and waits for your thumbs-up before building anything.
• Step-by-step build instructions, each ending in a ready-to-paste prompt.
• Built-in governance (see below).
• A "No API yet?" fallback: import past agendas, notes, and actions from a Google Sheet or CSV, and export your 1:1 history as a CSV in the exact columns you want - so it's fully usable today, with zero integrations.
• Smart touches baked in: open items carry forward automatically, and the tool flags actions that have been open too long so they don't quietly disappear.

The governance it includes (this is the point)

This isn't a shared doc that anyone can overwrite. The plan builds in:

• Login so only your team can use it.
• Row-level security so each person only sees the 1:1 relationships they're part of - strict privacy between different pairings.
• A complete audit trail - who added each topic, captured each note, created and closed each action, and when.
• A hard human-in-the-loop confirmation gate - an action item only becomes a tracked commitment after both parties confirm it, and closing an action requires the owner to mark it done.
• Duplicate guards so the same meeting (pairing + meeting date) and the same action can't be created twice.

Who it's for

Managers and their reports who run recurring 1:1s with no structure and keep losing track of what was agreed - and anyone who coaches or mentors regularly and wants a private, reliable record of every conversation and commitment without buying another platform.

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