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Automated Meeting Prep ​

Walk into every meeting prepared — with context on attendees, agenda summaries, and talking points. HiveMind OS scans your calendar and email each morning, then compiles a brief for every meeting on your schedule.

TIP

New to HiveMind OS? Check the Glossary for quick definitions of terms like persona, connector, workflow, and trigger.

What You'll Need ​

ItemDetails
Calendar connectorMicrosoft 365 or Gmail
Email connectorGmail, Microsoft 365, or IMAP (optional but recommended)
TimeAbout 10 minutes

Step 1: Connect Your Calendar ​

A connector links HiveMind OS to an external service — here, your calendar and optionally your email.

  1. Click Settings in the sidebar, then click Connectors.
  2. Click Add Connector.
  3. Choose your calendar provider — Microsoft 365 or Gmail.
  4. Follow the on-screen prompts to sign in and authorize access.
  5. You'll see a green checkmark when your calendar is connected.

The Connectors settings page

TIP

If you've already connected a Microsoft 365 or Gmail account for email, your calendar may already be available — check the connector details to confirm.

Step 2: Connect Your Email (Optional) ​

For the best meeting briefs, connect your email too. This lets HiveMind OS search for recent conversations with each meeting's attendees.

If you haven't connected email yet, click Settings in the sidebar, then click Connectors. Click Add Connector and choose your email provider. See the Customer Support guide for detailed steps.

Step 3: Create the Workflow ​

A workflow chains AI tasks into a repeatable automation. Here you'll create one that prepares meeting briefs every morning.

  1. Click the ⚙ gear icon next to Workflows in the sidebar to open the workflow definitions view, then click New Workflow.
  2. Name it Meeting Prep.
  3. Set the mode to Background.

Add a Schedule Trigger ​

  1. Click Add Trigger and select Schedule.
  2. Set it to run weekday mornings — early enough to give you time to read the briefs before your first meeting. A good default is 7:30 AM on weekdays. Enter the cron expression: 30 7 * * 1-5 (weekdays at 7:30 AM). The app shows a plain-English preview so you can confirm it's right.

Add the Step ​

  1. Click Add Step and choose Invoke Agent.
  2. You can use the default persona or create a dedicated "Meeting Prep" persona. Make sure your calendar and email connectors allow this persona — click Settings in the sidebar, then click Connectors, edit each connector, and add the persona to its Allowed Personas list.
  3. In the instructions, type:

Check my calendar for today's meetings. For each meeting, search my recent emails involving the attendees for relevant context — ongoing projects, open questions, recent decisions. Then compile a preparation brief for each meeting that includes: meeting name and time, attendee list, summary of relevant email context, and 3–5 suggested talking points. Send the compiled briefs to me via email.

  1. Click Save.

Step 4: Test Before Going Live ​

Before enabling the daily schedule, verify the workflow produces useful briefs.

  1. Leave the trigger disabled after saving.
  2. In the workflow definitions view (click the ⚙ gear icon next to Workflows in the sidebar), find your Meeting Prep workflow and click the Launch button.
  3. Follow the launch wizard: select the trigger, review, and click Launch.
  4. Click Workflows in the sidebar (not the gear icon) to see running and completed instances. Review the meeting briefs.
  5. If the output looks good, go back to the workflow definition and toggle the trigger to Enabled for automatic daily runs.

What You'll See ​

Each morning, you'll get a notification with a brief for every meeting on your calendar:

📋 Meeting Brief — Client Call with Acme Corp

🕐 Time: 1:00 PM – 1:45 PM (Zoom)

👥 Attendees:

  • Sarah Chen (VP Sales, Acme Corp)
  • Marcus Johnson (Account Manager, your team)

📨 Recent Context:

  • Sarah emailed yesterday about concerns with the Q2 delivery timeline
  • Marcus shared an updated project plan on Monday
  • Open question: Acme is evaluating whether to expand the contract to include Phase 3

💬 Suggested Talking Points:

  1. Address Sarah's delivery timeline concerns — reference the updated plan Marcus sent
  2. Ask about Phase 3 requirements and timeline expectations
  3. Confirm the next milestone delivery date (currently set for April 10)
  4. Offer to schedule a technical deep-dive with the engineering team

📋 Meeting Brief — Marketing Review

🕐 Time: 3:30 PM – 4:30 PM (Conference Room B)

👥 Attendees:

  • Priya Patel, Jordan Lee, Alex Rivera (Marketing team)

📨 Recent Context:

  • Last week's campaign report showed a 15% increase in email open rates
  • Jordan flagged that the social media scheduler needs an update
  • New blog post about customer success stories is in draft

💬 Suggested Talking Points:

  1. Celebrate the email open rate improvement — what's driving it?
  2. Discuss the social media scheduler update — timeline and alternatives
  3. Review the customer success blog draft — any final edits before publishing?

Make It Yours ​

Adjust the Timing ​

Edit the schedule trigger to match your routine. If your first meeting is always at 10 AM, change the cron to 0 9 * * 1-5 (weekdays at 9:00 AM) — the app preview will update so you can confirm.

Focus on External Meetings Only ​

Refine the instructions to skip internal standups and recurring team syncs — focus prep briefs on client calls and important external meetings where context matters most.

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