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Use OpenClaw’s current Automations interface for scheduled or webhook-driven work, secure inbound hooks with a dedicated token, and treat timing or time-saved figures from vendor tutorials as targets or illustrations rather than measured results.
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The meeting follow-up pipeline
A follow-up automation is easiest to maintain when each responsibility is explicit. The trigger only announces that a transcript is ready; the agent interprets the content; integrations create work; and a person approves the outward-facing communication.
| Stage | Output |
|---|---|
| Trigger and intake | A transcript, audio file, or transcript-search result is handed to the OpenClaw agent. |
| Extraction | Summary, decisions, open questions, action items, owners, suggested deadlines, and priorities. |
| Planning actions | Calendar events or task records corresponding to approved action items. |
| Drafting | A follow-up message tailored to the attendees and meeting decisions. |
| Approval and delivery | A reviewer approves, edits, or rejects drafts before external delivery. |
Keeping these stages separate makes failures diagnosable. If no transcript arrives, inspect the trigger. If the transcript arrives but owners are wrong, inspect extraction. If the draft is correct but no event appears, inspect the calendar or task action rather than changing the prompt.
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Choose how OpenClaw receives the transcript
Inbound webhook
A meeting or transcription service can call an OpenClaw hook when processing completes. Webhooks are close to real time and avoid repeatedly checking for new files, but the sender must be able to authenticate and reach the OpenClaw endpoint. Use a dedicated hook token, not the Gateway authentication token.
Polling with an Automation
If the transcription service has no outbound webhook, schedule an Automation to check for new transcripts. The job can run at an interval or with a cron expression, record the last processed transcript identifier, and hand only new material to the agent. Persistent state is important: without it, a poller may create duplicate events and duplicate emails.
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Uploaded audio or a watched folder
For a manual workflow, dropping an audio file into a designated folder can be the trigger. A folder watcher or scheduled job can pass the file to a transcription step, then invoke the same extraction and approval path used for webhook intake. Keep the original file identifier in the job state so a retry does not process it twice.
Transcript search
Some meeting-note services expose a search or retrieval operation. An Automation can look for completed transcripts after a meeting window, retrieve the matching record, and submit it to the agent. Add a deterministic meeting ID or timestamp to the state used for deduplication.
Configure current OpenClaw Automations and hooks
OpenClaw’s scheduler is now presented as Automations. The openclaw automations command manages scheduled work; openclaw cron remains an alias. Automations support one-shot reminders, recurring intervals, cron expressions, and inbound webhook triggers. Their delivery modes are announce, webhook, and none.
For an interactive first-time setup, run:
openclaw onboardAfter changing configuration, validate it, restart the service, and inspect logs:
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Secure an inbound hook
Inbound hooks are enabled in a hooks configuration block. The block needs an enabled setting, a hook-specific token, and a path; the documentation examples use /hooks. Restrict the hook to the agent that should process meeting transcripts with allowedAgentIds.
{
"hooks": {
"enabled": true,
"token": "REPLACE_WITH_A_DEDICATED_HOOK_TOKEN",
"path": "/hooks",
"allowedAgentIds": ["meeting-followup"]
}
}The example shows the shape of the settings, not a universal deployment file. Confirm the field names and nesting against the OpenClaw version you run before applying it. Store the token in your secret-management system or protected environment configuration, and rotate it if it is exposed.
Use the correct Automation syntax
Older third-party tutorials may show commands such as openclaw cron add or a JSON cron array containing session and message fields. Those examples may not match current releases. Check the current command help and configuration reference before copying a legacy snippet:
openclaw automations --help
openclaw cron --helpDo not infer that a configuration is valid merely because an older guide uses it; run openclaw config validate after adapting any example.
Define an extraction skill that produces usable data
OpenClaw skills are repeatable procedures the agent loads when needed. A meeting-follow-up skill should require a predictable structure rather than asking for an unformatted paragraph. That structure lets later calendar and messaging actions consume fields reliably.
At minimum, require these fields:
- An executive summary that a non-attendee can understand.
- Decisions, with the decision-maker or supporting context when the transcript makes it clear.
- Open questions that still need an answer.
- Action items with a precise description, one owner matched to a participant name, a suggested deadline, and a priority.
- Attendees parsed from the transcript metadata or the meeting record.
- Evidence or a short transcript excerpt for uncertain assignments.
A practical output contract can be represented as JSON:
{
"summary": "...",
"decisions": ["..."],
"open_questions": ["..."],
"action_items": [
{
"description": "...",
"owner": "Participant name",
"suggested_deadline": "YYYY-MM-DD or null",
"priority": "high | medium | low",
"confidence": "high | medium | low"
}
],
"attendees": ["Name <email>"],
"uncertainties": ["..."]
}Tell the agent not to invent an owner, date, commitment, or email address. When the transcript is ambiguous, it should place the item in uncertainties and leave the disputed field for the reviewer. Matching owners to participant names is safer than guessing from a company directory.
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Handle relative dates deliberately
Words such as “next Friday” depend on the meeting date and time zone. Pass the meeting’s start time zone to the skill and require an ISO date in the result. If no date was agreed, return a null suggestion rather than silently assigning one.
Prevent duplicate processing
Include a source transcript ID, meeting ID, or immutable file hash in the extracted result. Before creating an event or task, check whether that identifier has already been completed. Retries should be safe and idempotent.
Create calendar events and tasks from approved action items
One vendor tutorial describes an action-item extraction skill paired with a calendar-booking skill that creates one Google Calendar event per action item. The agent holds the proposed events for user confirmation instead of publishing them immediately. This model is useful when an action requires a scheduled block of time, but a task list is better for work that does not need a meeting slot.
Use an event for scheduled work
Create an event only when the action needs protected time, a defined start or due date, or specific participants. Carry over the action description, owner, suggested deadline, and source meeting link where available. If the transcript supplies only a due date and not a duration, ask the reviewer for a duration before booking time.
Use a task for asynchronous work
A task should retain the source meeting, owner, priority, and due date. Do not convert every bullet into a calendar appointment: that can fill calendars with administrative work and hide genuinely time-sensitive commitments.
Keep confirmation before creation
Present a compact review showing the action, owner, date, destination calendar or task list, and any uncertainty. The reviewer can approve all, approve selected items, edit fields, or discard an item. Record the decision so a later retry does not recreate rejected work.
Draft a follow-up message for each attendee
A separate drafting skill can use parsed attendees, decisions, and action items to prepare an individual message for each recipient. Personalization should come from the meeting record: mention the decision relevant to that person, list their assigned work, and identify dependencies without adding commitments that were not discussed.
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Require the draft to include:
- A subject that identifies the meeting and its purpose.
- A short summary of decisions.
- Action items grouped by owner, with dates qualified as agreed or suggested.
- Open questions and the person expected to answer them, when known.
- A clear request for corrections before the stated deadline.
Keep the transcript and internal confidence notes out of the external message unless the reviewer deliberately adds them. When an attendee’s address is missing or uncertain, produce a draft with a visible missing-recipient warning instead of selecting a guessed address.
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Put approval and delivery in front of external sending
Several implementation guides route drafts to Slack or WhatsApp for one-click approval before sending. That is the safer default for external follow-ups: an automated extraction can misunderstand a speaker, merge two people with similar names, or turn a tentative idea into a commitment.
- Send the reviewer a summary of proposed events or tasks and the message drafts.
- Show uncertainty flags, missing addresses, suggested dates, and any low-confidence owner matches.
- Allow approve, edit, reject, and approve-selected actions rather than only an all-or-nothing button.
- After approval, send the exact approved content and record the approver, timestamp, and source transcript ID.
- Keep rejected or edited drafts from being automatically reintroduced by a retry.
The announce delivery mode is suitable for notifying a channel or operator, webhook can hand a result to another service, and none is appropriate when the Automation should perform internal work without delivering a notification. Choose the mode based on the stage: a review request needs a visible announcement, while a background deduplication check may need none.
Build the workflow step by step
- Choose a source of truth. Decide whether the trigger is a transcription webhook, a polling job, an uploaded file, a watched folder, or transcript search. Define the transcript ID and the time zone that will travel with the job.
- Set up OpenClaw. Run
openclaw onboard, configure the intended agent, and validate withopenclaw config validate. Restart the service and confirm healthy logs. - Enable a protected hook when needed. Turn on the
hooksblock, set a dedicated token and path, and restrictallowedAgentIdsto the meeting-follow-up agent. Test with a harmless sample transcript. - Create the intake Automation. Use
openclaw automationsfor current scheduling commands. For polling, store the last processed ID; for a webhook, reject requests without the hook token. - Load the extraction skill. Require summary, decisions, open questions, attendees, action items, owner, suggested deadline, priority, confidence, and uncertainty fields. Instruct the agent not to invent missing facts.
- Validate the result. Check that every action has one owner or an explicit uncertainty, that dates include a time zone or are marked as suggestions, and that attendee addresses are present before drafting.
- Prepare calendar and task proposals. Choose events for work needing scheduled time and tasks for asynchronous work. Attach the source meeting ID and avoid creating duplicates.
- Generate attendee-specific drafts. Use decisions and assigned items relevant to each person. Flag missing or uncertain recipients.
- Request human approval. Deliver the review to the chosen operator channel, such as Slack or WhatsApp, and wait for an explicit approval or edit.
- Send and record. Dispatch only approved messages, create only approved events or tasks, and store the final status against the transcript ID.
Timing: targets, not guarantees
One vendor guide describes a target cadence of summaries within five minutes, tasks within two minutes, and follow-up emails within ten minutes of meeting end. These are workflow targets, not independently measured OpenClaw results. Actual latency depends on transcription completion, webhook delivery, model processing, integration response time, and the reviewer’s response.
Another vendor example describes reducing three hours of weekly follow-up work to thirty seconds per meeting. Treat that as an illustrative scenario, not a benchmark or a promise. Measure your own median time from transcript-ready to approved send, error rate, duplicate rate, and percentage of drafts requiring edits.
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Recording and transcribing meetings can require participant notice or consent. Tell participants that capture and automated processing are taking place, and follow your company’s policy and the rules that apply to the participants’ locations. A technically successful workflow is not compliant by default.
- Limit transcript and attendee data to the OpenClaw agent and integrations that need it.
- Use a hook-specific token and do not expose the Gateway token in a webhook sender.
- Restrict
allowedAgentIdsso an inbound request cannot invoke an unrelated agent. - Protect logs because they may contain transcript excerpts, addresses, and draft messages.
- Set retention and deletion rules for raw audio, transcripts, extracted JSON, and approval records.
- Keep external sending behind approval until accuracy and governance are established.
Troubleshoot common failures
The transcript never reaches OpenClaw
Check that the source service marks the transcript complete, the hook path matches the configured path, and the sender uses the dedicated hook token. Inspect OpenClaw logs and verify that the Automation is enabled. For polling, confirm the stored last-seen ID has not advanced past the missing transcript.
The hook is rejected
Validate the configuration, restart the service after edits, and compare the request’s path and token with the hook block. A Gateway authentication token will not substitute for the hook-specific token.
Events or tasks are duplicated
Look for retries without idempotency. Persist the source transcript or action-item identifier before creating an external record, then check that identifier on every retry.
Owners or dates are wrong
Require participant-name matching, confidence fields, and uncertainty output. Do not let the calendar action run until a reviewer corrects ambiguous names or relative dates.
The Automation works in a tutorial but not in your installation
Check the installed OpenClaw version and current command help. Legacy examples may use openclaw cron add or obsolete JSON fields. Adapt the workflow to the current Automations syntax and run openclaw config validate before restarting.
What a reliable rollout looks like
Start with a dry-run agent that extracts and drafts but does not send messages or create calendar records. Review a representative set of meetings, including ones with interruptions, multiple owners, confidential topics, and no explicit deadlines. Tune the extraction skill until reviewers can quickly identify uncertainty.
Next, enable proposed tasks and events while retaining confirmation. Only after duplicate handling, access controls, consent language, and audit records are working should you permit approved messages to be sent automatically after the reviewer’s explicit action. Keep a rollback path: disable the Automation, revoke the hook token, and preserve the source transcript ID so queued work can be reconciled safely.
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Frequently Asked Questions
Can OpenClaw send meeting follow-up emails without a reviewer?
It can be wired to send after drafting, but a human approval gate is the safer operating mode for external recipients because transcript ownership, dates, and commitments can be misinterpreted.
Which OpenClaw command should I use for scheduled follow-ups?
Use the current openclaw automations interface. openclaw cron is an alias, while older tutorials may show syntax that no longer matches the installed release.
Why use a separate hook token?
Inbound hooks should authenticate with a token dedicated to that hook. Keeping it separate from Gateway authentication limits the impact if a webhook credential is exposed.
How should an automation handle an action item with no clear owner?
Return it as uncertain, leave the owner unassigned, and send it to the reviewer for resolution instead of guessing from attendee names or a directory.
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