Schedule

Meeting Assistant works in two modes: it watches your calendar on its own, and it responds when you ask.

Automatic Pre-Meeting Briefings

The agent watches your calendar continuously and produces a brief ahead of each event at configured lead times. The typical pattern is one brief the evening before for the next day's meetings, and a second brief about two hours before the meeting starts. You do not have to ask.

The brief posts to your channel as soon as it is ready. If a meeting is added to your calendar after the first lead time has passed, the agent still generates one at the two-hour mark.

Automatic Post-Meeting Reports

After a meeting ends, the agent waits for Fireflies to deliver a transcript. When the transcript is ready, the agent processes it and posts the report automatically. You do not have to ask.

If no transcript arrives within four hours of the meeting's end, the agent posts a short notice in the appropriate channel instead of waiting indefinitely.

On-Request Any Time

You can ask for a brief or a report at any time, regardless of the automatic schedule. Asking for a brief on a meeting you already received one for produces a fresh version with any HubSpot updates since the last one. Asking for a report retrieves and reprocesses the latest available transcript.

Follow-up email drafts are always on-request. Once a report is posted, ask the agent to draft the follow-ups and it does so immediately.

Task Creation

Task creation is never automatic. Action items appear as checkboxes on the report card. The agent proposes; you decide. The task is created in your project tool only when you tick a box, and is removed only when you untick it.