Meeting action items
By Toolspoke
Turns finished Fireflies meetings into Asana tasks for the actions people agreed, and posts a short recap of each to Slack.
Needs a Toolspoke account. You choose which project it installs into.
- Fireflies.ai + Asana + Slack
- Required integrations
- Runs on a schedule
- Every 2 hours by default
- Post a recap per meeting
- What its last step does
- Some actions can delete
- 3 of 36 actions in its tools
On this page
The short version
- What it is
- A ready-made Toolspoke agent that turns what a meeting agreed into Asana tasks and a short Slack recap.
- What it reads
- Fireflies meetings that finished since the last run: the summary and the transcript.
- What it writes
- New Asana tasks in the project you choose, each marked as drafted from the meeting.
- Where it posts
- One Slack channel, one recap per meeting.
- How often
- Every two hours once you switch it on. With no finished meetings it posts nothing.
- What it never does
- Edit or complete existing tasks, assign someone not named, or share, rename or delete a meeting.
- What you need
- A Toolspoke account, a Fireflies API key, an Asana workspace and a Slack workspace.
What Meeting action items does
Meeting action items is an AI agent that reads your finished Fireflies meetings every two hours, files what people agreed to do as Asana tasks and posts a short recap to Slack.
Most meetings end with a few promises: send the deck, check the numbers, decide by Friday. Fireflies records them faithfully, and then they sit in a transcript nobody reads again.
Fireflies' own summary lists action items, but it guesses at owners and does not put anything where the work is tracked. Someone has to copy it into Asana, and after the third meeting of the day, nobody does.
Meeting action items checks each summary against the transcript, keeps only what someone agreed to do, and files it in the Asana project you choose. It sets an owner only when a person is named or volunteers, and a due date only when one was said.
In practice, after each meeting you get:
- Asana tasks for the actions people agreed, marked as drafted from the meeting
- An owner only when someone was named, and a date only when one was said
- A short Slack recap with the decisions and links to each task
- Nothing changed on tasks that already exist
How it works
Meeting action items works in four steps every two hours: it finds meetings that finished, reads each one, files the actions in Asana and posts a recap. All of it comes from the agent's written instructions, which you can read and edit after you install it.
- F
Step 1: Find finished meetings
It lists meetings that ended since the last run, leaving out any you excluded.
- F
Step 2: Read each one
It reads the summary, then checks each action against the transcript.
Step 3: Create the tasks
It files each action in your chosen project, marked as drafted from the meeting.
Step 4: Post a recap
It posts the decisions and the tasks it created, one message per meeting.
It writes only what was said
An action item is something a person agreed to do in the meeting. Ideas, maybes and things for someone outside the room are left out. Each task quotes the one sentence it came from, so anyone can check it.
It does not guess owners or dates
It assigns a task only when a person was named or volunteered and their name matches exactly one Asana user who was on the meeting. A due date is set only when one was said. Otherwise the task says "owner not stated" or "no date stated".
It does not file a meeting twice
Before creating tasks it searches the project for the meeting's title with search_tasks, so a meeting it has already processed is skipped.
It leaves your existing work alone
It creates new tasks and touches nothing else, not even the tasks it created on an earlier run. The limits are under what it will never do.
What a meeting recap looks like
A recap from Meeting action items is one Slack post per meeting: what was decided, then the tasks it created with owner and date, then anything it could not assign.
Brightway
Channels
- # team-updates
- # launch
- # product
- # general
# team-updates
Q4 launch sync, today 2:30 PM, 45 minutes, 6 people.
Decisions (2)
- Launch moves to 12 November so support can be trained first.
- The free tier keeps three projects, not five.
Tasks created in Asana (3)
- Send the revised launch plan to sales, Ana Lopes, due Friday.
- Book two support training sessions, Kofi Mensah, no date stated.
- Update the pricing page copy for the free tier, Ana Lopes, due 5 November.
Not assigned (1)
Check whether the Spanish docs can ship on day one. Owner not stated, filed unassigned.
- Decisions
What the meeting settled, one sentence each, so people who were not there know where things stand.
- Tasks created
The actions people agreed, each now an Asana task with the owner and date only if they were said, and a link to the meeting.
- Not assigned
Actions where nobody was named. They are filed without an owner, so someone can pick them up.
Why it sometimes says nothing
If no meeting finished in the last two hours, Meeting action items posts nothing. A meeting with no actions still gets a recap of its decisions.
A failed run is different. If Fireflies cannot be read, it posts that once. If Asana cannot be written, it posts the actions as text and says no tasks were created.
Who uses Meeting action items
Meeting action items suits teams that record meetings with Fireflies and track work in Asana. The examples use made-up names.
A project lead running many syncs
Ana Lopes runs five syncs a week. She used to spend Friday copying promises into Asana. Now the tasks are there within two hours of each meeting.
A manager who missed the meeting
Kofi Mensah could not join the launch sync. The recap tells him what was decided without opening the recording.
A team wary of auto-assigned work
Sara Lind's team disliked tools that guessed owners. This one leaves a task unassigned unless someone was named.
An agency with client calls
Ruth Adler runs client calls all day. Each call's promises land in the client's Asana project, marked as drafted from the meeting.
What Meeting action items connects to
Meeting action items connects to three tools: it reads Fireflies, creates tasks in Asana and posts to Slack. You connect each one yourself, and Toolspoke stores the connection encrypted, so the agent never sees the credential.
- F
Fireflies.ai
RequiredSearch meeting transcripts and summaries, share recordings, and send the notetaker to a live call.
Authentication: API key
Asana
RequiredSearch, file and update Asana tasks, and read the projects, sections and people around them.
Authentication: Personal access token
Slack
RequiredSearch conversations and send messages to your workspace.
Authentication: Bot token
| Tool | What Meeting action items does | What it cannot do |
|---|---|---|
| Fireflies | Lists meetings and reads transcripts and summaries (list_transcripts, get_transcript, get_transcript_summary). | Nothing is locked by the connector here: it can share, rename and delete meetings. This agent's instructions forbid all three. |
| Asana | Finds users and existing tasks (list_users, search_tasks) and creates tasks with create_task. | Delete a task: the connector has no delete action. It can update, complete and comment on tasks, which this agent is told not to do. |
| Slack | Posts one recap per meeting with send_message, to a channel. | Delete messages: the connector has no delete action. |
The Fireflies connection can share a meeting outside your workspace and delete a transcript. Meeting action items is told never to. That is an instruction, not a lock. To enforce it, switch share_meeting, delete_transcript, update_meeting_title, upload_audio and add_to_live_meeting off in your project. The access control guide explains how.
In Asana the agent needs create_task. If you want only that, switch off update_task, complete_task and add_comment for this agent.
What Meeting action items will never do
Meeting action items is told never to edit, complete or reassign an existing task, never to assign work to someone who was not named, and never to share, rename or delete a meeting.
- Complete, edit, reassign or comment on an existing Asana task, including ones you created on an earlier run.
- Assign a task to someone who was not named in the meeting, or invent a due date.
- Share a meeting, rename it, or delete a transcript.
- Quote more than one sentence of the transcript per task, or post the transcript to Slack.
Why it only adds
A task someone is working on belongs to them. Changing it from a meeting summary would overwrite their own judgement. The agent creates new tasks and leaves every existing one alone, including ones it made earlier.
Why it does not guess
A task assigned to the wrong person is worse than an unassigned one: it looks handled. The agent assigns only when a person was named and dates only when a date was said.
What it keeps out of Slack
A transcript can hold things said in confidence. The recap lists decisions and tasks, and each task quotes at most one sentence. The transcript is never posted.
If something goes wrong
If Fireflies cannot be read, post that once and stop. If Asana cannot be written, post the recap with the actions listed as text and say no tasks were created. If a meeting has no transcript yet, leave it for the next run.
These are written into Meeting action items's instructions. They guide the agent, but they are not a permission. What it is allowed to touch is set by the access you grant.
Meeting action items writes down what a meeting agreed. Who owns the work, and when it is done, stays with people.
When Meeting action items runs
Meeting action items runs every two hours, but only after you switch its schedule on. It arrives switched off, so nothing runs and nothing is charged until you decide.
- Each run reads meetings that finished since the last run.
- A meeting with no transcript yet waits for the next run.
- When no meeting finished, it posts nothing.
- If Fireflies cannot be read, it posts that once.
Each run uses model credit from your workspace balance, even when no meeting finished, so twelve runs a day add up. If your meetings fall in office hours, ask the builder to run only on weekdays between 9am and 7pm. The Fireflies, Asana and Slack calls themselves are free.
Your copy is an ordinary agent in your project. You can pause its schedule there, run it once on demand, change how often it runs and edit its instructions. The agent's page lists recent runs and their cost.
How to set up Meeting action items
To turn meetings into tasks, add Meeting action items to a Toolspoke project, connect Fireflies, Asana and Slack, choose the project and channel, and switch on the schedule. Nothing runs until the last step.
Step 1: Create a Toolspoke account or sign in
Choose Use this agent. If you are new, you will be asked to sign up first, and you come straight back to this agent afterwards.
Step 2: Add it to a project
Pick the project it should live in. You get your own editable copy, and you can see the three tools it brings before anything connects.
Step 3: Connect Fireflies
Copy your API key from Fireflies' integrations settings and paste it. It is stored encrypted and the agent never sees it.
Step 4: Connect Asana
Connect the Asana workspace that holds the project. The agent needs to create tasks, so the connection allows writes.
Step 5: Connect Slack
Choose Sign in with Slack and approve the Toolspoke app. For a private channel, add the Toolspoke bot to it first.
Step 6: Choose the project and channel
Name the Asana project, the Slack channel and any meetings to leave out, such as 1:1s or interviews.
Step 7: Switch on the schedule
The schedule arrives switched off. Run it once after a meeting to see a recap, then switch it on.
Make Meeting action items fit your team
Meeting action items' instructions are plain English and you can edit them after you install it. Installing copies the agent, so your edits stay with your copy. Open the agent in Toolspoke and tell the builder what to change, and it rewrites the instructions.
Paste any sentence below into the builder chat, or say the same thing in your own words.
Leave out any meeting whose title contains 1:1, interview or offsite.
Put new tasks in the Inbox section of the project.
Post the recap but do not create tasks for meetings with fewer than three people.
Mention each task owner in the recap by their Slack name.
Run every two hours on weekdays between 9am and 7pm.
This changes when the agent wakes up, so the builder edits its schedule, not the instructions.
None of these edits needs more access or touches the Never rules. They change what Meeting action items is told, not what the connections allow.
How it compares to other options
Meeting action items beats the alternatives when you want agreed actions filed in Asana without guessed owners, and loses to them when you want every summary item copied as it is.
| Compared on | Meeting action items | Fireflies' own summary | Fireflies' Asana integration | Copying by hand |
|---|---|---|---|---|
| Checks actions against the transcript | Yes | No | No | If you rewatch |
| Owner only when named | Yes | Guesses | Guesses | Yes |
| Tasks land in your project | Yes | No | Yes | Yes |
| Slack recap with decisions | Yes | By email | No | If you write one |
| Changes existing tasks | Told not to | No | No | Up to you |
| Arrives straight after the meeting | Within two hours | Yes | Yes | When you get to it |
| Setup effort | Connect three accounts | None | Install and map fields | Every meeting |
Fireflies' own summary is the better choice when you only want a record of the meeting. It arrives straight away and needs nothing set up.
Fireflies' Asana integration is better when you want every listed action pushed as soon as the meeting ends and you are happy to fix owners afterwards.
Frequently asked questions
Can Meeting action items change or complete my existing tasks?
The Asana connection can, and the agent is told never to. To enforce it, switch update_task, complete_task and add_comment off in your project (how access works).
Who does it assign tasks to?
Only a person named in the meeting, or who volunteered, whose name matches exactly one Asana user on the call. Otherwise the task is filed unassigned with the name in the description.
Can it share or delete my recordings?
The Fireflies connection can share and delete meetings, and the agent is told never to. Switch share_meeting and delete_transcript off in your project to make that a lock.
How do I know a task came from a meeting?
Each task's notes say it was drafted from the meeting, with the title, date, the sentence it came from and a link to the recording.
What about private meetings?
Name the meetings to leave out at install, by words in their title, such as 1:1 or interview.
Does it post the transcript to Slack?
No. The recap has decisions and tasks only, and each task quotes at most one sentence.
Is Meeting action items free?
It has no price of its own, and every Toolspoke plan includes agents. Tool calls cost nothing, but each run draws on your usage balance. Pricing has the details.
Stop losing what meetings agreed
Connect Fireflies, Asana and Slack, choose the project and switch on the schedule. The next meeting's actions land in Asana within two hours.