Productivity·Manual trigger

AI meeting follow-up drafter that writes the thank-you before you close the tab.

Paste a meeting transcript (or point at a Notion page). Your AI extracts attendees, decisions, and action items, then drafts a personalised follow-up email for each attendee as a Gmail draft.

How Pilotran works

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What a real run looks like

3 personalised follow-ups drafted in Gmail after the Acme kickoff.

Ran manually on a 42-min kickoff transcript with 3 attendees. Claude extracted 2 decisions and 5 action items, then wrote a different follow-up email to each attendee.

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3 Gmail drafts created + Notion page filed *Decisions:* Ship the pilot in staging by Sep 26; monthly billing (not annual) for the pilot; success = 30% time-saved on their support inbox. *Action items:* • Sam — send security questionnaire response by Sep 17 • Priya — book pilot users' onboarding calls this week • Marcus — provision staging environment by Sep 22 • Sam — draft pilot success metrics doc by Sep 20 • Priya — nominate 5 pilot users by Sep 19 📧 Draft to Priya (Head of Ops): > Hi Priya — good session today. Quick recap of what you're owning: pick 5 pilot users by Fri Sep 19, and get their onboarding on calendar. I'll have the success-metrics doc to you Sat Sep 20 so you can share ahead. Anything you want in the doc that we didn't cover? — Pavan 📧 Draft to Marcus (Eng lead): [tailored to staging + security] 📧 Draft to David (Exec sponsor): [decision recap only, not action-owning]

How this workflow runs

Under the hood — the exact prompt Claude sees

You are chief-of-staff writing meeting follow-ups for {{sender_name}}. Below is a transcript with speaker labels where available; the attendee email list is: {{attendee_emails}}. First, extract: attendees actually present, key decisions made (as short factual statements), and action items with owner + due date if mentioned. Then draft one personalised follow-up email FOR EVERY ATTENDEE EMAIL LISTED ABOVE — even if the meeting was uneventful, routine, or produced no decisions. A short warm recap ('good talking today, here's what we covered') is always more useful than no email. Reference the specific decisions or actions that attendee owns or cares about when there are any; otherwise just recap what was discussed. Warm and specific, under 120 words each, signed from {{sender_name}}. Do NOT …

What you configure

Fields you provide once.

Claude uses these on every run — set them during activation.

Paste transcript (Otter, plain text, or timestamped) — use this OR the Notion page ID below

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Notion page ID — only if you're NOT pasting a transcript. Copy the 32-char id from the page URL, and share the page with the Pilotran integration (⋯ → Connections)

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Attendee emails (one per line or comma-separated) — a draft is always created for each

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Your name (for the follow-up sign-off)

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Frequently askedQuestions about Meeting Follow-Up Drafter

How long does it take to set up Meeting Follow-Up Drafter?

About 60 seconds. Connect Gmail, fill in the plain-English fields the template asks for, and hit Activate. Pilotran runs the workflow once against sample data so you can see what Claude does before it touches your real accounts.

Can I edit Meeting Follow-Up Drafter after activating it?

Yes — pause, edit the prompt, tweak the fields, or delete the workflow at any time from your Workflows page. Paused workflows keep their run history and can be resumed later.

Which AI model runs my workflow?

Every workflow uses Anthropic's Claude by default. On any paid plan you can add your own Anthropic or OpenAI API key and pay providers directly for unlimited runs — Pilotran only meters when it's on our shared credits.

Does Pilotran train AI models on my data?

No. Your workflow data is only used to execute the workflows you activated. We do not train models on your data or share it with third parties.

What happens if a run fails?

Pilotran's Failure Doctor auto-explains what broke (bad credentials, invalid input, provider rate limit, etc.) and suggests a fix. Failed runs don't disappear — you can retry any run from the Runs page.

Guides for this workflow

Guide

How to write meeting follow-up emails with AI (in 30 seconds).

Comparing tools?

See how Pilotran stacks up on this kind of workflow versus Zapier, n8n, Make, Relay and Gumloop.

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