FS-DOC-03Operations
Process Runbook / SOP
Meeting and Decision Documentation
[YourCompany.com] · Operations Department · Prepared by FullSpec · [Today's Date]
This runbook is the day-to-day operating reference for the Meeting and Decision Documentation automation. It tells you exactly what the system does on its own, where your team steps in, how to handle anything that goes wrong, and who to call when you need help. FullSpec builds, monitors, and maintains the automation end to end. Your responsibility is a single review step and the occasional configuration update described in Section 05.
01Process overview
The moment a Zoom meeting ends, the automation detects the session close event and begins working without any manual prompt. It retrieves the recording, produces a full transcript with speaker labels, generates a structured summary with named action items, files everything to Notion, creates tasks in ClickUp, and sends a follow-up email to all attendees and a Slack post to the team channel, all within roughly five minutes of the call ending. The only moment a human is required is a brief review of the draft summary before distribution, which takes around five minutes. If you approve without changes, the rest completes automatically. This replaces a nine-step manual process that previously took between 60 and 90 minutes per meeting.
Process name
Meeting and Decision Documentation
Trigger
Zoom meeting session ends (cloud recording close event detected by the automation platform)
Final output
Notion summary page filed, ClickUp tasks created per action item, follow-up email sent to all attendees via Gmail, Slack post published to the mapped team channel
Agents running
Transcription Agent, Summary and Action Extraction Agent, Distribution Agent
Tools involved
Zoom, Notion, ClickUp, Gmail, Google Calendar, Slack
Weekly volume
Approximately 5 meetings per week (around 20 per month)
Human checkpoint
Operations Manager reviews and approves the draft summary before distribution (target: under 5 minutes)
Process owner
Operations Manager
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02Step-by-step: what happens and who acts
What you actually need to do: There is one human step in this process. After the Summary and Action Extraction Agent produces the draft, you will receive a notification (via Slack or email, depending on your configured preference) with a link to review the summary. Open it, check that the decisions and action items are accurate, make any edits needed, and confirm it is ready to send. This typically takes under five minutes. Everything before and after this step is fully automated.
Step
What happens
Who acts
Type
1
The Zoom meeting ends and the automation platform detects the session close event. The Transcription Agent connects to Zoom, retrieves the cloud recording, and converts the audio to a full text transcript with speaker labels and timestamps. The transcript is stored internally and passed to the next agent.
Automation
Automated
2
The Summary and Action Extraction Agent reads the complete transcript and produces a structured meeting summary. This includes the key discussion points, decisions reached, and a numbered list of action items, each with a proposed owner and a suggested due date drawn from what was said during the meeting.
Automation
Automated
3
The Operations Manager receives a notification containing a link to the draft summary. You open the draft, read through the decisions and action items, correct any inaccuracies (for example a misattributed owner or an unclear task description), and then click approve. If edits are needed, you make them directly in the draft before approving. Target time is under five minutes.
Operations Manager
Human
4
Once approval is confirmed, the automation creates a new page in the designated Notion database. The page is populated with the meeting title, date, list of attendees, full summary, decisions, and all action items. It is tagged and filed so it is searchable by project and date.
Automation
Automated
5
For each action item identified in the summary, the automation creates a separate task in ClickUp. The proposed assignee and due date from the agent output are pre-filled on each task. Tasks appear immediately in the relevant ClickUp workspace for assignees to see.
Automation
Automated
6
The Distribution Agent pulls the full attendee list from the Google Calendar event linked to the meeting. It then sends a formatted follow-up email via Gmail to every attendee, including the meeting summary, the list of decisions, and the complete action items with owners and dates.
Automation
Automated
7
A condensed version of the summary and action items is posted to the designated Slack channel by the Distribution Agent. Team members who were not in the meeting can read the key outcomes without needing to check their email or open Notion.
Automation
Automated
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03Handling exceptions
Situation
What the system does
What you do
Zoom cloud recording is missing or did not process correctly
The Transcription Agent detects that no valid recording file is available for the meeting. It logs the failure, sends an alert notification to the Operations Manager, and halts the run for that meeting without affecting other meetings in the queue.
Check Zoom to confirm whether cloud recording was enabled for the session. If a local recording exists, upload it manually to the agreed shared folder so FullSpec can process it on request. If recordings are consistently missing, contact FullSpec to review the Zoom API connection and recording settings.
Meeting transcript produces low-quality or incomplete output (poor audio, crosstalk, or very short meeting)
The Summary and Action Extraction Agent flags the transcript as low-confidence and includes a warning note in the draft summary. The draft is still passed to the human review step rather than blocked.
Review the draft with extra care at the approval step. Add or correct any action items or decisions that were missed or garbled. Approve the edited version as normal. If this happens repeatedly for a specific meeting type, contact FullSpec to adjust the processing settings.
A meeting attendee is not found in Google Calendar or the invite is missing
The Distribution Agent pulls whatever attendee data is available from the Calendar event. If the attendee list is incomplete or the calendar link is absent, it logs the gap and sends the email only to the addresses it can confirm. A warning is included in the run log.
Manually forward the summary email to any attendees who were missed. Then check that future meetings of this type have a properly linked Google Calendar invite so the attendee list can be retrieved automatically next time.
The Operations Manager does not approve or edit the draft within the review window (default: 2 hours)
The system sends a reminder notification after the review window closes. If no action is taken within a further hour, the run is paused and logged as pending approval. No email or Slack message is sent until the draft is explicitly approved.
Open the review link from the reminder notification and complete the approval as soon as possible. If you are unavailable, nominate a backup reviewer (see Section 04) and let FullSpec know so the approval routing can be updated temporarily.
A tool is unavailable (for example Notion, ClickUp, or Slack is experiencing an outage)
The automation platform retries the affected step automatically up to three times with a five-minute gap between each attempt. If all retries fail, the run is logged as partially complete and an alert is sent to the Operations Manager specifying which step failed.
Check the status page for the affected tool to confirm the outage. Once the tool is back online, contact FullSpec at support@gofullspec.com and we will manually trigger the failed step or re-run the affected portion of the workflow. Do not attempt to re-run the automation yourself, as this can cause duplicate records.
A duplicate Notion page or ClickUp task is created for the same meeting
The system does not currently deduplicate automatically if the same trigger fires twice (for example if a Zoom event fires a double signal). Both records will exist in Notion and ClickUp and the error will appear in the run log.
Delete the duplicate Notion page and ClickUp tasks manually. Then report the occurrence to FullSpec so the deduplication logic can be reviewed and hardened. Note the meeting date and Zoom meeting ID when reporting.
04Who to contact and when
Fill in the rows marked with placeholders once your team is confirmed. Keep this table updated whenever responsibilities change. The FullSpec rows are fixed and do not need editing.
Role
Name
How to reach them
Process owner (Operations Manager)
[Your name]
[Your email or Slack handle]
Backup reviewer (covers approval step when the Operations Manager is unavailable)
[Backup name]
[Backup email or Slack handle]
Business owner (escalation for policy decisions, e.g. excluding certain meeting types)
[Your name]
[Rep email]
FullSpec builder (technical changes, re-configuration, agent updates, integration issues)
FullSpec Team
support@gofullspec.com
FullSpec support (run failures, alerts, questions about automation behaviour)
FullSpec Support
support@gofullspec.com
For any issue where the automation has stopped processing meetings, sent duplicate outputs, or produced an error alert, email support@gofullspec.com with the meeting date, Zoom meeting ID, and a brief description of what happened. The FullSpec team aims to respond within one business day.
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05Ongoing maintenance
The automation runs without daily intervention once live. The tasks below keep it accurate, reliable, and aligned with how your team works as things change over time.
Whenever Notion database structure changes (new sections, renamed properties, or moved databases)
Notify FullSpec at support@gofullspec.com before making structural changes in Notion. The automation writes to specific database fields by name. If those fields are renamed or removed, the Notion page creation step will fail until the mapping is updated by the FullSpec team.
Operations Manager notifies FullSpec; FullSpec updates the field mapping
Whenever the summary template or email format needs updating (new branding, different section order, added fields)
Send the updated template or format requirements to FullSpec. Do not edit the agent prompt or email template directly unless FullSpec has trained you to do so, as formatting changes can affect how action items are parsed downstream.
Operations Manager sends request; FullSpec implements the change
Monthly spot-check (first week of each month)
Open the three most recent Notion pages created by the automation and compare the summary quality and action item accuracy against what you recall from those meetings. Check that ClickUp tasks were created with correct assignees and due dates. Note any consistent gaps and report them to FullSpec.
Operations Manager
Weekly error log review (every Monday, takes around 5 minutes)
Review the run log or monitoring dashboard provided by FullSpec. Confirm all meetings from the previous week were processed successfully. Flag any runs marked as failed, pending, or partial to FullSpec for investigation.
Operations Manager
When a team member joins, leaves, or changes role
Update the contact table in Section 04 of this document. If the person was a named assignee in ClickUp or a default attendee in recurring meetings, update those records in ClickUp and Google Calendar directly. Notify FullSpec if the approval routing needs to change (for example a new backup reviewer).
Operations Manager; FullSpec if routing changes are needed
Quarterly volume review (every three months)
Check the actual number of meetings processed against the expected volume of approximately 20 per month. If volume has grown significantly, review whether the current plan and tool tiers (Notion, ClickUp, Slack) remain within their API rate limits. Share updated figures with FullSpec so the build can be scaled if needed.
Operations Manager reviews volume; FullSpec advises on scaling
The single most common maintenance issue for this process is a broken Notion field mapping. Teams frequently rename database properties in Notion (for example changing 'Meeting Date' to 'Date' or restructuring a linked database) without realising the automation writes to those fields by exact name. When this happens, Notion page creation fails silently or produces blank fields. Before making any structural change to the Notion workspace, always contact FullSpec first so the field mapping can be updated at the same time.
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