A meeting ends with a few decisions, a few promises, and someone saying they will send something afterwards. Then everyone moves on to the next call. The follow-up gets pushed back, and sometimes forgotten.
A d5s agent can help turn those promises into clear action items and follow-up drafts. You review what was agreed, fill in any missing details, and decide what goes out.
In d5s, the same agent can listen to the call, write notes, and help prepare the follow-up. Here is how to give it that job.
The meeting ends, but someone still needs to turn the discussion into clear next steps. Jabra’s June 2026 research reports an average of eight hours a week spent in meetings, with more work needed afterwards to resolve confusion. A d5s agent can use the transcript to prepare the action list and follow-up drafts, keeping missing owners and unclear deadlines visible. You can review what was agreed, check what is still open and decide what to send. The value is having a useful starting point while the discussion is still fresh, without having to piece everything together from your notes.
1. Set up AI meeting follow-up for one meeting type
Give your agent a clear result to prepare after each call.
A meeting summary records the discussion and key decisions. Meeting follow-up turns those decisions into tasks, email drafts, and next steps. Each action needs an owner, an agreed deadline, and a clear result.
Start with one meeting type, such as your weekly project review. In the agent's Meetings section, find After each transcript and select Edit. You could write:
After each project review, prepare a short follow-up brief. Separate confirmed decisions, action items, and open questions. Include the stated owner, deadline, and available transcript reference for each action. Leave missing details unresolved. Draft the recap in this conversation.
By default, d5s posts a short outcome and asks before taking action. Your instruction makes the result more specific. It does not give the agent new permissions.
If you need an agent first, follow our inbox and calendar setup guide.
2. Join Zoom, Google Meet, or Microsoft Teams
The agent listens and writes notes while your team talks.
You need a d5s plan, credits, and permission to run the agent. Open Meetings, select Join call, paste the link, then select Join as listener. The host may need to admit the agent.
It can join Google Meet, Microsoft Teams, and Zoom. It does not speak or post in the meeting chat. It keeps the transcript without storing an audio recording. Tell participants that the call is transcribed and follow your team's retention policy.
For recurring calls, you can configure auto-join through Google Calendar. The meeting guide explains how to choose which meetings it attends.
3. Turn meeting notes into clear action items
A useful follow-up keeps a suggestion separate from a commitment.
A project review can produce several kinds of follow-up: the project lead agrees to send a delivery plan on Tuesday, procurement offers to check a supplier without setting a date, and a Friday launch is proposed but not agreed.
Those are three different kinds of follow-up. The first can become a draft. The second needs a deadline. The third is still a question.
d5s notes separate decisions and commitments from ideas and open questions. They include available transcript references. Missing owners and unclear deadlines stay unresolved.
After the call, open the Call complete card and select Open notes. The notes are also saved in the agent's Files. Check the uncertain items before asking it to assign work or prepare a message.
4. Draft a follow-up email from the meeting
Ask for the next piece of work, then review it before it goes out.
For the customer update, the next request could be:
Draft an email about the revised delivery plan. Use the confirmed decisions from this meeting. Leave out the proposed Friday launch date. Show me the draft before sending it.
Meeting follow-up email template
Use this short format for the draft. Leave unconfirmed details as open questions.
Subject: Follow-up: [meeting topic]
Thanks for the discussion. Here are the agreed next steps.
Decision: [confirmed decision]
Action: [task] · Owner: [owner] · Due: [agreed deadline]
Open question: [unresolved question]
Please confirm any missing details before we proceed.
Connect the intended mail account and review its tool permissions. Keep Ask for approval selected. Check the recipient, subject, and text before approving the email. The instruction alone is not an approval control.
You can also ask for a proposed task description or record update. Name the destination and the change. The agent needs the relevant connection and permission for each action. See connector permissions.
Try the process on a few meetings. Include one with clear commitments and one with unresolved decisions. Correct the instruction when you keep changing the same part of the result.
Once the format works, you can request specific follow-ups through After each transcript. Each action still follows the agent's approval rules.
Questions and answers
Which meeting platforms does d5s support?
Google Meet, Microsoft Teams, and Zoom. A d5s agent joins those calls as a listener. Paste a meeting link or configure auto-join through Google Calendar. The agent writes live notes and keeps a transcript, without speaking or storing an audio recording.
Can AI turn meeting notes into action items?
Yes. A d5s agent turns the transcript into meeting action items and separates decisions and commitments from ideas and open questions. Its notes include available transcript references. Missing owners and unclear deadlines remain unresolved, so you can check them before assigning work.
Can d5s send follow-up emails after a meeting?
Yes, with a connected mail account and the required approval. Ask for a draft after reviewing the notes. Post-meeting actions follow the agent's normal approval rules. Changing the meeting instruction does not grant new permissions.
What is the difference between a meeting summary and meeting follow-up?
A meeting summary records the discussion and key decisions. Meeting follow-up turns agreed decisions into tasks, drafts, and next steps. In d5s, you can review the notes, then ask the agent to prepare the follow-up using its connected tools.
How do I automate meeting follow-up emails?
Connect the intended mail account to your d5s agent. In Meetings, edit After each transcript to request a follow-up email draft. Review the tool permissions and approval settings before enabling actions. Each email follows the applicable approval rules.
What should a meeting follow-up email include?
Include confirmed decisions, action items, owners, agreed deadlines, and unresolved questions. Link supporting documents when useful. Keep proposed dates separate from commitments, and check the recipients before sending.
