Pre-Meeting Preparation Template

• What it does: Gathers meeting details from Google Calendar or from you, then runs external research (attendees and company via web search and News API) and internal context (Gmail, Slack), and assembles a Meeting Prep Brief with objectives, attendees, company overview, recent news, internal history, and talking points.
• Best for: consultants, sales, execs, anyone who wants a single brief before an important meeting
• Apps used: Google Calendar, Web Search, News API, Gmail, Slack
• Setup time: 10 to 15 minutes

Pre-Meeting Preparation is a no-code, multi-agent workflow that produces a comprehensive meeting brief. The Meeting Prep Orchestrator gets the meeting from your calendar or from you, then delegates to an External Research Agent (web search and News API for attendees and company) and an Internal Context Agent (Gmail and Slack for past conversations). It synthesizes everything into a brief with Key Objectives, Attendees, Company Overview, Recent News, Internal History (or public context fallback), and Strategic Talking Points. This template acts as a starting point: any app, instructions, and agents can be updated as required for your own use case—simply ask Max (Agent Builder) to update the workflow as needed. Last verified from workflow config on March 2026. Includes common failure modes and fixes.

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Problem this solves

• Walking into meetings without context on attendees, company, or prior conversations.
• Manually searching email, Slack, and the web before every important call.
• No single place that combines calendar, internal history, and external research.
• You want a repeatable brief (objectives, attendees, news, talking points) in one document.

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What this agent does

This template can:

• Get meeting details from Google Calendar (list upcoming events, get full event details) or from manual input (topic, attendee names, emails, companies).
• Parse and extract attendee names, emails, companies, and meeting topic.
• Delegate to External Research Agent to build attendee and company profiles using web search and News API (background, achievements, company news, business model, competitors).
• Delegate to Internal Context Agent to search Gmail (find-email) and Slack (find-message) for relevant past threads and decisions.
• Apply fallback: if internal context is empty, call External Research again focused on the meeting topic for recent public news and developments.
• Assemble a final Meeting Prep Brief with: Key Objectives, Attendees, Company Overview, Recent News, Internal History (or Public Context), Strategic Talking Points.
• Ask clarifying questions and give generic prep advice if no information is found from tools.

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How it works

1. You start the workflow in the Playground (or your deployment channel). The Meeting Prep Orchestrator asks whether to get meeting details from Google Calendar or manually.
2. If Calendar: Orchestrator uses Google Calendar (get-date-time, list-events) to show upcoming meetings, you pick one, then it uses get-event to fetch full details. If manual: You provide topic, attendee names, emails, and companies.
3. Orchestrator extracts key info and delegates to External Research Agent (attendees + company) and Internal Context Agent (Gmail + Slack).
4. External Research Agent uses web search and News API to build an External Research Summary (profiles, company news, business model, competitors).
5. Internal Context Agent uses Gmail (find-email) and Slack (find-message) to produce an Internal History Summary. If nothing is found, it returns "No internal context found."
6. Fallback: If Internal History is "No internal context found," the Orchestrator calls External Research again, focused on the meeting topic only, for recent public news and developments.
7. Orchestrator synthesizes all inputs into the final Meeting Prep Brief (objectives, attendees, company overview, recent news, internal history or public context, strategic talking points) and delivers it to you.

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Requirements

• Google Calendar access (if using calendar path): list events, get event, get date-time.
• Gmail access (for internal context): find-email.
• Slack workspace access (for internal context): find-message in public channels.
• News API account (for external research): search-everything.
• Web Search enabled (for external research). No account needed for default web search.
• One-time setup: connect each tool in AgentSpace; optionally personalize agent instructions.

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Setup guide

1. Clone the template and open it in AgentSpace.
2. Connect Google Calendar: list-events, get-event, get-date-time so the Orchestrator can list and fetch meeting details.
3. Connect Gmail: find-email so the Internal Context Agent can search relevant threads.
4. Connect Slack: find-message so the Internal Context Agent can search public channels.
5. Connect News API: search-everything for the External Research Agent. Enable the News API tool.
6. Ensure Web Search is enabled for the External Research Agent (default tool).
7. (Optional) Read and personalize the Orchestrator and the two research agents (e.g. how many emails/threads to fetch, which Slack channels).
8. Run Test Workflow in the Playground. Choose calendar or manual input, then confirm the brief is built with the expected sections.
9. Use the workflow before important meetings; optionally change apps (e.g. different calendar or comms) via the marketplace.

Common issues and fixes

• No meeting in calendar / wrong event: confirm Calendar is connected and the chosen event has the right attendees and topic. For manual path, provide complete names, emails, and company.
• Internal context always "No internal context found": check Gmail and Slack connections and permissions (find-email, find-message). Broaden search or keywords in the Internal Context Agent instructions.
• External research thin or wrong: ensure News API and Web Search are connected and enabled; add more context (e.g. company name, industry) in the trigger or Orchestrator so the External Research Agent gets clearer meeting_details.
• Fallback not triggering: the Orchestrator is instructed to call External Research again only when Internal History Summary states "No internal context found." Ensure the Internal Context Agent returns that exact phrase when it finds nothing.

Customization knobs

• Add or remove tools (e.g. Notion, Confluence) in the Internal Context Agent for more internal sources.
• Change brief sections or format in the Orchestrator’s "Synthesize Final Brief" instructions.
• Tune how many Gmail threads or Slack messages to search in the Internal Context Agent.
• Use a different calendar or comms app from the marketplace and update the Orchestrator and agents accordingly.

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Apps used

(Scopes vary by how you connect each app.)

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Use cases

• Sales call prep: Brief on prospect and company (news, background) plus any prior email/Slack with the account. Best for sales and SDRs.
• Executive meetings: Objectives, attendee profiles, company overview, and talking points in one place. Best for execs and chiefs of staff.
• Consulting and client meetings: Internal history (past decisions, threads) and external research (client news, industry). Best for consultants and client leads.
• Interview or partnership prep: Attendee and company research plus internal notes. Best for recruiting and biz dev.
• Recurring syncs: Re-run before each sync; calendar path picks the next meeting and refreshes the brief. Best for account and customer success.

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Example prompts and outputs

Example 1: Calendar path

Prompt: Start workflow; choose "Google Calendar." Pick "Q3 review with Acme Corp" from the list.

Output: Orchestrator fetches event details, delegates to External and Internal agents, applies fallback if needed, and returns a Meeting Prep Brief: Key Objectives, Attendees (Acme team), Company Overview, Recent News, Internal History (or Public Context), Strategic Talking Points.

Example 2: Manual path

Prompt: Start workflow; choose "Manual." Provide: "Partnership discussion with Jane Doe (jane@partner.com) and John Smith (john@partner.com), PartnerCo."

Output: Same brief structure; research is driven by the names, emails, and company you provided.

Example 3: No internal context

If Gmail and Slack return no relevant threads, Internal Context Agent returns "No internal context found." Orchestrator calls External Research again for the meeting topic only; brief includes Public Context instead of Internal History.

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Why you need this template

• One place to get meeting context: calendar or manual input, then external and internal research in one flow.
• Consistent brief format (objectives, attendees, company, news, history, talking points) for every run.
• Editable in AgentSpace: add tools, change sections, or swap calendar and comms apps.
• Fallback keeps the brief useful even when internal tools have no prior context.

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FAQs

1) Is this an AI agent template or a fixed automation?

It is a multi-agent workflow (Orchestrator, External Research, Internal Context) you can edit in AgentSpace. You control which tools are used and how the brief is structured. This template acts as a starting point: any app, instructions, and agents can be updated for your own use case—simply ask Max (Agent Builder) to update the workflow as needed.

2) Do I have to connect all apps?

For full value: Calendar (if you use calendar path), Gmail, Slack, News API, and Web Search. You can run with a subset (e.g. only external research) but the brief will have gaps; Internal Context will return "No internal context found" without Gmail/Slack.

3) Can I use a different calendar or email?

Yes. Swap Google Calendar for another calendar app and Gmail for another email tool from the SketricGen marketplace; update the Orchestrator and Internal Context Agent instructions to use the new tools.

4) What if there is no internal context?

The Internal Context Agent returns "No internal context found." The Orchestrator then calls the External Research Agent again, focused on the meeting topic, and the brief uses "Public Context" instead of "Internal History."

5) How do I get the brief?

The workflow returns the Meeting Prep Brief in the run output (Playground or API). You can copy it, or add a step (e.g. save to Notion or Google Doc) by extending the Orchestrator or adding an agent that writes to a doc.

6) Can I add more internal sources (e.g. Notion)?

Yes. Add a tool (e.g. Notion search) to the Internal Context Agent and update its instructions to query Notion and include results in the Internal History Summary.

7) What are the main failure modes?

Calendar/Gmail/Slack/News API not connected, no meetings in calendar or empty manual input, or Internal/External agents not getting enough context. Fix by connecting tools and providing clear meeting details and attendee/company info.

8) Does it work for recurring meetings?

Yes. Each run can pick the next instance from calendar or you can re-run with manual input for the same recurring meeting with updated context.

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