Custom Agent: Get Tasks from Meetings

If you've been using Notion's AI meeting notes, you've probably run into the same issue that comes up with almost every client I work with: the summary is great, but how do I actually get those action items into my task database?

Right now, those next steps sit as simple checklist items inside a meeting page. Unless someone goes back into each meeting and manually copies them over, things fall through the cracks. And when you've got multiple meetings happening across a team, that's a lot of cracks.

In this walkthrough, I'm breaking down exactly how to solve this using Notion's custom agents — so tasks get created, assigned, and connected to the right project automatically.

Here's the full video:

The Problem

After a meeting wraps up, Notion gives you a clean summary with action items pulled out. That part works well. But those action items aren't connected to your task database. They're not assigned to anyone. They don't show up in any of your task views or in Notion Calendar.

For teams running multiple meetings a day, this becomes a real bottleneck. You're either copying and pasting tasks manually or hoping someone remembers to follow up. Neither is reliable.

The Fix: An Instructions Page + Custom Agent

The approach I walk through in the video has two layers:

1. Set Up an Instructions Page

Think of this as a playbook you give to Notion AI. It tells the agent exactly what to do when it reads a meeting summary:

• Where to find action items — the meeting summary on the current page
• What a task looks like — mapping each action item to properties in your task database (task name, assignee, due date, related project)
• Where to put them — which database, how to link them back to the meeting page

You write this once, and it works every time. I keep mine in a dedicated Agents database so all my instructions pages are organized in one place — especially helpful if you're running multiple agents or automations across tools.

One thing worth calling out: I separate the instructions onto their own page rather than pasting them directly into the agent's built-in instructions field. This makes it easier to maintain, especially when you've got several agents running and some of their logic overlaps.

2. Build the Custom Agent

With the instructions page ready, you create a custom agent and point it to that page. Here's what matters in the setup:

• Instructions — Just reference your instructions page. That's it.
• Triggers — Set it to fire when a meeting's status is changed to "Done." This way the agent runs automatically after you've reviewed the summary and filled in any missing relations (like which project the meeting belongs to).
• Permissions — Give the agent access to your meetings database, tasks database, projects, and any other related databases (in my case, clients and areas). Make sure it has edit access so it can actually create tasks and set relations.
• Model — I use Opus 4.6 for everything, but you can keep it on auto if you want Notion to decide.
• Web access — Leave it off. Everything the agent needs is inside your workspace.

3. Update Your Meeting Page Template

Add a linked view of your task database to the bottom of your meeting template, filtered to only show tasks related to that specific meeting. This gives you a quick way to confirm tasks were created correctly — right names, right assignees, right project — without leaving the meeting page.

Bonus: Notify Attendees

Once the agent is running, you can take it a step further. I asked the agent (through chat) to update its own instructions page to include a step where it notifies meeting attendees after tasks are created. That way, everyone who was in the meeting gets a notification with a link back to the meeting page and can see exactly what tasks were assigned to them.

This is one of the things I like most about working with custom agents — you can iterate on the instructions through conversation. If you want to tweak how it handles something, just tell it. If it has edit access to the instructions page, it'll make the update for you.

Why This Matters for Teams

A few things that make this approach practical for teams:

• No duplicate tasks — The instructions tell the agent to check if a similar task already exists before creating a new one
• No made-up data — If the meeting didn't mention a due date or assignee, the agent leaves those fields blank instead of guessing
• Smart due dates — If a follow-up meeting date was mentioned, the agent sets task due dates before that next check-in
• Shared access — You can share the agent with teammates and give them view or edit permissions, so it shows up in their sidebar too

Try It Yourself

If you want to grab the instructions page I use for this, I've made it available on the Notion marketplace — link is below the video.

And if you want more workflows like this covering Notion, AI, and automations, subscribe to Super Work, my newsletter for creators and teams building practical systems.

👉 Watch the full walkthrough

Want me to do a full deep dive on building custom agents from scratch? Drop a comment on the video and let me know.