Plaud follow-up email and calendar invite for client calls

Build an agent workflow that turns a finished Plaud client call into a personalized Gmail follow-up draft and, when appropriate, a proposed Google Calendar event for the next meeting.

Trigger: a Plaud webhook for audio_transcribe.completed. The webhook payload includes the workflow id and final status. The workflow should only proceed when the status is SUCCESS.

Step 1. Call Plaud Get Workflow Result with the workflow id from the webhook to pull the full transcript and any AI summary that was generated. If the workflow status is not SUCCESS, log it and stop without drafting anything.

Step 2. Read the transcript and summary and identify the client. Pick out the client's name and email address from the conversation context (introductions, signatures read aloud, scheduling exchanges). If you cannot find a confident email address, leave the recipient blank in the draft so I can fill it in. Do not guess or fabricate an address.

Step 3. Draft a personalized follow-up email. It must reference the specific pain points, decisions, and commitments that came up on the call. No generic templates. The tone should match a normal post-meeting follow-up from me to a client: warm, specific, and short. Include a clear list of next steps and any commitments I made. Use Gmail Create a Draft to save it in my Gmail account. Never send it automatically.

Step 4. Check whether the call included a clear next meeting (for example, "let's reconnect Thursday at 2" or "how about next Tuesday morning"). If yes, use Google Calendar Create Event on my primary calendar with the proposed date and time, the client added as an attendee with the email you identified, a short title like "Follow-up: [topic]", and a brief description pulled from the transcript explaining what we agreed to discuss. If the time is ambiguous or no clear next meeting was discussed, skip this step entirely and do not create an event.

Hard rules: drafts and unconfirmed events only, never auto-send the email, never invent a recipient email, never invent a meeting time, and never create calendar events for internal-only chatter. I want final say on everything that leaves my mailbox or hits my calendar.

Additional information

What does this prompt do?

Listens for finished Plaud recordings and pulls in the transcript and AI summary as soon as the call is processed.
Reads the conversation, finds the client's name and email, and drafts a personalized Gmail follow-up that recaps the real pain points and commitments from the call.
If the call ended with a clear next meeting time, adds a Google Calendar event with the client invited and a short agenda pulled from the transcript.
Leaves everything as drafts so you can review and send, no auto-sending and no surprises in your client's inbox.

What do I need to use this?

A Plaud account with the Developer Platform enabled so finished recordings can notify this workflow.
A Gmail account so the agent can create drafts in your mailbox.
A Google Calendar account so the agent can add proposed events when the call mentions a next meeting.

How can I customize it?

Tweak the tone and length of the follow-up, for example a short three-bullet recap versus a longer narrative reply.
Decide when a calendar event should be created, for example only when both a date and a time are mentioned, or only for prospect calls.
Choose which calendar the event lands on and whether the client is added as an attendee or just listed in the description.

Frequently asked questions

Will this ever send an email or invite without me seeing it first?

No. The follow-up always lands in Gmail as a draft and the calendar event is created without auto-confirmation, so you can edit anything before it goes out.

What if the call did not include a clear next meeting?

The agent simply skips the calendar step and only drafts the follow-up email. It does not invent a meeting time when there is not a real one in the transcript.

How does the agent know who the client is?

It reads the transcript and looks for the other speaker's name and email, plus any context from the conversation. If it cannot find a confident email address, it leaves the recipient blank in the draft for you to fill in.

Does it work for internal team calls too?

It can, but it is designed for client and prospect conversations. For internal calls you may want a separate prompt that files action items into a task tracker instead.

Can I use Outlook instead of Gmail?

This prompt is built around Gmail and Google Calendar. You can adapt it to Outlook by swapping the email and calendar steps when you create the workflow.