Admin Meeting Prep

---
name: admin-meeting-prep
sheetId: "3.03"
description: "A scheduled, auto-running admin-meeting-prep assistant: every day at 9 AM it scans meetings within the next 7 days and sends action reminders; every day at 3 PM it sends a full briefing for the next day's meetings. Notifications are sent to yourself via Google Chat. No manual trigger needed; does not handle post-meeting follow-up."
category: operations
project: admin-meeting-prep
platform: claude
status: WIP
author: Jane Liao
input: "None (scheduled auto-trigger; reads Google Calendar and Gmail)"
process: "9am cron: scan the 7-day calendar → send action reminders to Google Chat | 3pm cron: scan Gmail for attendee background → send briefing to Google Chat"
output: "Google Chat self-message: an action checklist in the morning, a structured briefing in the afternoon"
synergy: []
type: agent
skills: ["admin-meeting-note"]
house-style: bound

---

# Meeting Prep

```bash
npx skills add https://github.com/peter-tu-zynkr/zynkr-skill-builder --skill admin-meeting-prep
```

A admin-meeting-prep assistant that runs automatically twice a day: at 9 AM it tells you which meetings in the coming week need advance preparation, and at 3 PM it sends a full briefing for the next day's meetings — including attendee background, a summary of recent email exchanges, and suggested prep items. Notifications go straight into Google Chat, no manual trigger required.

---

## Two Scheduled Modes

| Schedule | Time | Function |
|------|------|------|
| **Morning Scan** | Daily 09:00 | Scan meetings in the next 7 days → send action reminders |
| **Afternoon Briefing** | Daily 15:00 | Scan the next day's meetings → send a full briefing |

---

## Mode A — Morning Scan (triggered at 09:00)

### Step A1 — Scan Google Calendar

Read all calendar events within the next 7 days.

Use `mcp__google_workspace__get_events`:
- `user_google_email`: the user's email
- `time_min`: today 00:00
- `time_max`: today + 7 days 23:59

Filter criteria:
- Keep only events that have other attendees (not personal block time)
- Exclude all-day events
- Exclude cancelled events

### Step A2 — Send Action Reminders to Google Chat

For each qualifying meeting, list the actions that need to be taken.

Decision logic:
- Within 1 day from now → `🔴 明天！請確認是否有準備`
- 2–3 days out → `🟡 本週內，建議開始準備`
- 4–7 days out → `🟢 本週末前留意`

Output format (Google Chat self-message):

```
📅 本週會議 Action 清單｜[日期]

🔴 明天
• [會議名稱] [時間] — 與會者：[人名]
  → 動作：確認議程 / 回顧相關 email

🟡 2–3 天內
• [會議名稱] [時間] — 與會者：[人名]
  → 動作：預先準備資料

🟢 4–7 天內
• [會議名稱] [時間]
  → 動作：備查

如無特定會議 → 發送「📅 本週無多人會議，保持待命。」
```

Use `mcp__google_workspace__google_chat_send_self_message` (requires Peter to wire up the Google Chat API on his end).

---

## Mode B — Afternoon Briefing (triggered at 15:00)

### Step B1 — Get the Next Day's Meetings

Use `mcp__google_workspace__get_events`:
- `time_min`: tomorrow 00:00
- `time_max`: tomorrow 23:59

Apply the same filtering as Mode A to obtain `TOMORROW_MEETINGS[]`.

If there are no meetings → send "✅ 明天沒有多人會議，無需準備。" and stop.

### Step B2 — Gather Gmail Background

For each attendee of each meeting, search recent email exchanges.

Use `mcp__google_workspace__search_gmail_messages`:
- query: `from:[attendee_email] OR to:[attendee_email]`
- time range: the past 30 days

Compile for each attendee:
- Subjects of the most recent 3–5 emails + a one-line summary each
- Whether there are any unanswered to-dos (detect keywords like 「請確認」, 「麻煩回覆」, "waiting for", etc.)

### Step B3 — Generate and Send the Briefing

Generate one Google Chat message per meeting:

```
📋 明日會議 Briefing｜[會議名稱]
時間：[start_time]
與會者：[人名清單]

🎯 會議目的
[從 description 或 title 推斷；無法判斷則標「未知，建議確認」]

👥 與會者背景
• [名字]：[近期互動摘要 / 職稱（若已知）]

📧 近期相關 Email（最多 5 筆）
• [日期] [主旨] — [一句話摘要]

⚠️ 待確認事項
• [未回覆 / 懸而未決的項目]

✅ 建議進場前確認
1. [問題或資料]
2. [問題或資料]
```

Send one independent message per meeting.

---

## Inputs

| Parameter | Default | Description |
|------|--------|------|
| `SCAN_DAYS` | 7 | How many days ahead the morning scan covers |
| `EMAIL_LOOKBACK_DAYS` | 30 | How many days back to search Gmail |

---

## Outputs

| Schedule | Output |
|------|------|
| 09:00 | Google Chat self-message: a 7-day action checklist |
| 15:00 | Google Chat self-message: one briefing per meeting for the next day |

---

## Limitations

- **Google Chat MCP not yet wired up**: currently the google_workspace MCP supports Gmail / Drive / Calendar; Google Chat requires Peter to separately integrate the Chat API on his end
- Does not support LINE / Slack or other chat tools
- If an attendee has no Gmail exchange history, the background field shows "無歷史記錄"
- Scheduled triggering requires implementation via a cron job or the Claude Code schedule skill

## House style

Writing style is **not owned by this file**. The house voice lives in two Google Docs under
`[@] 寫作指南` (`12DBdFz3SK22ie9im_ThFMI7IBRXsTZsV`), read at runtime:

- 《[2.0] Zynkr 通用風格指南 House Voice》 `10bOIQwRm9Pxwgct4hlwCwK_B4Pipai1HqBPZKzyRHSE` —
  the universal core, plus the addendum for this surface
- 《[3.2] 禁用詞清單 Forbidden Words》 `1N5sHLP4qzmmhpCGsi6KElxi1z0MFe4QZ0Q_35T10Uyg`

Read both before producing client- or reader-facing text, and scan the draft against 《[3.2]》
before handing it over. If Drive is unreachable, say so in the output rather than proceeding
unchecked. Never re-implement either list inside this file.