Turn meeting notes into decisions and actions, for HR and people teams

Turn rough meeting notes into a clean list of what was decided and who will do what by when, with each item tied to the line in the notes it came from.

This is the version for HR and people teams. The steps and checks are the same as in the general template; each prompt carries one added line about your setting, and the examples are from your kind of work.

Sample results: runs and scores on this page are illustrations while testing is set up. How we test

Bring: Meeting notes

Use This TemplatePrepare a prompt for your own AI chat.

Who it is for: HR business partners, recruiters and people operations staff who keep the record of a hiring panel debrief, a policy review or a people team meeting.
Time: 5 minutes

Edit this version

Other Formats and Files

The Step 1 chat prompt under Use This Template is the quick start. Choose a full prompt chain, checklist, Claude skill or n8n file when that destination fits your work. Checked Instructions, below, run the whole job with a hard check after every step.

Choose one format

Prompt chain
Copy each step into ChatGPT or Claude, one after another.
Checklist
Follow the steps and check off the checks by hand.
Claude skill
A folder Claude loads, so it follows the steps by itself.
n8n file
Import into n8n and connect your own AI account.

This job also comes as Checked Instructions: the whole job in one set, with a hard check after every step. See the Checked Instructions on the general template.

Using a download:How to use this in n8n How to install a Claude skill

The same job, with and without the template

Sample

This comparison uses the Typical sample. Try an input below for a result guide matched to each sample.

One plain prompt

Turn these meeting notes into decisions and actions. (The same notes are pasted below.)

Meeting summary: Hiring panel debrief, support team lead, October 14

Decisions

Advance candidates C3 and C5 to final interviews.
Use the same four questions in every final interview.
Add a work-sample task to the final round.

Actions

Kwame to send the final-round invitations.
Ingrid to write the reference-check questions.
Teodor to circulate the questions and tell the candidates who are not moving forward.
Maribel to ask finance about the pay range.

Next meeting: October 27.

Problem:It lists the work-sample task as decided when the notes say no decision, gives the reference-check questions to Ingrid, who only asked, and the candidate replies to Teodor, and drops Kwame's date of October 22.

With this template

Decisions

Swipe sideways to see all columns

#	Decision	Source line
1	Advance candidates C3 and C5 to final interviews	advance candidates C3 and C5 to final interviews. Carried, three in favor, none against.
2	Use the same four questions in every final interview	Agreed the same four questions will be used in every final interview.

Actions

Swipe sideways to see all columns

#	Action	Owner	Due date	Source line	Follow up
1	Send the final-round invitations	Kwame	Thursday, October 22	Kwame will send the final-round invitations by Thursday, October 22.	OK
2	Circulate the list of four questions	Teodor	NOT STATED	Teodor will circulate the list.	FLAGGED: no date
3	Ask finance whether the top of the pay range can move and report back	Maribel	At the next meeting, Tuesday, October 27	Maribel will ask finance whether the top of the pay range can move and report at the next meeting.	OK

Open questions

Swipe sideways to see all columns

#	Open question	Who answers	Source line
1	Whether to add a work-sample task to the final round	NOT STATED	Long talk about adding a work-sample task to the final round.
2	Who will write the reference-check questions	NOT STATED	Ingrid asked who will write the reference-check questions.
3	Who will tell the candidates who are not moving forward	NOT STATED	Teodor asked who will tell the candidates who are not moving forward.

Check:Every item quotes its note: Both decisions quote their line from the notes, and the work-sample task is left out because the notes say no decision.
Check:Every action has an owner and a date, or is flagged: All three actions have an owner, and the one with no date (the question list) is flagged for you to fix.
Check:Every open question says who answers: All three questions have an entry under Who answers; each reads NOT STATED because the notes name no one.
Check:Every action quotes its note: Three source lines across the actions, each copied from the notes.
Check:Nothing was added that is not in the notes: Every decision, owner, date and question traces to a line in the notes.

Use This Template

Add your material below. Logic Lab prepares Step 1; you copy it into your own AI and check the answer there. The site does not run the workflow.

Example materialSample

Choose a sample

Typical: A hiring panel debrief for a team lead roleEasy: A short people team check-in on onboardingTricky: Policy review notes with a withdrawn motion and a leave question

Three lines of tidy notes with one decision, two actions with owners and dates, and no open questions.

Meeting notes (needed)Meeting name and date (optional)

Step 1 Chat Prompt

Review the exact prompt, then paste it into your own AI. For later steps, use the chat chain in Other Formats and Files.

You are an experienced meeting secretary who writes careful, neutral records.
The notes come from an HR or people team meeting, such as a hiring panel debrief or a policy review, and the record may be filed and read later by people who were not there.

Your task is to read the meeting notes below and find every decision: something the group agreed, chose, approved, changed or stopped.

Meeting: People team check-in, October 12

Meeting notes:
People team check-in, Monday, October 12. Present: Alma, Dev.
Agreed to move the new-hire check-in from week five to week four for everyone starting on or after November 2.
Alma will update the onboarding checklist by Wednesday, October 14.
Dev will tell the hiring managers by Friday, October 16.

Rules:
- Use only what is in the notes. Do not add decisions that are not written there.
- Copy the source line word for word from the notes into the Source line column. Copy a short part if the line is long, but do not change any words.
- Do not merge two decisions into one row. Do not include actions or open questions. Do not give advice or comments.

Return exactly one markdown table and nothing else:
| # | Decision | Source line |

If there are no decisions, keep the table and add one row that says "None found".

Send to AICopy and open ChatGPTCopies this result and opens a blank chat. Paste and review it there.

Before Step 2, check: Every item quotes its note.

What This Sample Should Produce

Record the move of the new-hire check-in to week four for hires starting November 2. Alma updates the checklist by October 14 and Dev tells the managers by October 16. The open-questions list should be empty.

A result guide for this invented input, not an AI reply.

Want to see where the materials, steps and checks fit? Watch the general template being built.

The steps, and the check on each

Step 1: Pull out decisions
Find every decision in the notes, and copy the line each one comes from.
Hands back: A table of decisions, each row with the line it came from.
Check:Every item quotes its note
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 2: List the actions
Find every action, with its owner and date, and flag any that are missing one.
Hands back: A table of actions, each with an owner, a due date, the line it came from and an OK or FLAGGED mark.
Check:Every action has an owner and a date, or is flagged
A plain rule. If it fails, run the step again (the n8n file does this for you).
Step 3: Note open questions
List the questions the meeting left open, and who should answer each.
Hands back: A table of open questions, each with who should answer it and the line it came from.
Check:Every open question says who answers
A plain rule. If it fails, run the step again (the n8n file does this for you).

After the last step

Check:Every action quotes its note
A plain rule. If it fails, run the step again (the n8n file does this for you).
Check:Nothing was added that is not in the notes
A second look by the AI. If it fails, run the step again (the n8n file does this for you).

What you need first

Meeting notes(needed)
Paste the notes or transcript as they are. Messy is fine.
Meeting name and date(optional)
For the heading of the record, for example "Weekly ops call, Oct 14".

Ways to adapt it

If your team tracks actions in a tool, change the actions step to return one line per action in the shape your tool imports (for example a spreadsheet row).
If your notes come from an automatic transcript, add a first step that removes filler words and speaker labels before pulling out items.
If you only need actions, delete the first step and the lines in the later steps that refer to its decisions.
Change NOT STATED and FLAGGED to the words your team uses, but change them in every step and in the checks too.

Change this version in the Editor. Its added context stays in every prompt and the general template stays separate.

Notes for HR and people teams

Only a motion that carried, or something the notes say was agreed, is a decision. A panel member's preference or a ranking of candidates is not a decision.
Refer to a candidate by the code or name the notes use, and add nothing about a candidate that the notes do not say.
Keep any line about leave, health or discipline as written and as short as the notes have it. It is for an HR or legal read, so do not summarize it into a conclusion.
Where the notes name a role (the HR partner, the hiring manager) and no person, keep the role as written as the owner.

The scoring guide

Each template check has a criterion marked met or not met; a person must still make the handed checks. (The guides in Quality rate a whole piece of work on three levels.) Under each one is how the real run scored.

Download the scoring guide (Markdown)

Every item quotes its note
A plain rule
Meets:Every decision quotes the line of your notes it came from, word for word.
Does not meet:A decision has no source line, or the quote is not in your notes.
Open model on our own machine:Met
Every action has an owner and a date, or is flagged
A plain rule
Meets:Every action has an owner and a due date, or is marked for follow up.
Does not meet:An action has a blank owner or date and is not marked for follow up.
Open model on our own machine:Met
Every open question says who answers
A plain rule
Meets:Every open question names who answers it.
Does not meet:An open question has no name beside it.
Open model on our own machine:Met
Every action quotes its note
A plain rule
Meets:Every action in the final list quotes a line that is really in your notes.
Does not meet:A final action has a missing or reworded quote.
Open model on our own machine:Met
Nothing was added that is not in the notes
A second look by the AI
Meets:Every decision, action, owner, date and question comes from your notes.
Does not meet:The lists contain an owner, date or item that the notes never gave, or one that was changed.
Open model on our own machine:Met

Open model on our own machine: met 5 of 5

Learn from this template

Each step hands the next one a list in a fixed shape: decisions first, then actions, then open questions, each tied to its line in the notes. A fixed shape lets the next step use the result and lets a check read it.

Where to see it: step 1 (Pull out decisions); step 2 (List the actions); step 3 (Note open questions).

Read the guide: Hand-offs Take the lesson: Hand-offs (lesson 5)

More to read:Worked example: meeting notes Where a person must look Adapting a template

Practice:Spot the mistake: meeting notes

How to write it:How to write meeting minutes

Which one fits?

Use Write up a decision in one minute when one decision needs its own record, with the reasons and a date to look at it again.
Use Pull key facts into a table when you want named facts, such as dates and amounts, laid out in a table from any kind of text.
Use Run a lessons-learned review when a project or event has ended and you want changes for next time, not a record of one meeting.
Use Rewrite for a different reader when the notes are right as they are and must be told again, with every fact kept, for someone who was not in the room.
Use Hand off a task to someone else when you already do the work and are passing it to someone who has not done it before, not turning notes into actions.

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Last run: October 17, 2026: Open model on our own machine, qwen3:14b, checked by qwen3.6:27b
Tools and versions: Open model on our own machine, qwen3:14b, checked by qwen3.6:27b
What was checked: The files, against each tool’s import format, and 1 run, each check’s finding recorded.
Version: 1.0
What changed: First release.

Report a problem with this template How we test

Turn meeting notes into decisions and actions, for HR and people teams

How it runs

The same job, with and without the template

One plain prompt

With this template

Runs and scores

Open model on our own machine, qwen3:14b, checked by qwen3.6:27b

Use This Template

Step 1 Chat Prompt

The steps, and the check on each

Step 1: Pull out decisions

Step 2: List the actions

Step 3: Note open questions

After the last step

What you need first

Ways to adapt it

Notes for HR and people teams

The scoring guide

Learn from this template

Which one fits?

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