The Workflow Edit | Practical AI Tool Tutorial
How to Use Read.ai Without Generic AI Instructions
When post-meeting admin eats your afternoon and nobody reads your recaps, Read.ai can generate a structured recap with action items and share it automatically — so you never write one from scratch again.
Dear Suzannah
Dear Suzannah, after every client meeting I spend 20 minutes writing up what happened, another 10 figuring out who owes what, and then nobody reads my recap anyway. I am drowning in post-meeting admin.
Let the tool auto-generate the recap and send it to attendees before you even leave the call.
The real use case
Auto-generate client meeting recaps with action items and share them with attendees without manual note-taking.
No prompt needed: use this workflow instead
This tool works through its interface, not a blank prompt. Follow these steps to get the result you need.
- Go to read.ai and sign in. Connect your calendar (Google Calendar or Outlook) so Read.ai can detect upcoming meetings.
- Before a client meeting, open the meeting event in your calendar and confirm Read.ai’s bot is set to join automatically. If not, click ‘Add Read.ai’ to the event.
- Join and conduct the meeting normally. Read.ai joins as a silent participant and captures the transcript, topics, and sentiment in the background.
- When the meeting ends, open the Read.ai dashboard and find the meeting in your recent meetings list. Click it to open the full report.
- Review the auto-generated summary: check the topics, key moments, and action items. Edit any action item that is missing an owner or due date.
- Click ‘Share’ and enter the email addresses of attendees who should receive the recap. Choose ‘Share report link’ so they can view it in their browser.
- Copy the action items section and paste it into your project tracker or CRM. Mark the meeting recap as ‘reviewed’ in Read.ai so you know it is done.
Make the result less generic
- Confirm the Read.ai bot is added to client meetings before they start — it does not auto-join every meeting by default.
- Edit action items immediately after the meeting while you can still correct misattributed owners or vague tasks.
- Use the ‘share report link’ option instead of copying a text dump so attendees see the formatted report, not a wall of text.
- Paste action items into your tracker the same day — do not let them sit in Read.ai where they will get buried under future meetings.
- Mark recaps as ‘reviewed’ after you check them so you can filter out unreviewed meetings later.
Quick human check
- Does every action item in the recap have a named owner and a specific due date?
- Did the tool capture the key decisions, or just a summary of what was discussed?
- Were all attendees able to open the shared recap link without a login barrier?
- Did you paste the action items into your tracker, or are they still only in Read.ai?
- If you skipped writing a manual recap, would a colleague who missed the meeting still know what happened and what to do?
