AI Meeting Intelligence Hub

Problem and target customer

Why this exists

Customer problem

Recurring meetings produce decisions and assignments that disappear into recordings or personal notes. Team members cannot reliably find what was agreed, and action items lose owners and due dates once the call ends.

Who pays

Remote product and operations teams that hold recurring meetings and need a shared, searchable record of decisions and follow-through.

Business model

Monthly workspace subscription with included meeting minutes and usage-based overage.

Editorial note

The hub is organized around recurring team memory, not one-off file conversion. Calendar series provide the navigation boundary, while transcript timestamps provide the evidence boundary for every generated claim.

Task extraction is incomplete until a participant confirms the wording, owner, and due date. Keeping draft and confirmed states separate prevents polished model output from silently becoming an assignment.

The strongest beta signal is whether people can retrieve a decision and close confirmed work across several meetings. Live attendance, coaching, and broad calendar capture can wait until that shared-memory behavior is proven.

Choose your next step

What do you need next?

Evaluate the operating tradeoffs quickly, or inspect how to build the MVP.

Evaluate this ideaSee the cost and deployment preview

Compare the three operating paths at the default workload before opening the full calculator.

See cost preview Build this ideaInspect the build blueprint

Review MVP scope, workflow, states, data rules, architecture, and acceptance criteria.

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Evaluation preview

What would it take to run?

Directional infrastructure estimates for the current 10,000 meeting minutes assumption. Open the full calculator when you are ready to change it.

Open full cost and deployment

ManagedSelected

$33-$73/ month

Managed app, database, queue, and workers for recurring meeting ingestion and review.

Lowest operating effort

Lean self-hosted

$35-$71/ month

One operator-managed server runs the application and job pipeline.

Lowest baseline cost

More control

$68-$148/ month

Separate web, database, and worker capacity for concurrent recurring meetings.

Most separation and control

Build blueprint

Build the first paid use case

Product goal

Who it serves and what it must change

Target user: A team lead or participant who needs to find decisions and verify assigned work across recurring meetings.
Problem: Recordings are hard to search, personal notes disagree, and extracted tasks are not trustworthy without owner confirmation and transcript evidence.
Measurable outcome: After a connected meeting is processed, a participant can search for a topic, open the cited transcript moment, confirm an action owner and due date, and mark the item complete.

MVP scope

What ships now and what waits

Included

Calendar connection for selected recurring series
Recording upload attached to a calendar occurrence
Speaker-aware transcript with timestamps
Cited summary, decisions, and action-item drafts
Human assignment and confirmation of action items
Keyword search across transcript segments, decisions, and confirmed actions

Excluded

Meeting bot that joins calls
Live coaching
Automatic task creation without confirmation
Organization-wide calendar ingestion
Sentiment-based employee scoring

UX and user flow

Screens, actions, and states

Meeting Library

List recurring series and processed occurrences with search and status.

Connect calendarChoose seriesSearch meetingsUpload recording

Processing Review

Show upload, transcription, and insight progress with retryable failures.

View stageRetry failed stageCancel upload

Meeting Detail

Pair recording playback and timestamped transcript with cited summary and decisions.

Jump to evidenceCorrect speakerEdit summaryConfirm decision

Action Board

Let participants assign, confirm, filter, and complete extracted work.

Assign ownerSet due dateConfirm actionMark complete

Search Results

Return relevant transcript segments and confirmed artifacts across selected series.

Filter seriesOpen timestampOpen action

Primary flow

Administrator connects a calendar and opts in specific recurring series.
A participant uploads a recording to the matching occurrence and confirms recording consent.
Workers store media, transcribe with speaker timestamps, then draft summary, decisions, and actions with segment references.
Participants correct speaker labels and confirm or reject each extracted decision and action assignment.
The indexed transcript and confirmed artifacts become available to scoped search and the action board.

Loading, empty, and error states

Scheduled
Awaiting recording
Uploading
Transcribing
Extracting
Needs review
Published
Processing failed
Recording removed

Core entity outline

Entities and business rules

MeetingSeries

An opted-in recurring calendar series and its workspace access boundary.

Fields: calendar_provider, external_series_id, title, organizer_id, capture_enabled
Relations: Has many MeetingOccurrences

MeetingOccurrence

One scheduled call and its processing lifecycle.

Fields: series_id, external_event_id, starts_at, status, recording_key, duration_seconds, consent_confirmed_at
Relations: Belongs to one MeetingSeries, Has one Transcript, Has many MeetingArtifacts

Transcript

The versioned transcription result for an occurrence.

Fields: meeting_id, provider_job_id, language, status, version, error_code
Relations: Has many TranscriptSegments

TranscriptSegment

Searchable speech text with time and speaker boundaries.

Fields: transcript_id, start_ms, end_ms, speaker_label, text, confidence
Relations: May support many MeetingArtifacts

MeetingArtifact

A summary point, decision, or action with evidence and review state.

Fields: meeting_id, artifact_type, text, status, owner_id, due_at, completed_at, source_segment_ids
Relations: Belongs to one MeetingOccurrence, References TranscriptSegments

Business rules

Only explicitly selected series may accept recordings through the calendar flow.
A recording cannot enter transcription without a user confirming participant consent responsibility.
Generated decisions and actions remain Draft until a participant confirms or rejects them.
Every summary point, decision, and action must reference at least one transcript segment from the same occurrence.
Search results inherit workspace and series access; deleted recordings do not remove confirmed text unless the retention policy requires it.

Architecture and data flow

Components, integrations, and controls

Meeting workspace

Handle library, upload, transcript review, evidence navigation, action board, and search.

Calendar connector

Sync only opted-in series and map external events to occurrences.

Media and transcription worker

Validate recordings, submit transcription, normalize speaker segments, and expose stage failures.

Insight worker

Generate structured artifacts from transcript segments and validate same-meeting citations.

PostgreSQL and text index

Store meeting state, segments, evidence links, review changes, and scoped search vectors or full-text terms.

Integrations

Calendar API with least-privilege event scopes
AssemblyAI pre-recorded transcription
LLM API for cited summary and task drafts
Cloudflare R2-compatible private media storage
Optional Make webhook for confirmed actions

Data flow

Calendar sync creates or updates selected occurrences without importing unrelated events.
A signed upload writes the recording to private storage and queues transcription using the saved meeting ID.
Normalized transcript segments are persisted before the insight worker receives bounded segment IDs and text.
Confirmed artifacts enter search and optional task handoff; rejected drafts remain auditable but hidden from default views.

Failure handling

A calendar sync failure must not delete existing occurrences; show the last successful sync time.
A failed transcription keeps the recording and offers a retry without another upload.
Invalid or uncited model output marks extraction Failed and does not publish partial artifacts.
If task handoff fails, keep the confirmed action locally and expose retry status.

Security

Encrypt OAuth tokens and keep calendar scopes read-only and event-limited where the provider permits.
Use private media objects and short-lived playback URLs.
Enforce workspace access on search, worker callbacks, and segment fetches.
Provide retention settings for recordings separately from transcripts and derived artifacts.

Rate limits

Limit recording duration, size, and concurrent processing minutes per workspace.
Serialize insight extraction per transcript version and deduplicate retries.
Respect calendar, transcription, model, and optional task-tool quotas with per-integration backoff.

Deliverables and acceptance

Definition of done for the MVP

Deliverables

Calendar opt-in and recurring meeting library
Private upload and two-stage processing pipeline
Timestamped transcript and evidence-linked artifact review
Confirmed action board and scoped search
Consent, isolation, retry, and retention tests

Acceptance criteria

Connecting a calendar imports only a series an administrator selected.
A processed recording yields ordered speaker segments and each draft artifact opens a matching timestamp.
No extracted action appears as confirmed until a participant assigns or accepts its owner.
Search never returns content from a workspace or private series the user cannot access.
When transcription fails, retrying reuses the stored recording and does not create a duplicate occurrence.

Recommended stack

Enough technology for the first version

Stack patternAI workflow dashboard

A reviewable workspace for turning operational records, AI assistance, and human decisions into a repeatable workflow.

Explore the pattern

Web application

Next.js and Tailwind CSS

Combine media review, transcript navigation, actions, and search in one responsive workspace.

Data and search

PostgreSQL full-text search

Keep access boundaries, segments, citations, and action states together before adding a separate search engine.

Jobs

BullMQ and Redis

Separate upload, transcription, extraction, and retry stages.

Transcription

AssemblyAI

Provide timed speaker segments with usage tied directly to processed audio.

OpenAI Responses API

Return structured decisions and actions with segment IDs that can be validated.

Storage

Cloudflare R2

Keep recordings private with lifecycle deletion and signed playback.

Why this is sufficient

Recurring-series context and cross-meeting retrieval distinguish this hub from a one-off summarizer. The design preserves timestamps through separate transcription and insight stages so every generated artifact remains reviewable.

Not required for the MVP

Meeting attendance botVector database at beta scaleReal-time transcriptionPayment processor integrationNative mobile app

Next stepTurn the blueprint into an execution plan

Copy the build prompt, model the operating cost, and choose where to deploy.

Build and ship

Execution

Build, price, and deploy the MVP

Once the blueprint is clear, use the prompt, cost model, and deployment options to start building.

Build prompt

Copy this into a builder

Build a Next.js workspace with PostgreSQL, calendar OAuth, private media storage, and separate transcription and insight workers. Preserve timestamps from transcript through summary and action review.

Build prompt

Your build prompt is ready

Open the prompt pack whenever you are ready to take this blueprint into your builder.

Based on the blueprintReady for your builderFollow-up steps included

Cost calculator

Model the MVP operating cost

A technical run-cost estimate for the first production version. Team, acquisition, payment fees, and business COGS are excluded.

Estimated monthly total$33-$73

$3.28-$7.3 per 1,000 meeting minutes

Meeting minutes processed / month10,000 meeting minutes

Selected pathEasiest

Pricing checkedAug 2, 2026

Cost breakdown

$33-$73 per month

Low and high values allow for usage variance and plan headroom.

Managed processing stack

Managed app, database, queue, and workers for recurring meeting ingestion and review.

20K meeting minutes included, then $5-$15 per 20K meeting minutes

$5-$25

Meeting transcription

Pre-recorded speech-to-text with speaker diarization, billed here per 60 processed minutes.

0 included, then $0.15-$0.23 per 60 meeting minutes

$25-$38

Meeting insight extraction (GPT-5.4 mini)

Transcript text and structured summary, decision, and action output per processed minute.

10K meeting minutes x 250 input + 40 output tokens

$2.76-$4.59

Recording storage

Private recording retention and object operations for the beta workload.

Monthly allowance from this idea's operating profile

$0-$5

Included

Application, database, queue, and worker hosting
Pre-recorded transcription
Summary and action extraction
Private recording storage
Backups

Not included

Meeting hardware
Task-management subscriptions
Historical recording migration
Legal or consent review
Human transcript correction labor

Pricing basis

The estimate combines the selected infrastructure path, required operating modules, selected optional modules, and usage above included monthly allowances. Taxes and regional uplifts are excluded.

Railway pricing AssemblyAI pricing OpenAI model pricing Cloudflare R2 pricing

Deployment options

Pick the operational tradeoff

Choose based on operating preference, not only the headline price.

EasiestRecommended

Railway

Host the application, database, Redis, and staged workers with a small operational footprint.

$5-$25/month plus transcription, model, and storage

Good fit

Managed beta
Background processing
Recurring team meetings

Limitation

Worker and media activity can move spend beyond the plan minimum.

Deploy the meeting hub

Cheapest

Vultr

Run the app, worker, and database on one small Vultr VPS with Docker Compose and explicit backups.

$7-$23/month plus APIs

Good fit

Hands-on operator
Low fixed cost
Single-region pilot

Limitation

Queue durability, backups, monitoring, and security updates are self-managed.

Deploy on Vultr View the lean VPS guide

More control

DigitalOcean

Separate application, worker, data, storage, and backup responsibilities as the workload grows.

$40-$100/month plus APIs

Good fit

Service separation
Higher concurrency
Recovery planning

Limitation

More components increase operational work without replacing external transcription costs.

Explore DigitalOcean View the separated cloud guide

Start building

Prototype, automate, then deploy

Recommended route

01Vibe-coding builderPrototype the recurring-meeting library

Use Lovable to test calendar setup, meeting processing, transcript navigation, evidence-linked summaries, action ownership, and cross-meeting search.

Open Lovable 02AutomationHandoff approved actions

Use Make after validation to copy confirmed action items into an existing task tool; generation and human approval remain inside the hub.

Open Make 03DeployRun ingestion and processing workers

Deploy the web API, database, queue, and workers on Railway while recordings stay in private object storage.

Open Railway

AI Meeting Intelligence Hub

Is this worth validating?

Build this if

Avoid this if

Validate first

Why this exists

Customer problem

Who pays

Business model

What do you need next?

What would it take to run?

Build the first paid use case

Who it serves and what it must change

What ships now and what waits

Included

Excluded

Screens, actions, and states

Primary flow

Loading, empty, and error states

Entities and business rules

Business rules

Components, integrations, and controls

Integrations

Data flow

Failure handling

Security

Rate limits

Definition of done for the MVP

Deliverables

Acceptance criteria

Enough technology for the first version

Next.js and Tailwind CSS

PostgreSQL full-text search

BullMQ and Redis

AssemblyAI

OpenAI Responses API

Cloudflare R2

Why this is sufficient

Not required for the MVP

Build, price, and deploy the MVP

Copy this into a builder

Your build prompt is ready

Model the MVP operating cost

Usage assumptions

$33-$73 per month

Included

Not included

Pricing basis

Pick the operational tradeoff

Railway

Good fit

Limitation

Vultr

Good fit

Limitation

DigitalOcean

Good fit

Limitation

Prototype, automate, then deploy

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