How to Send Meeting Notes Reminders with Power Automate

My flows > + New flow > Scheduled cloud flow

Create scheduled cloud flow

Go to make.powerautomate.com and click My flows in the left sidebar. Click + New flow, then Scheduled cloud flow. Name it 'Meeting Notes Reminder' and set it to run every 5 minutes. This frequency ensures you catch meetings within 20 minutes of ending.

1. 1Click My flows in the left sidebar
2. 2Click + New flow button
3. 3Select Scheduled cloud flow
4. 4Name: 'Meeting Notes Reminder'
5. 5Set repeat every 5 minutes

Flow designer > + New step > Google Calendar > Get events (V3)

Add Google Calendar connector

Click + New step and search for 'Google Calendar'. Select 'Get events (V3)' action. This gives you more control over time filtering than the basic Get events action. You'll need to authenticate with a Google account that has access to the calendars you want to monitor.

1. 1Click + New step
2. 2Type 'Google Calendar' in the search box
3. 3Select 'Get events (V3)' action
4. 4Sign in to your Google account
5. 5Allow Power Automate permissions

Google Calendar action > Parameters

Configure calendar time filter

Set Calendar Id to your primary calendar or specific team calendar. For Time Min, use this expression: addMinutes(utcNow(), -20). For Time Max, use: addMinutes(utcNow(), -15). This looks for events that ended between 15-20 minutes ago, giving you a 5-minute window each run.

1. 1Select your calendar from Calendar Id dropdown
2. 2Click Time Min field and switch to Expression tab
3. 3Enter: addMinutes(utcNow(), -20)
4. 4Click Time Max field and enter: addMinutes(utcNow(), -15)
5. 5Set Max Results to 50

Flow designer > + New step > Control > Condition

Add condition to check for organizer

Click + New step and add a Condition control. This filters out meetings where the authenticated user isn't the organizer. Set the condition to check if the Organizer Email from Google Calendar equals your email address. This prevents sending reminders for meetings you didn't organize.

1. 1Click + New step
2. 2Search for 'Condition' and select it
3. 3Click first value box
4. 4Select 'Organizer Email' from dynamic content
5. 5Set operator to 'is equal to'
6. 6Enter your email in the second value box

Condition > Yes branch > Apply to each

Add apply to each loop

In the Yes branch of the condition, add an Apply to each control. Select 'value' from the Google Calendar dynamic content. This handles multiple meetings that might have ended in your 5-minute window. Each meeting will get its own reminder.

1. 1Click Add an action in the Yes branch
2. 2Search for 'Apply to each'
3. 3Select Apply to each control
4. 4Click the select output box
5. 5Choose 'value' from Google Calendar dynamic content

Apply to each > Add an action > Microsoft Graph > Get user profile (V1)

Get meeting organizer details

Inside the Apply to each loop, add a Microsoft Graph action called 'Get user profile (V1)'. Set the User ID or Principal Name to the Organizer Email from the current item. This gets the organizer's display name and other details needed for the Slack message.

1. 1Click Add an action inside the Apply to each
2. 2Search for 'Microsoft Graph'
3. 3Select 'Get user profile (V1)'
4. 4Set User ID to 'Organizer Email' from dynamic content
5. 5Leave other fields at defaults

Apply to each > Add an action > Slack > Get user info

Add Slack user lookup

Add a Slack action called 'Get user info'. Set the User field to the Display Name from the Graph action. This finds the Slack user ID needed for direct messaging. Slack needs the internal user ID, not the display name, for DMs.

1. 1Click Add an action after the Graph step
2. 2Search for 'Slack' and authenticate if needed
3. 3Select 'Get user info' action
4. 4Set User field to 'Display Name' from Graph
5. 5Leave other parameters empty

Apply to each > Add an action > Slack > Post message

Send direct message reminder

Add the 'Post message' Slack action. Set Channel to the User ID from the previous step. Create a message mentioning the meeting subject and asking for notes. Include the meeting subject and end time in your message for context.

1. 1Add Slack 'Post message' action
2. 2Set Channel to 'User ID' from Get user info
3. 3Set Message to include meeting Subject from Google Calendar
4. 4Add text like 'Please share notes from your meeting:'
5. 5Include End Time for reference

Condition > Yes branch > Parallel branch > Compose

Add error handling

Go back to the main flow and add a parallel branch to the Yes condition. Add a 'Compose' action to log failed meetings. This catches cases where the Graph lookup or Slack user lookup fails, so you know which meetings didn't get reminders.

1. 1Click the + icon next to Apply to each
2. 2Select 'Add a parallel branch'
3. 3Add a Compose action
4. 4Set inputs to meeting Subject and Organizer Email
5. 5Name it 'Failed Meeting Log'

Flow designer > Test > I'll perform the trigger action

Test and activate flow

Click Save, then Test in the top menu. Choose 'I'll perform the trigger action' and run the test. Check that it finds recent meetings and sends test messages. Once verified, turn on the flow and it will run every 5 minutes automatically.

1. 1Click Save in the top right
2. 2Click Test button
3. 3Select 'I'll perform the trigger action'
4. 4Click Test & Continue
5. 5Wait for test results
6. 6Turn flow On if successful

Add this expression in the Slack message text field to make reminders more personal and include the exact time delay for accountability.

concat(
  'Hi ', 
  outputs('Get_user_profile_(V1)')?['body/displayName'], 

concat(
  'Hi ', 
  outputs('Get_user_profile_(V1)')?['body/displayName'], 
  '! Your meeting "', 
  items('Apply_to_each')?['summary'], 
  '" ended ', 
  div(sub(ticks(utcNow()), ticks(items('Apply_to_each')?['end/dateTime'])), 600000000), 
  ' minutes ago. Please share the notes when you get a chance! 📝'
)