# Requirements: AI Meeting Co-Pilot

> **Version 1.1.0 · Last updated 2026-10-22 · Estimated setup time: 45–90 minutes**

Use this checklist before you hand CLONE-INSTRUCTIONS.md to your clone. Your clone will also check most of this during discovery.

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## 1. Required skills / operators

Use the exact names below. **Confirm them in your skill catalog** before saving the skill. Your clone will report the exact names it finds.

> Skill names can differ slightly between orgs. Confirm the exact names in your skill catalog before saving the skill.

| # | Skill / operator (exact name) | What it's used for | Notes |
|---|---|---|---|
| 1 | **GoogleCalendarOperator** (Google) or the **Outlook calendar operator** (Microsoft 365) | Read today's meetings, attendees, video links, event UIDs; find last/next meeting per customer | Must be the **clone's own** calendar |
| 2 | **GoogleGmailOperator** (Google) or the **Outlook email operator** (Microsoft 365) | Read recent threads with attendees; send the daily briefing | Must be the **clone's own** inbox |
| 3 | **joinMeeting** | Schedule the clone into meetings and attend them | Google Meet, Zoom and Teams links |
| 4 | **Image_Operator** | Create the one-page 16:9 infographic | Exact name as in catalog |
| 5 | **Scheduled task** (via the `platform` tool) | Run Meeting Command every weekday at `{RUN_TIME}` | Platform feature; the clone may be able to create it |

**The skill itself:** Google Workspace users can attach the prebuilt skill **Meeting-Command-Google** instead of saving the custom skill. The custom skill in CLONE-INSTRUCTIONS.md works for both Google and Microsoft 365.

## 2. Required connections and permissions

| Connection | Minimum permission | Why |
|---|---|---|
| Calendar (Google or Microsoft 365) | **Read** events and attendees | Find and filter today's meetings |
| Email (Gmail or Outlook) | **Read** + **Send** | Read context; send the briefing to `{BRIEFING_RECIPIENTS}` only |
| Salesforce or HubSpot (if used) | **Read** accounts/companies, contacts, opportunities/deals, cases (Salesforce) or notes/tasks (HubSpot), activities | Customer filtering and context. **No write access needed** |
| Linear (if used) | **Read** issues | Open issue status |
| Knowledge base / Drive (if used) | **View** shared folders and knowledge bases | Product docs, release notes |
| HubSpot marketing (if used) | **Read** send history | Avoid recommending items already sent |

All connections are made by **you** through sign-in (OAuth). Your clone never needs your password.

## 3. Optional add-ons

| Add-on | Adds | Operators |
|---|---|---|
| **Salesforce or HubSpot** | Customer filtering, account notes, contacts and roles, open deals, support context | Salesforce operators or HubSpot operators listed above |
| **Linear** | Open issues with status and owner | Linear_Operator |
| **Meeting archive** | Decisions and action items from past meetings | `meeting_archive` |
| **Shared knowledge base** | Verified answers, release notes | `search_knowledge`, GoogleDriveCoreOperator or Microsoft_OneDrive |
| **HubSpot marketing** | Send history for "Recommended for you" de-duplication | HubspotMarketingOperator |

> **Strongly recommended:** Salesforce or HubSpot. Without it the clone can't confirm who is a current customer and will mark external meetings "Needs review" unless you give it a list of customer domains.

### Salesforce to HubSpot concept mapping

The skill uses generic terms. Map them to your CRM:

| Generic concept | Salesforce | HubSpot |
|---|---|---|
| **Account / company** | Account (SalesforceAccountOperator) | Company (HubspotCompanyOperator) |
| **Contact** | Contact (SalesforceContactOperator) | Contact (HubspotContactOperator) |
| **Opportunity / deal** | Opportunity (SalesforceOpportunityOperator) | Deal (HubspotDealOperator) |
| **Support cases** | Case (SalesforceCaseOperator) | No ticket operator: notes and tasks via HubspotEngagementOperator |
| **Activity** | Task / Event (SalesforceActivityOperator) | Engagement (HubspotEngagementOperator) |
| **Current customer flag** (`{CUSTOMER_DEFINITION}`) | e.g. Account Type = Customer | e.g. Lifecycle stage = Customer |

Field names vary by setup. Write your own rule for `{CUSTOMER_DEFINITION}` in plain words.

### Google to Microsoft 365 mapping

| Concept | Google Workspace | Microsoft 365 |
|---|---|---|
| Calendar | Google Calendar (GoogleCalendarOperator) | Outlook calendar operator |
| Email | Gmail (GoogleGmailOperator) | Outlook email operator |
| Files | Google Drive (GoogleDriveCoreOperator) | OneDrive (Microsoft_OneDrive) |
| Event UID | iCalUID | iCalUId |
| Video link | Google Meet (or Zoom/Teams link in the event) | Teams (or Zoom/Meet link in the event) |
| Prebuilt skill | Meeting-Command-Google | Use the custom skill |

## 4. Data prerequisites

- [ ] **CRM accounts have domains.** Each customer account has a website or email domain filled in, and contacts have email addresses.
- [ ] **Clear customer flag.** Current customers are consistently marked (your `{CUSTOMER_DEFINITION}`), and prospects/vendors are distinguishable.
- [ ] **The clone has its own calendar and inbox** (`{CLONE_INBOX}`), separate from any person's.
- [ ] **Knowledge base shared with the clone**, including release notes / "what's new" content for the weekly updates.
- [ ] **Team habit:** hosts (`{TEAM_HOSTS}`) always add `{CLONE_INBOX}` to customer meeting invites, including recurring series.
- [ ] Customer meetings include a **video link** (phone-only and in-person meetings are skipped).

## 5. Supported meeting platforms

| Platform | Notes |
|---|---|
| **Google Meet** | Allow invited guests to join without asking, or admit manually |
| **Zoom** | Let invited/authenticated users bypass the waiting room, or admit manually |
| **Microsoft Teams** | "Who can bypass the lobby" → People I invite, or admit manually |

Confirm in your catalog that joinMeeting supports the platform you use.

## 6. Roles and permissions

| Who | Needs to |
|---|---|
| **Clone admin** (owner of the clone in the Clone platform) | Attach skills/operators, approve the plan, save the Meeting Command skill, create/approve the scheduled task, set follow-up to owner-only |
| **Connection owner(s)** | Complete OAuth sign-in for calendar, email, Salesforce or HubSpot, and Linear (often the clone admin; the CRM may require a CRM admin to grant a read-only user/app) |
| **Knowledge base owner** | Share the relevant folders/spaces with the clone |
| **Meeting platform admin** | Enable auto-admit for invited guests if it's controlled org-wide |
| **Meeting hosts** (`{TEAM_HOSTS}`) | Add the clone to invites; admit it if needed; share the infographic |

## 7. Estimated setup time

| Step | Time |
|---|---|
| Pre-flight check (this doc) | 5–10 min |
| Clone discovery + placeholders + plan | 10–15 min |
| Your sign-ins, sharing and meeting settings | 15–30 min |
| Save skill + scheduled task | 5–10 min |
| Test run | 15 min |
| **Total** | **45–90 min** |

## 8. Pre-flight checklist

- [ ] I'm the clone admin (or have one available)
- [ ] My clone has its own calendar and inbox
- [ ] Calendar operator (Google or Outlook) attached (or can be)
- [ ] Email operator (Gmail or Outlook) attached (or can be), with send permission
- [ ] joinMeeting available in my catalog
- [ ] Image_Operator available in my catalog
- [ ] I can create scheduled tasks (or the clone can)
- [ ] (Optional) Salesforce or HubSpot operators available and I can sign in with read access
- [ ] (Optional) Linear_Operator available
- [ ] (Google users) Know that Meeting-Command-Google can be attached instead of the custom skill
- [ ] (Optional) Knowledge base ready to share with the clone
- [ ] I know my `{CUSTOMER_DEFINITION}`
- [ ] I've decided `{BRIEFING_RECIPIENTS}` and `{RUN_TIME}`
- [ ] I can change auto-admit / lobby settings (or know who can)
- [ ] I have a test contact email (not a real customer) for the test run

## 9. You're ready when…

- ✅ Every **required** item in section 1 is attached and its connection is signed in.
- ✅ You have answers for all seven placeholders.
- ✅ Salesforce or HubSpot (or a fallback domain list) clearly identifies current customers.
- ✅ You know how the clone will get into meetings (auto-admit or manual admit).
- ✅ Follow-up recaps are set to **owner-only**.
- ✅ You've set aside ~15 minutes today for the test run.

Then download **CLONE-INSTRUCTIONS.md** and give it to your clone.