/int-sync-meetings

name: int-sync-meetings
description: "Sync meetings from Fathom — fetch new recordings, save JSON, generate transcripts and summaries, update indexes. Use when user says 'sync meetings', 'sync fathom', 'update meetings', 'sync calls', or similar."

Sync Meetings

Complete pipeline to sync Fathom meetings and organize them in `workspace/meetings/`.

Prerequisites

• `FATHOM_API_KEY` configured (see skill `fathom`)
• `jq` installed
• Script `fathom.sh` available at `.claude/skills/fathom/fathom.sh`

Full Workflow

When triggered, execute the steps below **in order**:

Step 1 — Fetch today's meetings

By default, fetch only **today's** meetings:

# Fetch today's meetings with summary and action items
{project-root}/.claude/skills/fathom/fathom.sh meetings --after "$(date +%Y-%m-%d)" --include-summary --include-actions

If the user specifies a different period (e.g., "sync this week", "sync yesterday"), adjust `--after` and add `--before` as needed:

• "sync de ontem": `--after "$(date -v-1d +%Y-%m-%d)" --before "$(date +%Y-%m-%d)"`
• "sync da semana": `--after "$(date -v-7d +%Y-%m-%d)"`
• "sync do mês": `--after "$(date -v-1m +%Y-%m-%d)"`

The API already returns `default_summary.markdown_formatted` and complete `action_items` — no extra calls needed.

Step 2 — Filter unprocessed (CRITICAL — anti-duplication)

Read the file of already processed IDs:

{project-root}/workspace/meetings/.state/fathom-processed-recording-ids.txt

Compare with the returned `recording_id`. Process only IDs that **do not exist** in this file.

**IMPORTANT:** This step is mandatory and cannot be skipped. If the ID already exists in the file, the meeting **MUST NOT be reprocessed** under any circumstances — no summary, no tasks, no notification.

If there are no new meetings, **stop immediately and stay silent** — do NOT send any Telegram notification. Do not continue to the following steps.

Step 3 — Save raw JSON

For each new meeting, save the complete JSON to:

{project-root}/workspace/meetings/fathom/YYYY-MM-DD/YYYY-MM-DD__{recording_id}__{slug-do-titulo}.json

Where:

• `YYYY-MM-DD` = date from `created_at`
• `slug-do-titulo` = title in lowercase, spaces→hyphens, without special characters

Step 4 — Classify project

Determine the project based on the meeting title:

| Title pattern | Project | |---|---| | Main API, API | `main-api` | | CRM, Product | `crm-product` | | Academy, Course | `academy` | | Partner, Partnership | `partner` | | Financial, NF, Invoice | `foundation` | | Planning, Sprint, Grooming | infer from context | | Sales, Partnership | `sales` | | Operations, Internal, Daily | `internal` | | (default) | `other` |

Step 5 — Save summary

Use the `default_summary.markdown_formatted` that already came in the API response (Step 1).

Read the template at `.claude/templates/meeting-summary.md` and fill with the meeting data.

Save to:

{project-root}/workspace/meetings/summaries/{project}/YYYY-MM-DD__{project}__meeting__{slug}__{recording_id}.summary.md

File format (based on the template):

---
date: YYYY-MM-DD
title: {original title}
project: {project}
type: meeting
status: summary
tags: [fathom, meeting]
recording_id: {recording_id}
recording_url: {url or share_url}
people: [{names from calendar_invitees}]
---

{content from default_summary.markdown_formatted}

## Action Items

{list of action_items formatted as checklist:}
- [ ] **{assignee.name}** — {description} ([{recording_timestamp}]({recording_playback_url}))

Step 6 — Todoist triage (action items to tasks)

For each processed meeting, extract the `action_items` and create tasks in Todoist.

**BEFORE CREATING ANY TASK — mandatory anti-duplication check:**

1. Check the local state file:

   {project-root}/workspace/meetings/.state/fathom-todoist-sync.json

If the `recording_id` already has synced tasks, **DO NOT create new tasks**. Skip to Step 7.

2. Search Todoist for existing tasks with the meeting title or recording_id in the comment:

   todoist list --filter "search: {meeting title}"

If you find tasks that clearly correspond to the same action items, **DO NOT duplicate**. Record the existing IDs in `fathom-todoist-sync.json` and skip.

**Triage rules (only if passed the check above):**

1. **Translate to PT-BR** — all action items must be translated to Brazilian Portuguese 2. **Default project: `Evolution`** — all tasks go to the Evolution project in Todoist, unless explicitly instructed otherwise 3. **Actionable context** — each task must have:

• Clear and translated title (do not copy raw English from Fathom)
• Comment with concrete context: origin (meeting + date), objective, next step, and recording link

4. **Group by meeting** — use sections/labels to identify which meeting it came from 5. **Filter by assignee** — create tasks only for action items assigned to the user (or without assignee). Items assigned to others are recorded only in the summary as reference

**Todoist task format:**

Title: {translated and clear action in PT-BR}
Project: Evolution
Priority: p3 (default) — raise to p2 if blocker or near deadline
Comment: 
  📋 Origin: {meeting title} ({date})
  🎯 Objective: {what this action resolves}
  ➡️ Next step: {concrete action}
  🔗 Reference: {recording_playback_url link}

**Execute directly, without intermediate report.** Do not list tasks before creating — create and confirm at the end.

Step 7 — Mark as processed (IMMEDIATELY after each meeting)

**CRITICAL:** This step must be executed **immediately after processing EACH meeting individually**, NOT at the end of all. This prevents a crash mid-processing from causing reprocessing.

Add the `recording_id` to the state file:

{project-root}/workspace/meetings/.state/fathom-processed-recording-ids.txt

One ID per line. Append, do not overwrite.

Also update `fathom-todoist-sync.json` with the created task IDs.

**Order per mee