How I automated my meetings

The entire flow - from booking a meeting to creating a task in ClickUp - runs without a single copy-paste. How I automated the communication process with candidates and clients without coding.

📣 After a series of LinkedIn posts about automation in recruiting, I received dozens of messages:

“Can you show how this works in practice?”

🎯 So today - I’m sharing a concrete example of an automated workflow.

My approach is simple: I only want to spend time on what truly drives results.
At the core of it is the Pareto principle: 20% of effort brings 80% of the outcome.

That’s why I automated the entire meeting cycle with candidates and clients — from the first click to a task in the tracker — without a single manual copy-paste.

And most importantly: the tools we already use often come with built-in automation features.
You don’t need to be a coder or a low-code developer.
Very often, all you need is to know what you want to automate - and the how will follow.

🌀 I’m not technical. I’m just lazy - and I genuinely hate wasting time on things that don’t add value.

Here’s what my automated process looks like 👇

🔁 Step 1: Automatic meeting booking via Calendly

When a candidate or client picks a time slot in Calendly, it automatically triggers a chain of actions:

• A meeting confirmation is sent

• Email reminders are scheduled

• Prep materials or a list of questions can be included (optional)

No manual steps - everything runs automatically.

Here’s what the page looks like when a candidate or client selects a slot in Calendly:

Here’s how I set up email reminders in Calendly:

For this specific meeting type:
- The candidate receives an email reminder
- I get an SMS notification

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✉️ Step 2: Follow-up email after the call
Once the meeting ends, participants automatically receive:

• A thank-you note

• Meeting notes and recording (if a notetaker was connected)

• Links to next steps or additional materials

It looks professional and saves me time on manual follow-ups.

You can also set up different emails for different scenarios
for example, if the meeting was rescheduled or cancelled.

Here’s what the thank-you email looks like - it’s sent automatically 15 minutes after the meeting ends

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🎙 Step 3: Sembly automatically records and creates a summary
During the meeting:

• Sembly joins the Zoom or Google Meet call

• It detects the meeting type (interview, demo, sales, etc.)

• It generates a clear summary with insights, decisions, and action items

• The summary can be saved directly into your CRM or ATS

I choose the format that fits best into my workflow.

Here’s how different meeting types look in Sembly (interview, demo, sales, etc.).
You can manually change the type or set it up so that each specific Calendly link has a pre-assigned meeting type

This is what the summary looks like: insights, decisions, action items
+ the full audio and video recording

All details are automatically sent to meeting participants after the call ends, in a clean and convenient format.

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✅ Step 4: Sembly → ClickUp - tasks are created automatically
Sembly “hears” key phrases like:

“I’ll send the test task by tomorrow”

Based on that, it:

• Automatically creates a task in ClickUp (or Google Tasks)

• With a set deadline and assigned owner

No more “oops, I forgot” - everything’s already in the system.

Here’s how a task is automatically created in ClickUp with a fixed deadline and an assigned owner.

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📣 Step 5: Team sync via Slack or Telegram
When a new task is created, the team receives a notification with:

• Who attended the meeting

• What was discussed

• What was decided

• Links to the summary, notes, and task

This can be done through:

• Slack integration

• A Telegram bot (for those who prefer messaging apps)

Here’s how these automations are set up:

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🤖 How it works technically:
I use Make (you can also use Zapier) to connect everything:

• A new task → triggers a Slack ping to the responsible person

• Task status update → sends an email to the client or candidate

• Telegram → sends reminders to the team chat

It all runs without my involvement.
I just open ClickUp - and everything is already there: what’s done, what’s in progress.

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Here’s the English version of your conclusion:

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🚀 Takeaway:
From "book a meeting" to a created task - it takes about 5 minutes.
💡 No manual copy-paste. Less admin, more focus on what really matters.

📌 Do these automations bring results? Absolutely.
My biggest result as a solo business owner:
In over 2 years, I haven’t hired a single full-time employee - and saved around $150,000.

💡 I’m not sharing this to brag - I’m sharing it to inspire you to try.
Even one small automation can take dozens of repetitive tasks off your plate and free up space for meaningful work.

👀 Start small. Even the simplest scenario is a step toward a more scalable, structured workflow. And remember: you don’t have to be technical to build smart systems 💛