MeetLoop

AI-Powered Meeting Accountability Platform
Meetings End. Commitments Shouldn't.

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📌 The Problem

"Average teams waste 31 hours a month in unproductive meetings."

Every organization faces the same pain points after meetings end:

Problem	Impact
Commitments Evaporate	Verbal agreements vanish the moment the call ends. No record, no follow-up.
No One Knows Who Owes What	Shared responsibility = zero responsibility. Tasks go unclaimed and unfinished.
Managers Are Blind	Leaders chase status updates manually. No visibility into who's delivering vs. stalling.
Manual Note-Taking is Broken	Writing down tasks by hand is slow, error-prone, and people still forget to do it.

MeetLoop solves this by using Google Gemini AI to automatically extract tasks, decisions, and owners from raw meeting notes — then tracking every commitment to completion with real-time dashboards and notifications.

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🚀 User Walkthrough (Demo Flow)

Here is a step-by-step flow of how a user experiences MeetLoop:

1. Onboarding & Team Creation

   • A Team Lead signs up and creates a new workspace (e.g., "Engineering Team").
   • MeetLoop generates a unique 8-character invite code.
   • Contributors (team members) sign up, enter the invite code, and instantly join the workspace.

2. Conducting a Meeting

   • The Team Lead holds a meeting (e.g., a Sprint Planning session).
   • Instead of manually assigning tasks, the Lead pastes the raw meeting notes or Zoom transcript into the New Meeting page.
   • The Lead clicks Extract with AI.

3. AI Task Extraction & Review

   • Gemini AI processes the text, understands the context, matches names to team members, and generates a structured list of Tasks and Decisions.
   • The Team Lead reviews the preview, makes any minor adjustments, and clicks Save.

4. The Digital Handshake

   • As soon as the meeting is saved, Socket.io triggers real-time notifications to all assigned Contributors.
   • Contributors see their new tasks appear instantly on their My Workspace dashboard.

5. Tracking & Accountability

   • Contributors update their task statuses (Open → Done).
   • The Team Lead monitors the Command Center and Analytics pages to see who is delivering on time, who is stalling, and the overall reliability score of the team.

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💡 Visual Walkthrough

MeetLoop transforms chaotic meeting notes into structured, trackable accountability in three steps:

Step 1 → Paste Notes

Drop your raw meeting transcript, Zoom notes, or any text into MeetLoop. Upload .txt, .vtt files directly. No manual cleanup required.

Step 2 → AI Extracts Tasks & Decisions

Google Gemini AI analyzes the notes and automatically identifies:

• Action Items — with assigned owners, due dates, and priority levels
• Strategic Decisions — permanent record of what was agreed upon
• Meeting Summary — a concise overview generated by AI

Step 3 → Track Accountability & Analytics

Every team member sees their commitments on a personal dashboard. Team Leads get a command center with live reliability scores, overdue alerts, and performance analytics.

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✨ Key Features

🤖 AI-Powered Task Extraction

• Uses Google Gemini AI (with multi-model fallback: gemini-2.0-flash → gemini-1.5-flash → gemini-pro)
• Intelligently matches nicknames to real team member names
• Converts relative dates ("by Friday", "tomorrow") to absolute dates
• Identifies first-person references ("I will", "me") and assigns to the Team Lead
• Supports preview-before-save workflow so leads can review and edit extracted tasks

👥 Team Workspaces

• Create private team vaults with auto-generated 8-character invite codes
• Onboard members instantly — share the code or send email invitations
• Role-based access: Team Lead (create meetings, assign tasks) vs Contributor (view & complete tasks)
• Regenerate invite codes for security

📊 Dual-View Dashboard

• Contributor View — "My Workspace" with personal tasks, reliability score, upcoming deadlines, and overdue alerts
• Team Lead View — "Command Center" with team-wide metrics, member progress table, operational risks, and stalled task alerts
• Real-time updates via Socket.io — no page refresh needed

✅ Commitment Tracking

• Personal commitment cards with status management (Open → Done / Blocked / Overdue)
• Priority indicators (HIGH / MEDIUM / LOW)
• Due date tracking with overdue detection
• Completion rate and reliability score calculations

📈 Analytics & Leaderboard

• Task Completion Rate — stacked bar chart across recent meetings
• Meeting Type Distribution — donut chart breakdown (Sprint Planning, Daily Standup, etc.)
• Priority Breakdown — visual distribution of HIGH/MEDIUM/LOW tasks
• Team Leaderboard — members ranked by reliability score, punctuality, and volume
• Estimated Hours Saved — calculated from AI-processed meeting count

🔔 Real-Time Notifications

• In-app notifications via Socket.io with sound alerts
• Notification types: Task Assigned, Task Completed, Task Reminder, Team Invite, Meeting Created
• Team Leads can send manual reminders to stalled task owners
• Respects user notification preferences

📝 Decision Log

• Every strategic decision captured alongside tasks
• Permanent, searchable record of what was agreed upon
• Auto-extracted by AI from meeting context

⚙️ Settings & Preferences

• Profile management (name, job role, profile picture)
• Notification preferences (toggle in-app alerts, AI summaries)
• Account purge (GDPR-friendly complete data deletion)
• Password reset via email with secure tokenized links

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🏗️ System Architecture

┌─────────────────────────────────────────────────────────────────┐
│                         CLIENT (React + Vite)                   │
│                     Deployed on Vercel                          │
│                                                                 │
│  ┌──────────┐  ┌──────────┐  ┌──────────┐  ┌───────────────┐   │
│  │  Landing  │  │   Auth   │  │Dashboard │  │  New Meeting   │   │
│  │   Page    │  │  Pages   │  │  Layout  │  │  (AI Extract)  │   │
│  └──────────┘  └──────────┘  └──────────┘  └───────────────┘   │
│  ┌──────────┐  ┌──────────┐  ┌──────────┐  ┌───────────────┐   │
│  │ Meetings │  │  Teams   │  │Analytics │  │  Commitments   │   │
│  │   Page   │  │   Page   │  │   Page   │  │     Page       │   │
│  └──────────┘  └──────────┘  └──────────┘  └───────────────┘   │
│                                                                 │
│  Context: AuthContext │ NotificationContext │ SearchContext      │
│  Real-time: Socket.io Client                                    │
└───────────────────────────┬─────────────────────────────────────┘
                            │ REST API + WebSocket
                            ▼
┌─────────────────────────────────────────────────────────────────┐
│                     SERVER (Node.js + Express)                  │
│                     Deployed on Render                          │
│                                                                 │
│  ┌──────────────────────────────────────────────────────────┐   │
│  │                    Middleware Layer                       │   │
│  │         JWT Authentication │ CORS │ Body Parser          │   │
│  └──────────────────────────────────────────────────────────┘   │
│                                                                 │
│  ┌──────────┐  ┌──────────┐  ┌──────────┐  ┌───────────────┐   │
│  │   Auth   │  │ Meeting  │  │   Team   │  │ Notification  │   │
│  │Controller│  │Controller│  │Controller│  │  Controller   │   │
│  └──────────┘  └──────────┘  └──────────┘  └───────────────┘   │
│                      │                                          │
│              ┌───────┴───────┐                                  │
│              │  Google Gemini│                                   │
│              │   AI Engine   │                                   │
│              └───────────────┘                                  │
│                                                                 │
│  Utils: sendEmail (Nodemailer) │ notificationHelper (Socket.io) │
│  Real-time: Socket.io Server (Rooms: user, meeting, team)       │
└───────────────────────────┬─────────────────────────────────────┘
                            │
                            ▼
┌─────────────────────────────────────────────────────────────────┐
│                     DATABASE (MongoDB Atlas)                    │
│                                                                 │
│  Collections: Users │ Teams │ Meetings │ Notifications │ Contact│
└─────────────────────────────────────────────────────────────────┘

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🗃️ Data Models

User

Field	Type	Description
name	String	Display name
email	String	Unique, validated email
password	String	bcrypt hashed, not returned by default
role	Enum	Team Lead or Contributor
profilePic	String	Base64 encoded profile image
jobRole	String	e.g., "Product Manager"
preferences	Object	{ emailNotifications, aiSummaries }
resetPasswordToken	String	SHA-256 hashed reset token

Team

Field	Type	Description
name	String	Team name (max 50 chars)
description	String	Brief description
creator	ObjectId → User	Team Lead who created it
members[]	Array	{ user, role, joinedAt }
inviteCode	String	Auto-generated 8-char hex code
maxMembers	Number	Default 10 (free tier)

Meeting

Field	Type	Description
title	String	Meeting title (max 100 chars)
team	ObjectId → Team	Which team this belongs to
date	Date	Meeting date
meetingType	Enum	Sprint Planning, Daily Standup, etc.
notes	String	Raw meeting notes / transcript
summary	String	AI-generated meeting summary
tasks[]	Array	{ description, assignedTo, dueDate, priority, status }
decisions[]	Array	{ title, description }
aiProcessed	Boolean	Whether AI extraction was run

Notification

Field	Type	Description
recipient	ObjectId → User	Who receives it
sender	ObjectId → User	Who triggered it
type	Enum	TASK_ASSIGNED, TASK_COMPLETED, TASK_REMINDER, etc.
title	String	Notification title
message	String	Notification body
link	String	Deep link to relevant page
read	Boolean	Read/unread status

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🔌 API Reference

Authentication

Method	Endpoint	Description	Access
POST	/api/auth/register	Register new user	Public
POST	/api/auth/login	Login & get JWT	Public
GET	/api/auth/profile	Get current user profile	Private
PUT	/api/auth/profile	Update profile & preferences	Private
DELETE	/api/auth/purge	Delete account & all data	Private
POST	/api/auth/forgotpassword	Send password reset email	Public
PUT	/api/auth/resetpassword/:token	Reset password with token	Public

Teams

Method	Endpoint	Description	Access
GET	/api/teams	List all user's teams	Private
POST	/api/teams	Create a new team	Team Lead
POST	/api/teams/join	Join team via invite code	Private
GET	/api/teams/:id	Get team details	Member
PUT	/api/teams/:id	Update team info	Creator
DELETE	/api/teams/:id	Delete team	Creator
DELETE	/api/teams/:id/members/:userId	Remove a member	Creator
DELETE	/api/teams/:id/leave	Leave a team	Member
PUT	/api/teams/:id/regenerate-code	Regenerate invite code	Creator
POST	/api/teams/:id/invite	Send invite email	Creator

Meetings

Method	Endpoint	Description	Access
GET	/api/meetings	Get all meetings for user's teams	Private
POST	/api/meetings	Create meeting (with AI extraction)	Team Lead
GET	/api/meetings/:id	Get single meeting details	Member
PUT	/api/meetings/:id	Update meeting	Creator
DELETE	/api/meetings/:id	Delete meeting	Creator
POST	/api/meetings/extract-preview	AI extraction without saving	Team Lead
POST	/api/meetings/:id/extract	Re-run AI extraction on existing notes	Creator
PUT	/api/meetings/:id/tasks/:taskId	Update task status/details	Assignee/Creator
POST	/api/meetings/:id/tasks/:taskId/remind	Send reminder to task assignee	Creator
GET	/api/meetings/my-tasks	Get all tasks assigned to current user	Private

Notifications

Method	Endpoint	Description	Access
GET	/api/notifications	Get user's notifications	Private
PUT	/api/notifications/:id/read	Mark notification as read	Private
PUT	/api/notifications/read-all	Mark all as read	Private
DELETE	/api/notifications/:id	Delete a notification	Private

Miscellaneous

Method	Endpoint	Description	Access
POST	/api/misc/contact	Submit contact form	Public

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📁 Project Structure

meetloop/
├── README.md
├── client/                          # Frontend (React + Vite)
│   ├── public/                      # Static assets & images
│   └── src/
│       ├── components/              # Reusable UI & Layout components
│       ├── context/                 # React Context (Auth, Notifications, Search)
│       ├── hooks/                   # Custom React hooks (e.g., useDraft)
│       ├── pages/                   # Application pages (Dashboard, Meetings, etc.)
│       ├── App.jsx                  # Routing configuration
│       └── main.jsx                 # Entry point
└── server/                          # Node.js + Express Backend
    ├── controllers/                 # Business logic (Auth, Meetings, Teams)
    ├── middleware/                  # Express middleware (Auth, Role checks)
    ├── models/                      # MongoDB Mongoose schemas
    ├── routes/                      # API endpoint definitions
    ├── utils/                       # Helpers (Email, Notifications)
    └── index.js                     # Server entry point & Socket.io setup

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🛠️ Tech Stack

Frontend

Technology	Purpose
React 19	UI component library
Vite 8	Build tool & dev server
React Router v7	Client-side routing
Axios	HTTP client for API calls
Socket.io Client	Real-time WebSocket connection
React Hot Toast	Toast notification system
Google Fonts	Space Grotesk + Inter typography
Material Symbols	Icon system

Backend

Technology	Purpose
Node.js + Express	REST API server
MongoDB + Mongoose	NoSQL database & ODM
Socket.io	Real-time bi-directional communication
Google Generative AI	Gemini AI for task extraction
JWT (jsonwebtoken)	Stateless authentication
bcryptjs	Password hashing
Nodemailer	Transactional emails (reset password, invites)
dotenv	Environment variable management

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🚀 Getting Started

Prerequisites

• Node.js v18+
• MongoDB (Atlas cloud or local instance)
• Google Gemini API Key (Get one here)
• SMTP Email Credentials (for password reset & team invites)

1. Clone the Repository

git clone https://github.com/your-username/meetloop.git
cd meetloop

2. Setup the Server

cd server
npm install

Create a .env file in the server/ directory:

# Database
MONGODB_URI=mongodb+srv://<username>:<password>@cluster.mongodb.net/meetloop

# Authentication
JWT_SECRET=your_super_secret_jwt_key_here

# Google Gemini AI
GEMINI_API_KEY=your_gemini_api_key_here

# Email (Nodemailer)
EMAIL_HOST=smtp.gmail.com
EMAIL_PORT=587
EMAIL_USER=your_email@gmail.com
EMAIL_PASS=your_app_password
FROM_NAME=MeetLoop
FROM_EMAIL=your_email@gmail.com

# Client URL (for password reset links & invite links)
CLIENT_URL=http://localhost:5173

Start the server:

npm start

The server will start on http://localhost:5000.

3. Setup the Client

cd ../client
npm install

Create a .env file in the client/ directory:

VITE_API_URL=http://localhost:5000/api

Start the development server:

npm run dev

The client will start on http://localhost:5173.

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🔄 Real-Time Architecture

MeetLoop uses Socket.io for real-time features:

Event	Direction	Description
join	Client → Server	Join user's private notification room
join_meeting	Client → Server	Subscribe to meeting-specific updates
join_team	Client → Server	Subscribe to team-wide updates
notification	Server → Client	Push notification to specific user
meeting_update	Server → Client	Broadcast meeting data changes
meeting_list_update	Server → Client	Signal team dashboard refresh
team_update	Server → Client	Broadcast team membership changes

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🤖 AI Extraction Pipeline

Raw Meeting Notes
       │
       ▼
┌──────────────────┐
│  Gemini AI Prompt │ ← Team member list + names + IDs
│  (Structured)     │ ← Current date for relative dates
│                   │ ← Team Lead identity for "me/I"
└────────┬─────────┘
         │
         ▼
┌──────────────────┐
│  JSON Response    │
│  ┌─────────────┐ │
│  │ summary     │ │
│  │ tasks[]     │ │ → description, assignedTo, dueDate, priority
│  │ decisions[] │ │ → title, description
│  └─────────────┘ │
└────────┬─────────┘
         │
         ▼
┌──────────────────┐
│  Validation &     │
│  ObjectID Check   │ → Verify assignedTo is valid MongoDB ObjectId
│  Date Parsing     │ → Convert string dates to Date objects
│  Status Merge     │ → Preserve existing task statuses on re-extract
└──────────────────┘

Model Fallback Strategy:

1. gemini-2.0-flash (primary)
2. gemini-1.5-flash
3. gemini-flash-latest
4. gemini-pro-latest
5. gemini-1.5-pro

If one model hits rate limits (429) or is unavailable (404), the system automatically tries the next model.

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👥 User Roles

Role	Can Create Teams	Can Create Meetings	Can Extract with AI	Can Assign Tasks	Can Update Own Tasks	Can Send Reminders
Team Lead	✅	✅	✅	✅	✅	✅
Contributor	❌	❌	❌	❌	✅	❌

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Author

Saloni Pawar

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