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Xylo Meeting Bot: Two Modules, One Mission - Meetings You Actually Own

· 6 min read
Dan Paul
Dan Paul
Web Developer
Xylo Digital
Xylo Digital
Xylo Digital

Xylo Meeting Bot: Two Modules, One Mission - Meetings You Actually Own​

After months of development and real-world testing with active clients, we're launching something different in the meeting automation space. Not another SaaS subscription that holds your data hostage, but infrastructure you own completely.

🤖 Module 1: The Appointment Setter - Conversational AI that handles scheduling from first contact to calendar invite
📝 Module 2: The AI Meeting Assistant - Joins your calls, transcribes everything, and creates comprehensive documentation in Notion

The difference? These aren't black-box tools. Built primarily on open-source platforms, you get the code, you control the infrastructure, and you never pay rent on your own productivity.

Why We Built This (And Why It Matters)​

I wondered if there was a better way to handle the scheduling tennis that kills momentum and the meeting notes that vanish into email threads. After transitioning between industries—from enterprise networking to hospitality management to testing lab operations—I discovered that efficiency tools were the key enabler for every successful transition.

But here's what frustrated me: every "solution" wanted to charge monthly fees for tools that should just work in the background. Every platform wanted to own your data. Every vendor wanted you dependent on their servers.

So we built something different.

Module 1: The Appointment Setter​

Your new conversational AI checks your calendar, suggests optimal times, creates events, sends invites, sets up video conferences, and automatically logs everything in Notion. No more scheduling tennis.

What It Actually Does:​

  • Engages website visitors with intelligent conversation
  • Checks your real calendar availability in real-time
  • Suggests optimal meeting times based on your preferences
  • Creates calendar events automatically
  • Sends professional meeting invites with video links
  • Logs all interactions in your Notion workspace
  • Handles rescheduling and follow-up communications

The Technical Foundation:​

  • n8n workflows for complete automation logic
  • Open-source calendar integration with Google Calendar/Outlook
  • AI conversation engine using OpenAI or DeepSeek APIs
  • Notion API for seamless documentation
  • Self-hosted option available for complete control

Real client result: One implementation is saving 6 hours weekly on scheduling coordination alone.

Module 2: The AI Meeting Assistant​

This module joins your calls, records transcripts, then merges them with your agenda and live notes to create the most comprehensive meeting documentation you've ever seen. Context everywhere.

What It Actually Does:​

  • Automatically joins Zoom, Google Meet, or Teams calls
  • Records high-quality transcripts with speaker identification
  • Merges transcripts with your pre-meeting agenda
  • Extracts action items and key decisions automatically
  • Creates searchable meeting archives in Notion
  • Generates follow-up task lists with assignees
  • Maintains thread continuity across meeting series

The Integration Magic:​

  • MeetingBaas for reliable call joining and recording
  • AI processing for intelligent summarization
  • Notion integration for automatic page creation
  • Custom templates matching your workflow
  • Action item extraction with due dates and owners

Current stats: 2 active installations running with 100% uptime, processing 15+ hours of meetings weekly.

What Makes This Different​

True Modular Design​

Start with the Appointment Setter if scheduling is your biggest pain point. Add the Meeting Assistant when you're ready for comprehensive documentation. Or deploy both together for complete meeting automation. Your choice, your timeline, your infrastructure.

You Own Everything​

Once deployed, you have the complete codebase. GitHub repository. Documentation. No vendor lock-in, no subscription fatigue, no data held hostage.

Battle-Tested Technology​

We're not experimenting with your business. Every component has been running in production, handling real client meetings daily.

Open-Source Foundation​

Built on n8n, integrated with open APIs, leveraging proven platforms. You're not betting on some startup's proprietary technology.

The Real-World Impact​

Before: 30 minutes per meeting on scheduling coordination, another 20 minutes on note compilation, action items lost in email threads.

After: Zero scheduling friction, comprehensive meeting documentation created automatically, action items tracked in your existing Notion workspace.

Time saved per meeting: ~50 minutes of coordination and documentation work

For a team taking 10 meetings weekly: That's over 8 hours returned to actual productive work.

The ownership advantage: Unlike SaaS solutions that charge $200+ per user monthly, you pay only for actual usage—and after 12 months, you own the entire system. No more monthly fees, ever.

Implementation Options​

Booking Agent Only - $40/month per calendar​

  • Smart scheduling widget with cut-and-paste code for your website
  • Google Calendar integration with automatic event creation
  • Notion integration (when combined with XPK)
  • Custom business-tuned configuration
  • No setup fees, ready to deploy immediately

Meeting Agent Only - $400 setup + $2/hour usage​

  • Professional whitelabel bot joins your meetings
  • Full transcription with speaker identification
  • Merges agenda and live notes from Notion
  • Context-aware summaries delivered to your workspace
  • Pay only for actual meeting time used

Complete Meeting System - Both modules integrated​

  • Seamless web lead to meeting summary workflow
  • Booking agent handles scheduling automatically
  • Meeting agent documents everything comprehensively
  • Free integration when you use both modules
  • Own the complete system after 12 months

The Ownership Path​

When you're ready, own your entire system: complete n8n code, Notion integration, and infrastructure. Continue using forever with just your infrastructure costs.

See It In Action​

The best way to understand these modules is to experience them. Visit xylodigital.com and engage with our booking agent—it's the same system we're offering you, handling the entire process from first contact to post-meeting documentation. Book a meeting with Dan, we'll talk about what you're looking for and I'll share the Notion page that produces the notes from our meeting!

Watch how it:

  • Understands your inquiry context
  • Checks real availability
  • Coordinates the optimal time
  • Sets up the meeting infrastructure
  • Documents everything automatically

Early Adopter Benefits​

For the next 10 implementations, we're offering:

  • 50% off for Meeting Agent (save $200)
  • 50% off first 3 months of Booking Agent usage
  • Direct access to our development roadmap
  • Priority feature requests for customizations
  • Free APT Notion template to maximize your workflow integration

The Future of Meetings​

The future of meetings isn't just automated—it's owned by you. Your data, your infrastructure, your control.

These modules represent something bigger: the ability to build lasting digital infrastructure instead of renting temporary solutions. The same approach that enabled rapid transitions across industries can transform how your team handles meetings and scheduling.

Ready to stop renting your productivity tools?

Want to see both modules in action? Visit xylodigital.com and let our booking agent schedule a complete demo. Experience firsthand how owned infrastructure feels different than rented solutions.

Questions about implementation? Email dan@xylodigital.com or message us directly through the chat system on our website.

— Dan Roveto
Founder, Xylo Digital
Building infrastructure you own, not rent