Build a meeting prep agent

Overview

In this tutorial, you'll build a meeting prep assistant agent using the Inkeep Visual Builder. When you ask "Can you help me prep for my upcoming Acme meeting?", the agent will:

Look up the meeting in your Google Calendar
Search the web to research the company
Present a comprehensive meeting prep summary

Video walkthrough available

Follow along with our visual guide to see each step in action.

Watch: Meeting prep agent tutorial

Prerequisites

An existing Inkeep Visual Builder instance running (follow the quick start guide to get started)
Or access to Inkeep Cloud

Creating the Sub Agents

Step 1: Create the meeting prep agent

Go to the Agents tab in the left sidebar, then select Create Agent.

Provide the following details:

Name: Meeting prep agent
Description: An agent that can help you prepare for your upcoming meeting

Step 2: Configure the meeting prep coordinator sub agent

The default sub agent will serve as the coordinator that orchestrates the workflow.

Click on the Default Sub Agent to configure it.

Provide the following details:

Name: Meeting prep coordinator
Description: Orchestrate specialized agents to prepare for a meeting
Prompt: Copy the prompt below

Prompt:

Orchestrate specialized agents to prepare for a meeting.

<workflow>
1. Greet & Find Meeting:
   - Greet user, understand which company
   - Announce: "Finding meeting with [Company]..."
   - Delegate to Meeting Finder
   - VERBOSE: Summarize meeting found (date, time, participants)

2. Company Research:
   - Announce: "Researching [Company]..."
   - Delegate to Company research
   - VERBOSE: Summarize company insights (what they do, products)

3. Create Prep:
   - Announce: "Creating prep summary..."
   - Encouraging closing message
</workflow>

<rules>
- Always delegate in order: Meeting Finder → Company Research
- BE VERBOSE after each delegation returns
- Show progress and insights clearly
- Proceed automatically
</rules>

Step 3: Create the meeting finder sub agent

Drag and drop a Sub Agent block from the top left toolbar onto the canvas.

Configure the sub agent with:

Name: Meeting finder
Description: Find the external meeting to prep for using Google Calendar
Prompt: Copy the prompt below

Connect the Meeting Finder sub agent to the Meeting Prep Coordinator.

Click on the connector and change the relationship type from Transfer to Delegate.

Prompt:

Find the external meeting to prep for using Google Calendar.

<workflow>
1. Search upcoming meetings for target company
2. Filter: ONLY meetings with external email domain (e.g., @nvidia.com)
3. Skip internal-only meetings entirely
4. Present first external meeting:
   - Date/time, duration
   - Title and link
   - External attendees (name + email)
   - Internal team (list all @inkeep.com emails)
5. Return to coordinator
</workflow>

<rules>
- Never mention internal meetings
- Automatically use first external meeting found
- List all internal participant emails explicitly
- Return to coordinator after finding meeting
- Do not pass in a start_time parameter
</rules>

Step 4: Create the company research sub agent

Drag and drop another Sub Agent block onto the canvas.

Configure the sub agent with:

Name: Company research
Description: Research the company to understand what they do
Prompt: Copy the prompt below

Connect the Company Research sub agent to the Meeting Prep Coordinator using the connector.

Click on the connector and change the relationship type from Transfer to Delegate.

Click Save Changes in the top right corner to save your agent configuration.

Prompt:

Research the company to understand what they do.

<workflow>
1. Exa: Scrape company website
   - Show key info found
2. Analyze:
   - What does company do?
   - Key products/services
   - Market position
3. Present summary with talking points
4. Return to coordinator
</workflow>

<rules>
- Brief explanations under 200 chars
- Show findings immediately
- Proceed automatically
</rules>

Adding MCP tools

To enable your agent to access Google Calendar and perform web research, you'll need to add MCP tools. We'll use Zapier MCP, which provides pre-built MCP servers for many popular services.

Tip

Learn more on how to create MCP servers in our MCP Servers guide.

Step 1: Create a Google Calendar MCP server

Create a Zapier MCP account here.

Click + New MCP Server in the top right corner. When prompted to select an MCP Client, choose Other.

Click + Add Tool and select Google Calendar. Then select the Find Events tool, click Connect, and complete the OAuth flow to authorize access.

Navigate to the Connect tab and copy the Server URL. You'll need this to register the tool in the Visual Builder.

Step 2: Register MCP servers in Visual Builder

In the Visual Builder, go to the MCP Servers tab in the left sidebar, then select + New MCP Server.

Select Custom Server and enter the Server URL you copied from Zapier. Give it a descriptive name (e.g., "Google Calendar"), and for Credential, select No Authentication.

Click Save to register the Google Calendar server.

Repeat the same process for the Exa MCP Server. The MCP Server URL is https://mcp.exa.ai/mcp.

Step 3: Connect tools to sub agents

Navigate to the agent canvas: Agents > Meeting prep agent.

Drag and drop an MCP block from the top left toolbar onto the canvas.

Select the Google Calendar MCP tool and connect it to the Meeting Finder sub agent.

Add another MCP block, select the Exa MCP tool, and connect it to the Company Research sub agent.

Click Save Changes in the top right corner to save your configuration.

Testing your agent

Ensure you have at least one upcoming meeting with an external company on your Google Calendar. If you don't have one, create a test meeting.

Click Try it in the top right corner to open the chat interface.

Test your agent by asking: "Can you help me prep for my upcoming [company name] meeting?"

When working correctly, the agent will:

Find the meeting in your Google Calendar
Research the company using Exa
Present a comprehensive meeting prep summary

Video walkthrough available

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