Build · Intermediate · A weekend
Build a meeting notes and voice-to-task assistant with open-source software
Turn meetings and spoken notes into tasks, summaries and subtitle files.
Instead of paying for Otter.ai, ChatGPT Plus, Zapier, Jira or Linear.
What you'll build
Talk, and the work gets written down: record a meeting or a voice note, and get a transcript, a short summary and a list of action items placed straight into your task tracker. The same transcription also makes subtitle files for videos, and keeps a running record of tabletop game sessions. It replaces meeting-note services like Otter.ai, with recordings that never leave your machine.
Blueprint
Meetily or whisper.cpp transcribes (whisper.cpp also writes subtitle files), Ollama pulls out the action items, and Activepieces creates them in Plane.
- You Meeting audio or a voice note Meetily
- Meetily The transcript Ollama
- Ollama Action items with owners and dates Activepieces
- Activepieces New tasks Plane
The repos
- 01 · Record and transcribe meetings Meetily
Local AI meeting assistant that records mic and system audio, transcribes live with Whisper or Parakeet and summarises with an LLM.
- Setup
- Easy on Windows/macOS (installer); Linux needs a Rust and Node source build source
- Hardware
- Windows installer needs an AVX2 x64 CPU; RAM and VRAM needs not documented source
- Paid extras
- None required with Ollama; cloud LLMs and Meetily PRO are optional paid extras
- 02 · Transcribe and subtitle whisper.cpp
Dependency-free C/C++ port of OpenAI's Whisper speech recognition, running on CPU or GPU across desktop, mobile and the browser.
- Setup
- Hard; build from source with CMake, then download a ggml model source
- Hardware
- CPU fine; memory from ~273 MB (tiny) to ~3.9 GB (large) source
- Paid extras
- None required
- 03 · Pull out actions Ollama
Local model runner that downloads and serves open LLMs (Gemma, Qwen, DeepSeek, gpt-oss and more) with a CLI and local API.
- Setup
- Easy; one-line install script or installer, then ollama run source
- Hardware
- Apple M-series or x86 (CPU only) on Mac; 4GB for Windows binary; RAM not stated source
- Paid extras
- None for local use; Ollama Cloud plans optional (Pro $20/month)
- 04 · Send to the task list Activepieces
Self-hostable no-code automation builder with 280+ TypeScript integrations ("pieces") that are also exposed as MCP servers.
- Setup
- Medium, install script or a single docker run with embedded database source
- Hardware
- Not documented
- Paid extras
- None required; enterprise licence and Activepieces Cloud are optional
- 05 · Track the tasks Plane
Self-hostable project management with work items (issues), cycles (sprints), modules, saved views, pages and analytics; also sold as Plane Cloud.
- Setup
- Medium; install script with Docker Compose, or Kubernetes source
- Hardware
- 2 CPU cores, 4 GB RAM (8 GB recommended for production) source
- Paid extras
- None required; paid licence keys and Plane Cloud are optional
Step by step
Install commands change, so each step links to the repo's own docs for the exact commands.
-
Or transcribe files with whisper.cpp
For voice notes and videos, whisper.cpp turns audio files into text and can write subtitle files. It's built from source, so it's the harder install.
Uses whisper.cpp · its docs
-
Create the tasks
Build an Activepieces flow that takes that list and creates a task in Plane for each item.
Uses Activepieces · its docs
Take it further
- Subtitle and translate your videos by transcribing, translating with Ollama, and saving the subtitle file.
- A game-night lore keeper that tracks characters, places and loot across sessions.
- Send spoken to-dos from your phone into the same flow.
Questions
Do I need to tell people I'm recording?
Yes. Recording laws differ, and many places require everyone's consent. Say so at the start.
Meetily or whisper.cpp?
Meetily for live meetings on your computer; whisper.cpp for audio and video files and subtitles.
Can it use Trello or Jira instead of Plane?
Yes; Activepieces connects to many tools. Plane is here because it's open source.
Every repo here is open source, still maintained and checked against its own documentation. How we check →