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 + $3/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