🎯 MeetTask AI

Transform Meeting Recordings into Actionable Tasks with AI-Powered Transcription

MeetTask AI is a full-stack web application that streamlines the meeting-to-task workflow for teams. Managers upload meeting recordings (audio/video), the system automatically transcribes them using AssemblyAI with speaker identification, and tasks can be assigned to team members who submit their work via Google Drive links.

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🎯 Overview

MeetTask AI solves the common problem of action items getting lost after meetings. It provides:

• Automated Transcription: Upload any audio/video meeting recording and get accurate transcripts
• Speaker Diarization: Automatically identifies different speakers in the meeting
• Manual Speaker Mapping: Map detected speakers (A, B, C) to actual team members
• Task Assignment: Create and assign tasks based on meeting discussions
• Submission Tracking: Employees submit work via Google Drive links with status tracking
• Role-Based Access: Separate dashboards for Managers and Employees

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✨ Key Features

🔐 Authentication System

• Firebase Authentication with Email/Password and Google OAuth
• Two User Roles: Manager and Employee with distinct permissions
• Human-Readable IDs: Unique IDs like MTAI001, MTAI002 for easy reference
• Secure JWT Verification: All API endpoints verify Firebase tokens

📹 Meeting Management

• File Upload: Support for audio (MP3, WAV, M4A) and video (MP4, MOV, WebM) files
• Cloudinary Storage: Secure cloud storage for media files with progress tracking
• Real-Time Status: Live status updates via Firestore listeners
• Meeting History: Complete history with filtering and search capabilities

🎙️ AI-Powered Transcription

• AssemblyAI Integration: Industry-leading speech-to-text accuracy
• Speaker Diarization: Automatic detection of multiple speakers
• Webhook Processing: Asynchronous processing with webhook callbacks
• Formatted Transcripts: Timestamped, speaker-labeled transcripts

🗺️ Speaker Mapping (Human-in-the-Loop)

• Intuitive UI: Easy dropdown-based speaker-to-employee mapping
• Validation: Prevents duplicate assignments and manager self-assignment
• Participant Tracking: Automatically links meeting participants

✅ Task Management

• Manual Task Creation: Managers create tasks with full control
• Priority Levels: Critical, High, Medium, Low with visual indicators
• Status Tracking: Pending → In Progress → Completed → Blocked
• Due Dates: Optional deadline tracking with overdue indicators
• File Requirements: Option to require file attachments per task

📤 Task Submission System

• Text Responses: Employees provide detailed text explanations
• Google Drive Integration: Submit work via Google Drive share links
• Link Validation: Validates Google Drive/Docs URLs
• Sharing Confirmation: Ensures proper sharing permissions before submission
• Submission History: Complete audit trail of all submissions

📊 Dashboard Analytics

• Manager Dashboard: Total meetings, processing status, task statistics
• Employee Dashboard: Assigned tasks, pending work, completion stats
• Recent Activity: Quick access to recent meetings and tasks
• Quick Actions: One-click access to common operations

🎨 Modern UI/UX

• Responsive Design: Fully responsive across desktop, tablet, and mobile
• Tailwind CSS 4: Modern utility-first styling with gradients
• Loading States: Skeleton loaders and progress indicators
• Toast Notifications: Real-time feedback for all operations
• Accessibility: ARIA labels and keyboard navigation support

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🛠️ Tech Stack

Category	Technology	Purpose
Frontend	React 19 + TypeScript	Component-based UI with type safety
Styling	Tailwind CSS 4	Utility-first responsive design
Build Tool	Vite 6	Fast development and optimized builds
Routing	React Router 7	Client-side navigation
Auth	Firebase Auth	Email/Password + Google OAuth
Database	Firebase Firestore	Real-time NoSQL database
File Storage	Cloudinary	Media file uploads and streaming
Transcription	AssemblyAI	Speech-to-text with speaker diarization
Backend	Vercel Serverless	Node.js API functions
HTTP Client	Axios	API requests with interceptors

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🏗️ System Architecture

┌──────────────────────────────────────────────────────────────┐
│                      FRONTEND (React SPA)                     │
│    React 19 • TypeScript • Tailwind CSS 4 • Vite • React Router │
└───────────────────────────┬──────────────────────────────────┘
                            │
                            ▼
┌──────────────────────────────────────────────────────────────┐
│              VERCEL SERVERLESS API (9 Endpoints)             │
│  ┌─────────────────┬────────────────┬─────────────────────┐  │
│  │  orchestrator   │   create-task  │  webhook/assemblyai │  │
│  │  submit-task    │   update-task  │  save-speaker-map   │  │
│  │  reset-meeting  │   health       │                     │  │
│  └─────────────────┴────────────────┴─────────────────────┘  │
└───────────────────────────┬──────────────────────────────────┘
                            │
          ┌─────────────────┼─────────────────┐
          ▼                 ▼                 ▼
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│    FIREBASE     │ │   ASSEMBLYAI    │ │   CLOUDINARY    │
│  ┌───────────┐  │ │  ┌───────────┐  │ │  ┌───────────┐  │
│  │   Auth    │  │ │  │  Speech   │  │ │  │  Media    │  │
│  │  (Users)  │  │ │  │  to Text  │  │ │  │  Storage  │  │
│  ├───────────┤  │ │  ├───────────┤  │ │  │  (Audio/  │  │
│  │ Firestore │  │ │  │  Speaker  │  │ │  │  Video)   │  │
│  │  (Data)   │  │ │  │Diarization│  │ │  └───────────┘  │
│  └───────────┘  │ │  └───────────┘  │ │                 │
└─────────────────┘ └─────────────────┘ └─────────────────┘

Data Flow

1. Meeting Upload Flow:

   User uploads file → Cloudinary stores media → Firestore saves metadata
   → Orchestrator triggers AssemblyAI → Webhook receives transcript
   → Status: needs_mapping
   

2. Task Assignment Flow:

   Manager maps speakers → Status: completed → Manager creates tasks
   → Tasks assigned to employees → Employees receive notifications
   

3. Task Submission Flow:

   Employee views task → Uploads to Google Drive → Shares link
   → Submits via API → Manager reviews submission
   

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🔄 User Workflows

Manager Workflow

1. SIGN UP/LOGIN
   └── Create account as "Manager" role
   
2. UPLOAD MEETING
   └── Upload audio/video file → Automatic transcription starts
   
3. WAIT FOR PROCESSING
   └── Status: uploaded → processing → transcribing → needs_mapping
   
4. MAP SPEAKERS
   └── Assign Speaker A, B, C to actual employees (dropdown selection)
   
5. CREATE TASKS
   └── From meeting details page, create tasks:
       • Title & description
       • Assign to employee
       • Set priority (Critical/High/Medium/Low)
       • Optional due date
       • Optional file requirement
   
6. TRACK PROGRESS
   └── View task statuses, review employee submissions

Employee Workflow

1. SIGN UP/LOGIN
   └── Create account as "Employee" role
   
2. VIEW ASSIGNED TASKS
   └── Dashboard shows all assigned tasks with priorities
   
3. WORK ON TASK
   └── View task details, related meeting transcript (if participant)
   
4. SUBMIT WORK
   └── Upload file to personal Google Drive
       • Right-click → Share → "Anyone with the link"
       • Set permission to "Viewer"
       • Copy link
   └── Paste link in submission form
   └── Add text description
   └── Confirm sharing checkbox
   └── Submit
   
5. TRACK STATUS
   └── View submission history and status updates

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🔒 Security

Authentication Security

• Firebase JWT tokens verified on all protected endpoints
• Token expiration and refresh handled automatically
• Role-based access control (RBAC) enforced

Data Security

• Firestore security rules enforce ownership checks
• Users can only access their own data
• Managers can only modify their own meetings/tasks

API Security

• All endpoints validate authentication tokens
• CORS headers configured for production domains
• Input validation on all request bodies
• No sensitive data in client-side storage

File Security

• Cloudinary unsigned uploads restricted to specific presets
• Google Drive links validated before acceptance
• No direct file storage on application servers

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📄 License

This project is licensed under the MIT License - see the LICENSE file for details.

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🙏 Acknowledgments

• AssemblyAI for speech-to-text API
• Firebase for authentication and database
• Cloudinary for media storage
• Vercel for serverless deployment
• Tailwind CSS for styling utilities

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Built with ❤️ using React, Firebase, and AI

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