Agenda and Action Register Agent
The Agenda and Action Register Agent takes the previous minutes and the live action register and generates the next agenda for site, progress, technical and client meetings in your house format. It carries every open action forward, flags overdue items and their owners, and updates meeting numbers and dates automatically, so each meeting starts from an accurate record of what is still outstanding.
Ideal forProject managers
The difference
From 1-2 hours per meeting to 10-15 minutes
Project managers stop rebuilding agendas and chasing updates, and every meeting starts with a complete, current list of what is outstanding.
Done by hand
1-2 hours per meeting
With the Vanine agent
10-15 minutes
Time returned to your team
85%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
No more copying last month's agenda
Rolling an agenda forward by hand invites missed actions and wrong numbering. The agent does it consistently for every meeting in the series.
Overdue items get airtime
Actions that slip from meeting to meeting delay information, approvals and site work. Flagging them with owners and age puts them on the table where they can be resolved.
Consistent records on every project
Your practice's agenda structure and numbering stay the same on every job, which makes the record easier to follow for clients, funders and, if it comes to it, adjudicators.
Capabilities
The next meeting's agenda, ready before anyone asks, with every open action.
Built for project managers, principal agents, construction managers and site agents at South African contractors, developers and consulting practices who run recurring site, progress, technical and client meetings.
Agenda carry-forward
Builds the next agenda from the previous minutes, keeping your standard numbered items and carrying every open action forward under the right heading.
Overdue action flagging
Compares due dates with the meeting date and highlights overdue and repeatedly deferred actions, with their owners and how long each has been open.
Meeting series control
Updates the meeting number, date, time and venue or Teams link automatically for each meeting type in the series.
Live action register
Keeps one register across site, progress, technical and client meetings, recording owner, due date, status and the meeting where each action was raised.
Pre-meeting reminders
Sends each owner a summary of their open actions before the meeting, so updates arrive prepared rather than on the day.
Meeting-type templates
Uses the right structure for each meeting: safety, programme, quality and commercial items for site meetings, design items for technical meetings, and cost, risk and approvals for client meetings.
How it works
From your systems to a result you sign off
The chair or project manager reviews and approves the agenda before it is circulated to the project team.
Connect the places your meeting records already live.
The previous minutes, the live action register and the meeting schedule from SharePoint, Procore, Aconex or Outlook. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Microsoft Teams meetings and Outlook calendars
- Procore and Aconex
- SharePoint project sites and document libraries
Runs on a schedule a set number of days before each meeting, or on request in Teams, Copilot Studio or OpenAI Frontier.
A draft agenda in Word in your house template, an updated action register in Excel and reminder emails to action owners.
Step by step
- 01
The agent starts a set number of days before the next meeting in the series.
- 02
It reads the previous minutes and the live action register.
- 03
It carries open actions forward, flags overdue items and updates the meeting number and date.
- 04
It drafts the agenda in your template and prepares owner reminders.
- 05
The chair reviews and approves the agenda.
- 06
The agenda is circulated and filed, and reminders go to action owners.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Read the previous minutes and register"
- meeting
- Site meeting 15
- open actions
- 31
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your meeting records never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your meeting records stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your meeting records. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR MEETING RECORDS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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