When the follow-up costs more than the session
Nicole is an accountability coach. Clients share their to-do lists, deadlines and appointments, sometimes a year ahead; in each session Nicole reminds them of their priorities, and at the end of the month shows them what they got done.
The coaching is the valuable part. The paperwork after it is not: updating notes and the tracker after every call was taking more time than some packages could carry. Claude was already helping by updating a tracker from each call's transcript. The question was how to get the same speed in xTiles, where the rest of Nicole's work already lives.
The answer came in two parts: a meeting page that sets itself up, and one prompt that fills it in.
Step 1: set up the meeting notes template once
In the client's project, add a page from the Meeting Notes Template: date, attendees, agenda, what you agreed on, resources and a tile of tasks. Adjust it to your sessions. If the attendees are always you and the same client, write them in once.
Step 2: make it the group template
Put the meeting page in its own page group, for example Meetings: select the tab, open ⋯ → add to a new group and name it. Then make your meeting page the template for that group with Set as group template.
From then on, every new page you create in that group starts as your meeting notes template. There's nothing to copy before a session, and every meeting with that client ends up in one running log.
Step 3: one prompt fills the page
After the session, create the new meeting page, copy its link, and give Claude the link together with the transcript. No pre-built workflow and no saved skill: on our call it was a single prompt.
Here's the transcript of today's session and the link to the meeting page in xTiles. Fill in the page from the transcript: attendees, agenda, what we agreed on and any resources mentioned. Add each action item as a task with a due date. Example prompt
Claude reads the template, fills each tile with what belongs there, and adds the action items as real tasks rather than lines of text. Tasks with a date appear in your planner.
You don't need to describe every section in the prompt. The tile headings in the template already tell Claude where each piece goes, which is why the prompt can stay this short.
Step 4: make the commitment tracker scannable
Most of Nicole's clients aren't in xTiles yet, and their commitments are theirs, not Nicole's. So they live in a collection rather than in Nicole's own task list: one row per commitment with a target date, a deadline, a completion date and tags for things like recurring items or tasks the client wants to do together.
To read that collection at a glance, click the paint-bucket icon in the view, choose to assign color by property, and pick the tag or the priority. Each row takes the color of its option, so recurring items or a batch of stacked tasks stand out without reading every line. You can also color a single column or row by clicking its header.
A table view keeps the long horizon visible, much like the spreadsheet it replaced, while a board view works well for sorting a fresh brain dump.
Template first, tasks second
If all you need from a meeting is the action items, turning a transcript straight into tasks is enough. The template approach adds a record: a page per session in one group, so you can scroll back through everything a client agreed to before you prepare the monthly review.