To build a Webex bot with the functionality you described, I’d break it into a few main parts:
Join the meeting automatically
Have the bot programmatically enter the meeting when it starts. You can build this yourself with using browser automation to create a bot that joins as a participant or use a service like Recall.ai's Meeting Bot API to join any WebEx call by passing the meeting link (and you can fully automate joining with a calendar integration).
Capture and process audio
To proactively listen, understand which agenda item is being discussed, and give time checks, you’ll need to capture the meeting audio and transcribe it. You can build this or use Recall.ai’s Meeting Bot API to get transcripts with speaker name + timestamps in real time (or after the call).
Speak back into the meeting
For features like reading the agenda at the start or giving time reminders, the bot needs the ability to stream audio back into the meeting. You can build this yourself or Recall.ai’s API supports this as well.
Generate summaries / minutes
Once you have transcripts, you can feed them into an LLM (like GPT-5 or Claude) with a prompt along the lines of:
“Summarize the following transcript into meeting minutes, grouped by agenda item. Include decisions made, action items, and time spent on each topic.”
This will give you structured minutes you can send to participants. OpenAI has great documentation around calling their API which is how you can make this part programmatic.Send automated emails
Use any standard email-sending library to send the meeting minutes to the host automatically at the end of the meeting. You can trigger this as soon as the transcript is finalized.
Manage agenda and time checks
Store the meeting agenda as structured data (e.g., a JSON list of items with expected time allocations).
As transcripts stream in, use keyword/semantic matching with the current transcript to detect which agenda item is being discussed.
Keep track of elapsed time per item, and when the time limit is reached, instruct the bot to stream an audio reminder into the meeting (e.g., “We’ve been on Budget Review for 15 minutes, please consider moving to the next topic”).
You can build all of this yourself and there are blogs on how to do similar things or you can offload the tricky infrastructure (joining meetings, capturing audio, generating transcripts, streaming audio back) to an API like Recall.ai, and you can focus on building the assistant features: generating summaries, sending emails, and managing the agenda logic.
Hope this helps and good luck building
