Turn meeting notes into clear tasks, client emails, and calendar events. It serves teams that run many client calls and want clean follow up without busy work. Strong fit for agencies, consultants, and project leads.

A webhook listens for a finished meeting from your recorder. An HTTP request then pulls the transcript and details. An AI agent reads the content and can call three tools. It can create structured tasks, send a client summary by Gmail, and schedule a follow up in Google Calendar. The task flow hands off to a second branch that uses Execute Workflow Trigger and Split Out to expand each task and add rows in Airtable with name, project, due date, priority, and description.

Setup needs accounts for Fireflies, Airtable, Gmail, Google Calendar, and OpenAI. Point the webhook in your recorder to the n8n URL, add your API keys, and map Airtable fields. Replace the placeholder name and email so the agent assigns only your tasks to you and notifies clients correctly. Teams often cut post meeting admin from hours to minutes and keep everyone aligned. Great for project reviews, sales handoffs, and account check ins.

• Webhook intake starts the flow when a meeting is finished
• HTTP request fetches transcript and participants through a GraphQL call
• AI agent with an OpenAI chat model extracts action items, owners, and timing
• Create Tasks tool passes structured items to a dedicated task branch
• Split Out expands the items array so Airtable creates one row per task with mapped fields
• Gmail tool sends a client summary and tasks while skipping your own email
• Google Calendar tool schedules a follow up call only when the transcript calls for it
• Execute Workflow Trigger coordinates the downstream task creation steps

• Reduce task capture from 2 hours to 10 minutes per meeting
• Automate up to 80 percent of post meeting follow up
• Improve task accuracy by 50 percent using the transcript
• Connect five systems with no context switching
• Handle dozens of meetings per week without extra staff

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Fireflies.ai, OpenAI, Airtable, Gmail and Google Calendar. See the Tools Required section above for links to create accounts with these services.
3. Open the AI model node and create a new OpenAI credential. Use the API key from your OpenAI account. Give the credential a clear name so teammates can find it later.
4. Double click the Airtable node. Create a new Personal Access Token in your Airtable account, then add it as a new credential in n8n. Select your base and the Tasks table, and confirm the field mapping for Name, Project, Due Date, Priority, and Description.
5. Open the Gmail tool node. In the credential dropdown, click Create new credential and complete OAuth in n8n Cloud. Allow send permissions and save.
6. Open the Google Calendar tool node. Create a new Google Calendar OAuth credential, approve the scopes, and select the calendar where events should be created.
7. Open the HTTP Request node for meeting content. Create a Bearer token credential using your Fireflies API key. Paste the GraphQL endpoint and query. Save and test the node to confirm it returns the transcript.
8. Open the Webhook node and copy the production URL. In your Fireflies settings, add this URL as the callback for meeting completed events.
9. Open the AI Agent node. Replace the placeholders for your name and your email. Review the system message so the agent assigns only your tasks to you and emails participants correctly.
10. Run a test meeting or send a sample event to the webhook. Check the execution to see extracted items. Confirm rows appear in Airtable, an email goes to the client, and a calendar event is created only when needed.
11. If you see a 401 error on the HTTP Request node, verify the Fireflies API key and authorization header. If Airtable rows fail, confirm field types and enable typecast. If Gmail blocks sending, recheck OAuth scopes.
12. Review the Split Out output to ensure the items array contains tasks. Adjust the prompt in the AI Agent if items are empty or missing dates.