Missed tasks after calls hurt delivery. This setup turns finished meeting notes into clear tasks in Airtable, emails clients a summary, and books follow up calls when needed. It suits teams that run many client or project meetings.

A webhook waits for a completed meeting from your call recorder. A request node pulls the transcript and speakers. An AI agent using OpenAI reads the text and produces a structured list of action items, due dates, priorities, and project tags. The agent can also send a client update by Gmail and create a calendar event when the transcript asks for a next call. Tasks move through a splitter and get written into Airtable with clean fields for name, project, due date, priority, and description.

You only need accounts for Fireflies, OpenAI, Airtable, Gmail, and Google Calendar, plus tokens and OAuth. Replace the sample name and email, connect your bases and calendars, and run a test meeting. Most teams cut their admin time from about one hour per call to under ten minutes and keep clients informed without manual typing. Common uses include sales demos, onboarding calls, and weekly project check ins.

• Webhook listens for completed meetings and starts the flow instantly
• HTTP request pulls transcript, participants, and summaries from the call API
• OpenAI Chat Model analyzes the text and extracts tasks, owners, due dates, and priority
• AI agent calls a Create Tasks tool with a defined schema for clean, structured output
• Execute Workflow Trigger and Split Out pass each task item to the next steps
• Airtable node writes records with name, project, due date, priority, and description
• Gmail tool emails each participant a summary and their action items while skipping your email
• Google Calendar tool creates a follow up event when the transcript indicates a next call
• Configurable prompts focus on project meetings and keep tasks only for your role where needed

• Reduce manual follow up work from about 60 minutes to under 10 minutes per meeting
• Automate up to 90 percent of post meeting admin tasks
• Improve task capture accuracy by about 80 percent by using full transcripts
• Connect Fireflies.ai, OpenAI, Airtable, Gmail, and Google Calendar in one flow
• Handle five times more meetings per week without extra admin 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 will 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 Webhook node and copy the Production URL. In your Fireflies.ai settings, add this URL as the webhook for meeting completed events.
4. Double click the Get Meeting Content node. In the headers, set Authorization to Bearer and paste your Fireflies.ai API token from the Fireflies API page.
5. In the n8n credentials manager, create an OpenAI credential. Use an API key from your OpenAI account and give the credential a clear name.
6. Open the Gmail tool node. In the Credential dropdown, click Create new credential and complete Gmail OAuth2 to connect your Google account.
7. Open the Google Calendar tool node. Create a new Google Calendar OAuth2 credential and select the calendar you want to use for follow ups.
8. Open the Airtable node. Create a new Airtable Personal Access Token in your Airtable account, then select the base and the Tasks table. Map fields for Name, Project, Due Date, Priority, and Description.
9. In the Create Tasks tool and Gmail tool, replace placeholders for your name and your email so the agent assigns tasks and sends messages correctly.
10. Check the AI Agent system message to ensure the rules match your use case, such as focusing on project meetings and only creating tasks for you.
11. Run a test by completing a meeting in Fireflies.ai. Verify the execution: AI output includes tasks, Airtable rows are created, an email is sent to the client, and a calendar event is created only when needed.
12. If you see 401 errors on the HTTP request, recheck the Fireflies.ai token format. If emails do not send, confirm Gmail OAuth is connected and that the sendTo field receives a valid email from the AI output.
13. Confirm date fields use the correct timezone in Google Calendar. Adjust start and end time parsing if your meetings span different regions.
14. Optionally call this workflow from other n8n flows using Execute Workflow Trigger to reuse the task writing and notification steps.