AI Zoom Meeting Assistant: Automated Summaries, Tasks & Follow-ups

Unlock Smarter Meeting Follow-ups with this AI Agent

This n8n workflow acts as your intelligent Zoom Meeting Assistant, transforming raw meeting data into actionable insights and automated follow-ups. It connects to your Zoom account, retrieves details and transcripts from recent meetings, and then employs an AI Agent powered by OpenAI's GPT-4o. The agent's core abilities include generating formal meeting minutes, identifying and structuring tasks, and recognizing the need for follow-up meetings.

Tasks are automatically created in ClickUp, and follow-up calls are scheduled in your Microsoft Outlook calendar. Finally, a comprehensive, HTML-formatted meeting summary is emailed to participants, ensuring everyone is on the same page. This AI-driven automation frees up valuable time and ensures critical action items and decisions are never missed.

Key Features & Benefits

• Automated Meeting Data Retrieval: Fetches meeting details, participant lists, and transcripts from Zoom for recent meetings.
• AI-Powered Summarization: Leverages OpenAI (GPT-4o) to generate concise and structured meeting summaries/minutes.
• Intelligent Task Extraction: The AI Agent identifies actionable tasks within the transcript, complete with descriptions, assignees (customizable), and due dates, then creates them in ClickUp.
• Automated Follow-up Scheduling: Detects discussion of subsequent meetings and schedules them in Microsoft Outlook, including title, time, and participants.
• Formatted Email Notifications: Sends HTML-formatted meeting summaries to participants via email.
• Error Handling: Includes checks for transcript availability to prevent errors.
• Customizable AI Prompts: Tailor the AI's behavior for summarization and task/meeting creation to fit your specific needs.
• Boosts Productivity: Significantly reduces manual post-meeting administrative work for founders, teams, and solopreneurs.
• Improves Accountability: Ensures all action items are captured and assigned, enhancing project tracking and follow-through.

• An n8n instance (Cloud or self-hosted).
• Zoom account with API access (OAuth2 credentials configured in n8n).
• OpenAI API Key with access to a powerful model like GPT-4o.
• Microsoft Outlook account with permissions to create calendar events (OAuth2 credentials configured in n8n).
• ClickUp account with API access (OAuth2 credentials configured in n8n).
• SMTP credentials for sending email summaries.

1. Download the n8n workflow JSON file.
2. Import the workflow into your n8n instance.
3. Configure Zoom Credentials: In the 'Zoom: Get data of last meeting', 'Zoom: Get transcripts data', 'Zoom: Get transcript file', and 'Zoom: Get participants data' nodes, set up your Zoom OAuth2 credentials.
4. Configure OpenAI Credentials: In the 'OpenAI Chat Model', 'Create meeting summary', and 'Create tasks and follow-up call' (Langchain Agent) nodes, enter your OpenAI API Key. Ensure the model (e.g., gpt-4o) is selected.
5. Configure Microsoft Outlook Credentials: In the 'Create follow-up call' (Microsoft Outlook Tool) node, set up your Microsoft Outlook OAuth2 credentials and select your desired calendar.
6. Configure ClickUp: The 'Create tasks' tool within the Langchain Agent calls a sub-workflow (or inline logic) to create tasks in ClickUp. Ensure the 'ClickUp' node in this path is configured with your ClickUp OAuth2 credentials and the correct Team, Space, Folder, and List IDs.
7. Configure SMTP Credentials: In the 'Send meeting summary' (Email Send) node, enter your SMTP server details, username, password, and a 'From' email address.
8. Customize AI Behavior:
   • Review and adapt the prompt in the 'Create meeting summary' node for desired minutes format.
   • Modify the system prompt in the 'Create tasks and follow-up call' (Langchain Agent) node, particularly the task assignment logic (e.g., the current prompt is set to assign tasks to 'Friedemann') and default meeting scheduling preferences.
   • Adjust the schema in the 'Create tasks' (ToolWorkflow) node if you need different fields for your ClickUp tasks.
9. Test the workflow with a recent Zoom meeting that has a transcript.
10. Activate the workflow. Consider changing the 'When clicking ‘Test workflow’' manual trigger to a 'Schedule' trigger (e.g., daily) for full automation.