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

Unlock Post-Meeting Productivity with this AI Agent

Stop wasting hours manually processing Zoom meetings. This AI Agent for n8n automates the entire post-meeting workflow. It connects to Zoom, fetches your latest meeting recordings, and intelligently extracts transcripts. Then, leveraging the power of OpenAI's GPT-4o, it generates structured meeting summaries, identifies actionable tasks, and even schedules follow-up meetings in your Outlook calendar. Designed for busy founders, CTOs, and solopreneurs, this agent ensures no critical insight or task slips through the cracks, freeing you to focus on what matters most.

Key Features & Benefits

• End-to-End Meeting Automation: From fetching Zoom recordings to transcript processing, all handled automatically.
• AI-Powered Summarization & Minutes: Utilizes OpenAI (GPT-4o) to craft clear, concise meeting summaries, including key discussion points, decisions, and important dates, formatted for easy reading.
• Intelligent Task Extraction & Creation: AI identifies action items from the transcript and creates them in ClickUp (via a configurable sub-workflow). The agent can be instructed on who to assign tasks to.
• Automated Follow-up Scheduling: Analyzes the transcript for cues about subsequent meetings and automatically creates calendar events in Microsoft Outlook.
• Customizable AI Behavior: Fine-tune the AI's output with detailed system prompts within the n8n nodes for summaries, task generation, and event creation logic.
• Automated Email Notifications: Delivers HTML-formatted meeting summaries directly to participants' inboxes via SMTP.
• Robust Error Handling: Includes checks for missing recordings or transcripts to ensure smooth operation.

• An n8n instance (Cloud or self-hosted).
• Zoom account with API access (OAuth2 credential configured in n8n).
• OpenAI API Key with access to a suitable model (e.g., GPT-4o, as used in the template).
• ClickUp account (OAuth2 credential configured in n8n) and the specific List ID where tasks will be created.
• Microsoft Outlook account (OAuth2 credential configured in n8n) for scheduling calendar events.
• SMTP server credentials for sending email notifications.
• The associated 'Create tasks' sub-workflow (ID: zSKQLEObdU9RiThI as referenced in the 'Create tasks' tool node) must be imported into your n8n instance and configured to interact with your ClickUp.

1. Download the n8n workflow JSON file (zoom-ai-meeting-assistant-v1.0.0.json).
2. Import the main workflow into your n8n instance.
3. Sub-Workflow Setup: This agent uses a tool node named 'Create tasks' which calls another n8n workflow (ID: zSKQLEObdU9RiThI). You'll need to ensure this sub-workflow is also imported into your n8n instance. This sub-workflow is responsible for creating tasks in ClickUp. Configure its ClickUp node with your credentials and target list.
4. Zoom Credentials: In the 'Zoom: Get data of last meeting' node and other Zoom HTTP Request nodes (like 'Zoom: Get transcripts data'), select or create your Zoom OAuth2 credential.
5. OpenAI Credentials: In the 'OpenAI Chat Model' node and the 'Create meeting summary' (OpenAI) node, select or create your OpenAI API credential and ensure the desired model (e.g., gpt-4o) is selected.
6. Microsoft Outlook Credentials: In the 'Create follow-up call' (Microsoft Outlook Tool) node, select or create your Microsoft Outlook OAuth2 credential.
7. SMTP Credentials: In the 'Send meeting summary' (EmailSend) node, configure your SMTP account credential. Update the 'From Email' address as needed (default is friedemann.schuetz@posteo.de).
8. Customize AI Prompts: Review and tailor the system prompts:
   • In the 'Create meeting summary' node: Customize the meeting minutes format.
   • In the 'Create tasks and follow-up call' (Agent) node: Adjust the system_prompt to refine task identification (e.g., task assignment rules, the current prompt suggests assigning tasks to 'Friedemann'), and follow-up meeting criteria.
   • In the 'Create tasks' (Tool Workflow) node: Customize the description if needed, which guides the AI on how to use the tool for task creation.
9. Task Creation Logic: The 'Create tasks' tool node has a schema defined. Ensure your sub-workflow (zSKQLEObdU9RiThI) correctly receives and processes these parameters for ClickUp task creation.
10. Trigger Configuration: The workflow starts with a 'Manual Trigger'. For full automation, replace this with a 'Schedule' trigger (e.g., daily) or a 'Webhook' trigger from Zoom (e.g., 'Recording Completed' event).
11. Test the workflow thoroughly using a recent Zoom meeting that has a recording and transcript.
12. Activate the workflow.