Who is this workflow for? The Zoom AI Meeting Assistant workflow automates the process of summarizing meetings, creating actionable tasks, and scheduling follow-up calls. By leveraging n8n’s automation capabilities, this workflow streamlines post-meeting activities, enhancing productivity and ensuring critical actions are not overlooked..

What does this workflow do?

  • Trigger: The workflow begins with a manual trigger, which can also be set to activate on a schedule or via a webhook.
  • Retrieve Zoom Data: It accesses the Zoom API to fetch meeting data from the past 24 hours.
  • Filter Events: The workflow filters the retrieved data to include only meetings that occurred within the last day.
  • Extract Transcripts: It retrieves the transcript of the most recent meeting and extracts the textual content.
  • Generate Summary: Using an AI model (such as OpenAI), the workflow processes the transcript to create a concise summary formatted in HTML.
  • Send Email: The generated summary is emailed to all meeting participants via Microsoft Outlook or another configured SMTP service.
  • Create Tasks and Follow-Up Calls: Based on the meeting content, the AI generates tasks and schedules follow-up appointments in ClickUp or Outlook. This step can also integrate with other tools like Gmail or Airtable through sub-workflows.

Requirements:

  • Zoom Workspace Pro with Cloud Recording and Transcripts enabled.
  • Microsoft Outlook access for emailing participants.
  • ClickUp for task management.
  • AI API Access (e.g., OpenAI, Anthropic, Google, or Ollama).
  • SMTP Credentials for sending emails.

Users must configure individual sub-workflows separately and link them using the “Execute workflow trigger” feature in n8n. Additionally, customizable domains can be adjusted or removed based on specific data needs.

🤖 Why Use This Automation Workflow?

  • Time Efficiency: Automatically generates meeting summaries, reducing the need for manual note-taking.
  • Actionable Insights: Transforms meeting discussions into actionable tasks in ClickUp or Outlook, ensuring follow-ups are organized and tracked.
  • Consistent Communication: Sends summarized emails to all participants, ensuring everyone is aligned on meeting outcomes and next steps.

👨‍💻 Who is This Workflow For?

This workflow is ideal for professionals and teams who regularly conduct Zoom meetings and seek to optimize their post-meeting processes. It is particularly beneficial for project managers, team leaders, and administrative personnel aiming to enhance meeting productivity and follow-through.

🎯 Use Cases

  1. Project Management: Automatically create and assign tasks in ClickUp based on meeting discussions, ensuring project milestones are tracked and responsibilities are clear.
  2. Sales Teams: Generate summaries of client meetings and schedule follow-up calls, maintaining a clear record of client interactions and next steps.
  3. HR Departments: Summarize internal meetings and create tasks related to employee onboarding, training sessions, or policy updates.

TL;DR

The Zoom AI Meeting Assistant workflow efficiently automates the creation of meeting summaries, task assignments, and follow-up scheduling. By integrating Zoom with tools like ClickUp and Outlook through n8n, this workflow enhances meeting productivity and ensures seamless follow-through on discussed actions.

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