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Automate Post-Meeting Tasks with Fireflies, GPT-4o & ClickUp

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Created by: Vasu Gupta || chetangupta11

Vasu Gupta

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Last update 3 hours ago

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AI Meeting Assistant: Sync Fireflies Transcripts to ClickUp & Gmail

Act as your personal executive assistant with this high-level automation designed to handle the most tedious post-meeting tasks. This workflow ensures that no action item is forgotten and that participants receive professional follow-ups without you having to lift a finger.

Who is this for?

  • Busy executives and managers who have back-to-back meetings.
  • Project managers who need to sync action items directly into ClickUp.
  • Sales teams who want to automate professional follow-up emails based on meeting context.

How it works

  1. Fetch Transcripts: The workflow runs on a schedule and retrieves your latest meeting data directly from the Fireflies.ai API using HTTP nodes.
  2. Intelligent Filtering: A JavaScript node filters the list to process only today's meetings.
  3. AI Task Extraction: An AI Agent (using GPT-4o-mini) analyzes the transcript to find tasks specifically assigned to the host. It then uses the ClickUp tool to create these tasks with priorities and descriptions.
  4. Human-in-the-Loop: To ensure quality, the workflow sends a summary to your Telegram. It asks for approval before sending any external emails.
  5. Automated Follow-up: Once approved, a second AI Agent drafts a concise, professional email summary and sends it via Gmail to the external participants.

Requirements

  • Fireflies.ai Account: You need an API Key (Settings -> Integrations -> Fireflies API).
  • OpenAI API Key: To power the AI Agents.
  • ClickUp Workspace: To manage the generated tasks.
  • Telegram Bot: For the approval notifications.
  • Gmail Account: For sending the follow-up emails.

How to set up

  1. Fireflies API Key: Create a Header Auth credential in n8n. Set the Name to Authorization and the Value to Bearer YOUR_API_KEY_HERE.
  2. Configure Credentials: Add your credentials for OpenAI, ClickUp, Telegram, and Gmail.
  3. ClickUp Configuration: In the "Create ClickUp Task" node, select your specific Workspace, Space, and List from the dropdown menus.
  4. Identity Setup: Open the "Format Transcript Data" code node. Update the hostNames array with your name and aliases (e.g., ['Host', 'My Name']) so the AI correctly identifies you.
  5. Telegram Chat ID: Enter your Chat ID in the Telegram nodes to receive the approval prompts.