How it works?

1. Send a message or a voice note on Telegram right after the meeting.
2. n8n transcribes (if it's a voice note) and sends the text to GPT.
3. GPT generates a structured and professional meeting minutes report.
4. The report is automatically stored in Airtable.
5. Your team is instantly notified in Slack.
6. A formal email is sent via Gmail to the right recipients.

👉 Works for all types of meetings: client calls, team syncs, project updates… whether you type a message or send a quick voice memo.

If you need a professional n8n automation agency to build custom workflows like this, check out Vision IA's n8n automation services.

✅ Requirements

Before running this workflow, you’ll need:

• A Telegram account with a bot configured (to send your messages/voice notes)
• An OpenAI API key (for GPT and voice transcription)
• An Airtable account with a base containing these fields:
  • Email
  • Subject
  • Report
• A Slack account with the target channel for notifications
• A Gmail account connected to n8n (OAuth2)

🔧 Step-by-step setup

Step 1 – Telegram Trigger

• Node: Telegram Trigger
• Updates: message
  👉 Captures every message or voice note sent to the bot.

Step 2 – Detect text or voice

• Node: Code (“Message or Voice ?”)
• Expected output:
  • { type: "text", content } if message
  • { type: "voice", file_id } if voice note
    👉 Routes the workflow based on the input type.

Step 3 – IF Condition

• Condition: {{$json.type}} == voice
  👉 Directs to the transcription branch if it’s a voice note.

Voice Branch 🎤

Step 4 – Download the voice file

• Node: Telegram → Voice note
• Parameter: fileId = {{$json.file_id}}

Step 5 – Wait

• Node: Wait (2–3s)
  👉 Lets Telegram prepare the file.

Step 6 – Voice note download

• Node: Telegram (file download)
  👉 Retrieves the audio file.

Step 7 – Transcribe to text

• Node: OpenAI (Transcription)
• Resource: audio
• Operation: transcribe
  👉 Converts the voice note into plain text.

Step 8 – Short wait

👉 Ensures continuity before sending to GPT.

Text Branch ✍️

Step 9 – Normalize

• Node: Code (“Content”)
• Return: { text: $json.content }
  👉 Standardizes the text as if it were already a transcription.

Step 10 – Detect email

• Node: Code (“Domain or Email detection”)
  👉 Extracts the target email (or builds a fallback [email protected]).

Step 11 – Generate meeting minutes

• Node: Agent (“Generate Meeting Message”)
• Prompt: specialized for “meeting minutes”
• Model: GPT-4.1-mini
• Output: { email, subject, body }
  👉 GPT creates a clean and structured meeting report.

Step 12 – Enforce clean JSON

• Node: Output Parser Structured
• JSON Example:
  json {"email": "[email protected]","subject":"Subject","body":Email"}

👉 Ensures the output is always valid JSON.

Step 13 – Cleanup / Airtable mapping

• Node: Code
• Return: { Email, subject, Report }

👉 Prepares the correct fields aligned with your Airtable table.

If you need help setting up advanced Airtable workflows and database automation, check out Vision IA's Airtable automation services.

Step 14 – Store in Airtable

• Node: Airtable (Create Record)
• Mapping:
  • Email = {{$json.Email}}
  • subject = {{$json.subject}}
  • Report = {{$json.Report}}
    👉 Archives each meeting report in your Airtable base.

Step 15 – Notify in Slack

• Node: Slack (Send Message)
• Channel: your team channel
• Message: {{$json.fields.subject}}{{$json.fields.Report}}

Step 16 – Send the email

• Node: Gmail (Send Email)
• sendTo: {{$('Create a record').item.json.fields.Email}}
• subject: {{$('Create a record').item.json.fields.subject}}
• message: {{$('Create a record').item.json.fields.Report}}

Need Help Automating Your Communication Workflows?

This n8n workflow shows how powerful email automation and AI-powered documentation can be. If you want to go further with automated email campaigns, meeting follow-ups, and team communication systems, our agency specializes in building custom solutions.

👉 Explore our email automation services: Vision IA – Email Automation Agency

We help businesses automate their entire communication pipeline—from meeting notes to client follow-ups and internal notifications—all running automatically with AI assistance.

Questions about this workflow or other automation solutions? Visit Vision IA or reach out for a free consultation.