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AI agent for project management and meetings with Airtable and Fireflies

Mark ShcherbakovMark Shcherbakov
11536 views
2/3/2026
collection-processinghttp-requestcsvdata-managementexport
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Video Guide

I prepared a comprehensive guide detailing how to create a Smart Agent that automates meeting task management by analyzing transcripts, generating tasks in Airtable, and scheduling follow-ups when necessary.

Youtube Link

Youtube Link

Who is this for?

This workflow is ideal for project managers, team leaders, and business owners looking to enhance productivity during meetings. It is particularly helpful for those who need to convert discussions into actionable items swiftly and effectively.

What problem does this workflow solve?

Managing action items from meetings can often lead to missed tasks and poor follow-up. This automation alleviates that issue by automatically generating tasks from meeting transcripts, keeping everyone informed about their responsibilities and streamlining communication.

What this workflow does

The workflow leverages n8n to create a Smart Agent that listens for completed meeting transcripts, processes them using AI, and generates tasks in Airtable. Key functionalities include:

  • Capturing completed meeting events through webhooks.
  • Extracting relevant meeting details such as transcripts and participants using API calls.
  • Generating structured tasks from meeting discussions and sending notifications to clients.
  1. Webhook Integration: Listens for meeting completion events to trigger subsequent actions.
  2. API Requests for Data: Pulls necessary details like transcripts and participant information from Fireflies.
  3. Task and Notification Generation: Automatically creates tasks in Airtable and notifies clients of their responsibilities.

Setup

N8N Workflow

  1. Configure the Webhook:

    • Set up a webhook to capture meeting completion events and integrate it with Fireflies.

  2. Retrieve Meeting Content:

    • Use GraphQL API requests to extract meeting details and transcripts, ensuring appropriate authentication through Bearer tokens.

  3. AI Processing Setup:

    • Define system messages for AI tasks and configure connections to the AI chat model (e.g., OpenAI's GPT) to process transcripts.

  4. Task Creation Logic:

    • Create structured tasks based on AI output, ensuring necessary details are captured and records are created in Airtable.

  5. Client Notifications:

    • Use an email node to notify clients about their tasks, ensuring communications are client-specific.

  6. Scheduling Follow-Up Calls:

    • Set up Google Calendar events if follow-up meetings are required, populating details from the original meeting context.

AI Agent for Project Management and Meetings with Airtable and Fireflies

This n8n workflow automates the process of creating and managing project tasks and meeting notes by leveraging an AI agent that interacts with Airtable and Fireflies. It simplifies the integration of meeting transcriptions and project planning into a structured database.

What it does

This workflow is designed to be triggered by another workflow, acting as a callable AI agent tool. Here's a breakdown of its functionality:

  1. Receives Input: It starts by being executed by another n8n workflow, receiving an input message.
  2. Initializes AI Agent: An AI Agent is configured with an OpenAI Chat Model to process natural language requests.
  3. Utilizes Custom Tool: The AI Agent uses a "Call n8n Workflow Tool" which, in this context, is designed to interact with Airtable.
  4. Airtable Interaction: The Airtable node is set up to perform actions on a specified base and table. While the specific operation (e.g., creating a record, updating a record, searching) isn't explicitly defined in the provided JSON, its presence indicates that the AI agent can read from or write to Airtable.
  5. Splits Output (if applicable): The "Split Out" node suggests that the output from the Airtable operation or the AI agent's response might be an array of items that need to be processed individually.
  6. Makes HTTP Request: An HTTP Request node is included, which could be used for various purposes such as integrating with Fireflies (as suggested by the directory name), posting to a different API, or sending notifications.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Airtable Account & Credentials: An Airtable account with a base and table configured for project management or meeting notes, and n8n credentials for Airtable.
  • OpenAI API Key: An OpenAI API key for the AI Chat Model.
  • Fireflies.ai Account (Likely): Although not directly visible in the JSON, the directory name "Fireflies" suggests integration with Fireflies.ai for meeting transcriptions. This would likely be handled by the HTTP Request node or the parent workflow that calls this agent.
  • Another n8n Workflow: This workflow is designed to be called as a tool by another workflow, so you'll need a parent workflow to initiate it.

Setup/Usage

  1. Import the Workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Set up your Airtable credentials in n8n.
    • Set up your OpenAI credentials in n8n for the Chat Model.
  3. Configure Airtable Node:
    • Select the correct Airtable Credential.
    • Specify the Base ID and Table Name where your project tasks or meeting notes are stored.
    • Configure the Operation (e.g., Create, Update, Get, Find) and any necessary fields based on how your AI agent is expected to interact with Airtable.
  4. Configure OpenAI Chat Model:
    • Select your OpenAI Credential.
    • Choose the desired Chat Model (e.g., gpt-3.5-turbo, gpt-4).
  5. Configure AI Agent:
    • Review the AI Agent settings, including the prompt and any specific instructions for how it should use the "Call n8n Workflow Tool" to interact with Airtable.
  6. Configure Call n8n Workflow Tool:
    • Ensure this node is correctly configured to call this workflow (or a specific part of it) or another workflow that performs the Airtable operation. The "Workflow ID" or "Workflow Name" should be set.
  7. Configure HTTP Request Node (if applicable):
    • If this node is used for Fireflies.ai or other services, configure the URL, method, headers, and body as required by the external API.
  8. Activate the Workflow: Once configured, activate the workflow.
  9. Call from Parent Workflow: This workflow is meant to be executed by another n8n workflow using the "Execute Workflow Trigger" node. The parent workflow would pass the natural language input to this AI agent.

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