{ "workflow": { "id": 5197, "name": "Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2", "views": 3810, "recentViews": 1, "totalViews": 3810, "createdAt": "2025-06-24T10:21:46.949Z", "description": "Transform your meetings into actionable insights automatically! This workflow captures meeting audio, transcribes conversations, generates AI summaries, and emails the results to participants—all without manual intervention.\n\n## What's the Goal?\n- **Auto-record meetings** when they start and stop when they end\n- **Transcribe audio** to text using Vexa Bot integration\n- **Generate intelligent summaries** with AI-powered analysis\n- **Email summaries** to meeting participants automatically\n- **Eliminate manual note-taking** and post-meeting admin work\n- **Never miss important discussions** or action items again\n\n## Why Does It Matter?\n- **Save 90% of Post-Meeting Time**: No more manual transcription or summary writing\n- **Never Lose Key Information**: Automatic capture ensures nothing falls through cracks \n- **Improve Team Productivity**: Focus on discussions, not note-taking\n- **Perfect Meeting Records**: Searchable transcripts and summaries for future reference\n- **Instant Distribution**: Summaries reach all participants immediately after meetings\n\n## How It Works\n\n### Step 1: Meeting Detection & Recording\n- **Start Meeting Trigger**: Detects when meeting begins via Google Meet webhook\n- **Launch Vexa Bot**: Automatically joins meeting and starts recording\n- **End Meeting Trigger**: Detects meeting end and stops recording\n\n### Step 2: Audio Processing & Transcription \n- **Stop Vexa Bot**: Ends recording and retrieves audio file\n- **Fetch Meeting Audio**: Downloads recorded audio from Vexa Bot\n- **Transcribe Audio**: Converts speech to text using AI transcription\n\n### Step 3: AI Summary Generation\n- **Prepare Transcript**: Formats transcribed text for AI processing\n- **Generate Summary**: AI model creates concise meeting summary with:\n - Key discussion points\n - Decisions made\n - Action items assigned\n - Next steps identified\n\n### Step 4: Distribution\n- **Send Email**: Automatically emails summary to all meeting participants\n\n## Setup Requirements\n\n### **Google Meet Integration:**\n- Configure Google Meet webhook and API credentials\n- Set up meeting detection triggers\n- Test with sample meeting\n\n### **Vexa Bot Configuration:**\n- Add Vexa Bot API credentials for recording\n- Configure audio file retrieval settings\n- Set recording quality and format preferences\n\n### **AI Model Setup:**\n- Configure AI transcription service (e.g., OpenAI Whisper, Google Speech-to-Text)\n- Set up AI summary generation with custom prompts\n- Define summary format and length preferences\n\n### **Email Configuration:**\n- Set up SMTP credentials for email distribution\n- Create email templates for meeting summaries\n- Configure participant list extraction from meeting metadata\n\n## Import Instructions\n\n1. **Get Workflow JSON**: Copy the workflow JSON code\n2. **Open n8n Editor**: Navigate to your n8n dashboard\n3. **Import Workflow**: Click menu (⋯) → \"Import from Clipboard\" → Paste JSON → Import\n4. **Configure Credentials**: Add API keys for Google Meet, Vexa Bot, AI services, and SMTP\n5. **Test Workflow**: Run a test meeting to verify end-to-end functionality\n\nYour meetings will now automatically transform into actionable summaries delivered to your inbox!", "workflow": { "id": "IOWmWdoiFYtZFoQ7", "meta": { "instanceId": "dd69efaf8212c74ad206700d104739d3329588a6f3f8381a46a481f34c9cc281", "templateCredsSetupCompleted": true }, "name": "Auto Meeting Record, Transcribe & Email Summaries with Vexa & Llama AI", "tags": [], "nodes": [ { "id": "1e744c15-6d1e-4cf6-b0fc-9a076a28f99d", "name": "Start Meeting Trigger\t", "type": "n8n-nodes-base.googleCalendarTrigger", "position": [ -80, 100 ], "parameters": { "options": {}, "pollTimes": { "item": [ { "mode": "everyMinute" } ] }, "triggerOn": "eventStarted", "calendarId": { "__rl": true, "mode": "id", "value": "user@example.com" } }, "credentials": { "googleCalendarOAuth2Api": { "id": "credential-id", "name": "googleCalendarOAuth2Api Credential" } }, "typeVersion": 1 }, { "id": "d887b73f-bae7-4ce7-b1dd-428e020eec59", "name": "Launch Vexa Bot for Meeting\t", "type": "n8n-nodes-base.httpRequest", "position": [ 140, 100 ], "parameters": { "url": "https://gateway.dev.vexa.ai/bots", "method": "POST", "options": {}, "sendBody": true, "sendHeaders": true, "bodyParameters": { "parameters": [ { "name": "platform", "value": "google_meet" }, { "name": "native_meeting_id", "value": "={{ $json.conferenceData.conferenceId }}" }, { "name": "language", "value": "en" }, { "name": "bot_name", "value": "Oneclick Bot" } ] }, "headerParameters": { "parameters": [ { "name": "X-API-Key", "value": "your_api_key_here" } ] } }, "typeVersion": 4.2 }, { "id": "88c87165-2cf6-4e6a-95fb-414477d4c9a2", "name": "End Meeting Trigger\t", "type": "n8n-nodes-base.googleCalendarTrigger", "position": [ -80, 460 ], "parameters": { "options": {}, "pollTimes": { "item": [ { "mode": "everyMinute" } ] }, "triggerOn": "eventStarted", "calendarId": { "__rl": true, "mode": "id", "value": "user@example.com" } }, "credentials": { "googleCalendarOAuth2Api": { "id": "credential-id", "name": "googleCalendarOAuth2Api Credential" } }, "typeVersion": 1 }, { "id": "9193cf99-82ea-4cb2-a83b-d6e6543dc378", "name": "Stop Vexa Bot\t", "type": "n8n-nodes-base.httpRequest", "position": [ 140, 460 ], "parameters": { "url": "=https://gateway.dev.vexa.ai/bots/google_meet/{{ $json.conferenceData.conferenceId }}", "method": "DELETE", "options": {}, "sendHeaders": true, "headerParameters": { "parameters": [ { "name": "X-API-Key", "value": "your_api_key_here" } ] } }, "typeVersion": 4.2 }, { "id": "21dbb664-4085-4a2a-8cf3-e4767f517d9d", "name": "Fetch Meeting Audio File\t", "type": "n8n-nodes-base.httpRequest", "position": [ 360, 360 ], "parameters": { "url": "=https://gateway.dev.vexa.ai/meeting_audio/google_meet/{{ $('End Meeting Trigger\t').item.json.conferenceData }}", "options": {}, "sendHeaders": true, "headerParameters": { "parameters": [ { "name": "X-API-Key", "value": "your_api_key_here" } ] } }, "typeVersion": 4.2 }, { "id": "83e8a00e-874f-4447-addc-89101095a993", "name": "Transcribe Meeting Audio\t", "type": "n8n-nodes-base.httpRequest", "position": [ 380, 600 ], "parameters": { "url": "=https://gateway.dev.vexa.ai/transcripts/google_meet/{{ $('End Meeting Trigger\t').item.json.conferenceData.conferenceId }}", "options": {}, "sendHeaders": true, "headerParameters": { "parameters": [ { "name": "X-API-Key", "value": "your_api_key_here" } ] } }, "typeVersion": 4.2 }, { "id": "defad130-6fbd-4cd6-8e35-deebabd6011f", "name": "Prepare Transcript for AI\t", "type": "n8n-nodes-base.set", "position": [ 580, 560 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "62f25d35-d8cc-48f8-997d-97ff90368635", "name": "text", "type": "string", "value": "={{ $json.segments }}" } ] } }, "typeVersion": 3.4 }, { "id": "b4cded44-b3e1-41b4-b994-a5dcf26a65ec", "name": "Generate Meeting Summary\t", "type": "@n8n/n8n-nodes-langchain.chainLlm", "position": [ 800, 560 ], "parameters": { "text": "=Provide a concise summary of following texts in nested bullets, using quotes only when absolutely essential for clarity. Start output directly with the response.\n\n\n{{ $json.text }}", "promptType": "define" }, "typeVersion": 1.6 }, { "id": "efebad1b-5ebe-4491-a9e6-a0b9838815eb", "name": "AI Model", "type": "@n8n/n8n-nodes-langchain.lmOllama", "position": [ 888, 780 ], "parameters": { "model": "llama3.2-16000:latest", "options": {} }, "credentials": { "ollamaApi": { "id": "credential-id", "name": "ollamaApi Credential" } }, "typeVersion": 1 }, { "id": "5c21a138-e2ed-4e2e-a4c2-6ddf65e85625", "name": "Send email", "type": "n8n-nodes-base.emailSend", "position": [ 1176, 560 ], "webhookId": "38db2e20-637d-4740-af3b-f3c0f50d1e4d", "parameters": { "text": "={{ $json.output }}", "options": {}, "subject": "Meeting Summary", "toEmail": "user@example.com", "fromEmail": "user@example.com", "emailFormat": "text" }, "credentials": { "smtp": { "id": "credential-id", "name": "smtp Credential" } }, "typeVersion": 2.1 }, { "id": "b59c01ba-f3e6-4485-bf96-684aa21a6973", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 1106, 460 ], "parameters": { "height": 260, "content": "Sends the generated meeting summary to specified recipients via email, using configured SMTP settings" }, "typeVersion": 1 }, { "id": "db5a2b78-d7d0-4aa9-af65-db586650977b", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -210, 0 ], "parameters": { "width": 300, "height": 260, "content": "Initiates workflow when meeting begins, triggered by eventStarted signal from the meeting platform. Configure with Google Meet webhook and API credentials" }, "typeVersion": 1 }, { "id": "3403ed43-201d-4ede-a736-eaaa3d6bf97b", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 120, 0 ], "parameters": { "color": 3, "height": 260, "content": "Starts the Vexa Bot recording process using the configured API credentials or webhook" }, "typeVersion": 1 }, { "id": "da19f45e-4dd3-4f78-95a6-0c0f0af63182", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ -340, 360 ], "parameters": { "color": 5, "width": 400, "height": 260, "content": "Detects meeting end event and triggers next step to stop recording. Configure with Google Meet webhook for eventEnded and fix authentication (e.g., verify client credentials)" }, "typeVersion": 1 }, { "id": "b5bcf708-5175-440f-9028-c959ce2d5117", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 70, 360 ], "parameters": { "color": 4, "height": 260, "content": "Halts the Vexa Bot recording and prepares the audio file for further processing." }, "typeVersion": 1 }, { "id": "9fd34341-9e6f-428d-bf7a-058ae1881a77", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 270, 320 ], "parameters": { "width": 280, "height": 200, "content": "Retrieves the recorded audio file from Vexa Bot for transcription." }, "typeVersion": 1 }, { "id": "d73efff1-507a-401a-b151-44b36fffefac", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 320, 500 ], "parameters": { "color": 6, "width": 180, "height": 260, "content": "Converts the fetched audio file into text using the connected AI model." }, "typeVersion": 1 }, { "id": "6bc285e7-5512-4719-ae44-f07f240826a3", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ 560, 440 ], "parameters": { "color": 4, "width": 160, "height": 340, "content": "Formats the transcribed text for input into the AI model for summary generation." }, "typeVersion": 1 }, { "id": "4b4ae666-3280-465c-aa4c-2011aec87247", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [ 780, 420 ], "parameters": { "color": 3, "height": 420, "content": "Creates a concise summary from the transcribed text using the AI model." }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "f7d7eaa4-9e40-4d89-9095-6a881320a158", "connections": { "AI Model": { "ai_languageModel": [ [ { "node": "Generate Meeting Summary\t", "type": "ai_languageModel", "index": 0 } ] ] }, "Stop Vexa Bot\t": { "main": [ [ { "node": "Fetch Meeting Audio File\t", "type": "main", "index": 0 }, { "node": "Transcribe Meeting Audio\t", "type": "main", "index": 0 } ] ] }, "End Meeting Trigger\t": { "main": [ [ { "node": "Stop Vexa Bot\t", "type": "main", "index": 0 } ] ] }, "Start Meeting Trigger\t": { "main": [ [ { "node": "Launch Vexa Bot for Meeting\t", "type": "main", "index": 0 } ] ] }, "Fetch Meeting Audio File\t": { "main": [ [] ] }, "Generate Meeting Summary\t": { "main": [ [ { "node": "Send email", "type": "main", "index": 0 } ] ] }, "Transcribe Meeting Audio\t": { "main": [ [ { "node": "Prepare Transcript for AI\t", "type": "main", "index": 0 } ] ] }, "Prepare Transcript for AI\t": { "main": [ [ { "node": "Generate Meeting Summary\t", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 19, "nodeTypes": { "n8n-nodes-base.set": { "count": 1 }, "n8n-nodes-base.emailSend": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 9 }, "n8n-nodes-base.httpRequest": { "count": 4 }, "@n8n/n8n-nodes-langchain.chainLlm": { "count": 1 }, "@n8n/n8n-nodes-langchain.lmOllama": { "count": 1 }, "n8n-nodes-base.googleCalendarTrigger": { "count": 2 } } }, "status": "published", "user": { "name": "Oneclick AI Squad", "username": "oneclick-ai", "bio": "The AI Squad Initiative is a pioneering effort to build, automate and scale AI-powered workflows using n8n.io. 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