Automate post-meeting tasks with Fireflies, GPT-4o & ClickUp

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

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. ...

Best for

Project Management automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.scheduletrigger, n8n-nodes-base.httprequest, n8n-nodes-base.code, n8n-nodes-base.splitinbatches, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatopenai, n8n-nodes-base.clickuptool, n8n-nodes-base.telegram

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Vasu Gupta.

Original n8n.io source

1.1 Workflow description

Title: Automate post-meeting tasks with Fireflies, GPT-4o & ClickUp
Workflow name: Automate post-meeting tasks with Fireflies, GPT-4o & ClickUp

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

Fetch Transcripts: The workflow runs on a schedule and retrieves your latest meeting data directly from the Fireflies.ai API using HTTP nodes.
Intelligent Filtering: A JavaScript node filters the list to process only today's meetings.
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.
Human-in-the-Loop: To ensure quality, the workflow sends a summary to your Telegram. It asks for approval before sending any external emails.
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

Fireflies API Key: Create a Header Auth credential in n8n. Set the Name to Authorization and the Value to Bearer YOUR_API_KEY_HERE.
Configure Credentials: Add your credentials for OpenAI, ClickUp, Telegram, and Gmail.
ClickUp Configuration: In the "Create ClickUp Task" node, select your specific Workspace, Space, and List from the dropdown menus.
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.
Telegram Chat ID: Enter your Chat ID in the Telegram nodes to receive the approval prompts.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Every Morning

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 2 - Fetch Recent Meetings

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.1

Block 3 - Filter Today's Meetings

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 4 - Loop Over Items

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 5 - Get Full Transcript

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.1

Block 6 - Format Transcript Data

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 7 - Analyze & Create Tasks

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 8 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 9 - Create ClickUp Task

Type / Role: n8n-nodes-base.clickUpTool - clickUpTool
Config choices: Version 1

Block 10 - Ask Approval (Telegram)

Type / Role: n8n-nodes-base.telegram - telegram
Config choices: Version 1.2

Block 11 - Approved?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 12 - Draft Email

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 13 - OpenAI Chat Model1

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 14 - Send Gmail

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 15 - Notify Cancellation

Type / Role: n8n-nodes-base.telegram - telegram
Config choices: Version 1.2

Block 16 - Notify Success

Type / Role: n8n-nodes-base.telegram - telegram
Config choices: Version 1.2

Block 17 - Think

Type / Role: @n8n/n8n-nodes-langchain.toolThink - toolThink
Config choices: Version 1.1

Block 18 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.3

Block 19 - Overview

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 20 - Section 1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 21 - Section 2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 22 - Section 3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 23 - Section 4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Automate post-meeting tasks with Fireflies, GPT-4o & ClickUp
Complexity	advanced
Nodes	23
Categories	Project Management, AI Chatbot
Author	Vasu Gupta
Published	25 Dec 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/12127/12127.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Project Management workflows AI Chatbot workflows

Frequently asked questions

What does Automate post-meeting tasks with Fireflies, GPT-4o & ClickUp do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Project Management, AI Chatbot use case.

Vasu Gupta

2 workflows

Nodes

n8n-nodes-base.scheduletrigger n8n-nodes-base.httprequest n8n-nodes-base.code n8n-nodes-base.splitinbatches @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatopenai n8n-nodes-base.clickuptool n8n-nodes-base.telegram

Complexity

advanced

Published 25 Dec 2025

Likes 0

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Install path: /data/workflows/12127/12127.json

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Automate post-meeting tasks with Fireflies, GPT-4o & ClickUp

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

AI Meeting Assistant: Sync Fireflies Transcripts to ClickUp & Gmail

Who is this for?

How it works

Requirements

How to set up

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Every Morning

Block 2 - Fetch Recent Meetings

Block 3 - Filter Today's Meetings

Block 4 - Loop Over Items

Block 5 - Get Full Transcript

Block 6 - Format Transcript Data

Block 7 - Analyze & Create Tasks

Block 8 - OpenAI Chat Model

Block 9 - Create ClickUp Task

Block 10 - Ask Approval (Telegram)

Block 11 - Approved?

Block 12 - Draft Email

Block 13 - OpenAI Chat Model1

Block 14 - Send Gmail

Block 15 - Notify Cancellation

Block 16 - Notify Success

Block 17 - Think

Block 18 - Structured Output Parser

Block 19 - Overview

Block 20 - Section 1

Block 21 - Section 2

Block 22 - Section 3

Block 23 - Section 4

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions