Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2

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Important notice

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

1. Workflow Overview

Transform your meetings into actionable insights automatically! This workflow captures meeting audio, transcribes conversations, generates AI summaries, and emails the results to participants—all w...

Best for

Document Extraction automation workflows
AI Summarization automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.googlecalendartrigger, n8n-nodes-base.httprequest, n8n-nodes-base.set, @n8n/n8n-nodes-langchain.chainllm, @n8n/n8n-nodes-langchain.lmollama, n8n-nodes-base.emailsend, n8n-nodes-base.stickynote

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Oneclick AI Squad.

Original n8n.io source

1.1 Workflow description

Title: Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2
Workflow name: Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2

What's the Goal?

Auto-record meetings when they start and stop when they end
Transcribe audio to text using Vexa Bot integration
Generate intelligent summaries with AI-powered analysis
Email summaries to meeting participants automatically
Eliminate manual note-taking and post-meeting admin work
Never miss important discussions or action items again

Why Does It Matter?

Save 90% of Post-Meeting Time: No more manual transcription or summary writing
Never Lose Key Information: Automatic capture ensures nothing falls through cracks
Improve Team Productivity: Focus on discussions, not note-taking
Perfect Meeting Records: Searchable transcripts and summaries for future reference
Instant Distribution: Summaries reach all participants immediately after meetings

How It Works

Step 1: Meeting Detection & Recording

Start Meeting Trigger: Detects when meeting begins via Google Meet webhook
Launch Vexa Bot: Automatically joins meeting and starts recording
End Meeting Trigger: Detects meeting end and stops recording

Step 2: Audio Processing & Transcription

Stop Vexa Bot: Ends recording and retrieves audio file
Fetch Meeting Audio: Downloads recorded audio from Vexa Bot
Transcribe Audio: Converts speech to text using AI transcription

Step 3: AI Summary Generation

Prepare Transcript: Formats transcribed text for AI processing
Generate Summary: AI model creates concise meeting summary with:
- Key discussion points
- Decisions made
- Action items assigned
- Next steps identified

Step 4: Distribution

Send Email: Automatically emails summary to all meeting participants

Setup Requirements

Google Meet Integration:

Configure Google Meet webhook and API credentials
Set up meeting detection triggers
Test with sample meeting

Vexa Bot Configuration:

Add Vexa Bot API credentials for recording
Configure audio file retrieval settings
Set recording quality and format preferences

AI Model Setup:

Configure AI transcription service (e.g., OpenAI Whisper, Google Speech-to-Text)
Set up AI summary generation with custom prompts
Define summary format and length preferences

Email Configuration:

Set up SMTP credentials for email distribution
Create email templates for meeting summaries
Configure participant list extraction from meeting metadata

Import Instructions

Get Workflow JSON: Copy the workflow JSON code
Open n8n Editor: Navigate to your n8n dashboard
Import Workflow: Click menu (⋯) → "Import from Clipboard" → Paste JSON → Import
Configure Credentials: Add API keys for Google Meet, Vexa Bot, AI services, and SMTP
Test Workflow: Run a test meeting to verify end-to-end functionality

Your meetings will now automatically transform into actionable summaries delivered to your inbox!

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 - Start Meeting Trigger

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

Block 2 - Launch Vexa Bot for Meeting

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 3 - End Meeting Trigger

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

Block 4 - Stop Vexa Bot

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 5 - Fetch Meeting Audio File

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 6 - Transcribe Meeting Audio

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 7 - Prepare Transcript for AI

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 8 - Generate Meeting Summary

Type / Role: @n8n/n8n-nodes-langchain.chainLlm - chainLlm
Config choices: Version 1.6

Block 9 - AI Model

Type / Role: @n8n/n8n-nodes-langchain.lmOllama - lmOllama
Config choices: Version 1

Block 10 - Send email

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

Block 11 - Sticky Note

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

Block 12 - Sticky Note1

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

Block 13 - Sticky Note2

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

Block 14 - Sticky Note3

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

Block 15 - Sticky Note4

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

Block 16 - Sticky Note5

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

Block 17 - Sticky Note6

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

Block 18 - Sticky Note7

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

Block 19 - Sticky Note8

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

3. Summary Table

Workflow	Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2
Complexity	advanced
Nodes	19
Categories	Document Extraction, AI Summarization
Author	Oneclick AI Squad
Published	24 Jun 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/5197/5197.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 Document Extraction workflows AI Summarization workflows

Frequently asked questions

What does Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2 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 Document Extraction, AI Summarization use case.

Oneclick AI Squad

224 workflows

Nodes

n8n-nodes-base.googlecalendartrigger n8n-nodes-base.httprequest n8n-nodes-base.set @n8n/n8n-nodes-langchain.chainllm @n8n/n8n-nodes-langchain.lmollama n8n-nodes-base.emailsend n8n-nodes-base.stickynote

Complexity

advanced

Published 24 Jun 2025

Likes 0

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Install path: /data/workflows/5197/5197.json

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Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

What's the Goal?

Why Does It Matter?

How It Works

Step 1: Meeting Detection & Recording

Step 2: Audio Processing & Transcription

Step 3: AI Summary Generation

Step 4: Distribution

Setup Requirements

Google Meet Integration:

Vexa Bot Configuration:

AI Model Setup:

Email Configuration:

Import Instructions

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Start Meeting Trigger

Block 2 - Launch Vexa Bot for Meeting

Block 3 - End Meeting Trigger

Block 4 - Stop Vexa Bot

Block 5 - Fetch Meeting Audio File

Block 6 - Transcribe Meeting Audio

Block 7 - Prepare Transcript for AI

Block 8 - Generate Meeting Summary

Block 9 - AI Model

Block 10 - Send email

Block 11 - Sticky Note

Block 12 - Sticky Note1

Block 13 - Sticky Note2

Block 14 - Sticky Note3

Block 15 - Sticky Note4

Block 16 - Sticky Note5

Block 17 - Sticky Note6

Block 18 - Sticky Note7

Block 19 - Sticky Note8

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