n8n Meeting Notes Workflow: Transcript to Summary, Decisions and Notion Tasks
This n8n workflow watches a Google Drive folder for meeting transcripts. When one arrives, an OpenAI or Anthropic chat model writes a short summary, lists the decisions and pulls out action items with an owner and timing. Each action item becomes a task in your Notion database, and the full notes are emailed to the attendees so everyone leaves with the same record of what was agreed.
- Difficulty
- Intermediate
- Setup time
- About 30 minutes
- Nodes
- 10
- Checked against
- n8n 2.41
- Google Drive
- OpenAI or Anthropic
- Notion
- Gmail
- n8n
Last reviewed October 2026
What this workflow does
Most teams already record meetings. Fireflies, Otter, Google Meet and Microsoft Teams can all produce a transcript, but a transcript is not minutes. Someone still has to read it, work out what was decided and chase who said they would do what. When nobody does, action items live only in people's memories and the same topics come back at the next meeting.
This template does the first pass for you. It is built for operations leads, project managers and small business owners who run regular internal meetings and use Notion to track work. The AI drafts the notes, but owners it cannot identify are marked Unassigned, and the email asks attendees to reply with corrections, so a person stays responsible for the record.
Who it's for
- →Operations and project managers running weekly team meetings
- →Small business owners who record client or staff meetings
- →Teams that track work in Notion and lose action items between meetings
- →Executive assistants who write up minutes by hand
How it works, step by step
- 1
New transcript in Drive
The Google Drive Trigger polls a chosen folder and starts the workflow when a new file appears, such as a transcript saved by your recorder or exported from Meet or Teams.
- 2
Download the transcript
The Google Drive node downloads the file. Google Docs are converted to plain text on download, and .txt or .vtt files come through as they are.
- 3
Read the text
Extract from File turns the downloaded file into plain text, and an If node skips files that are too short to be a real meeting.
- 4
AI writes the notes
A Basic LLM Chain sends the transcript to the chat model with instructions to write a title, summary, decisions, action items with owners and timing, and open questions, without inventing anything.
- 5
Structured output
The Structured Output Parser makes the model return clean JSON in a fixed shape, so the next steps can rely on fields like owner, task and due.
- 6
Create Notion tasks
Split Out turns the action items into separate items, and the Notion node creates one page per task in your database with the owner, timing and meeting name.
- 7
Email the summary
In parallel, Gmail sends formatted notes with the summary, decisions, action items and open questions to the attendee list, asking for corrections by reply.
What you need
Google Drive
A folder where transcripts are saved, and a Google OAuth2 credential in n8n with Drive access.
OpenAI or Anthropic API key
An API key for the chat model. Long meetings use more tokens, so check your usage limits.
Notion workspace
A tasks database with a title property and text properties called Owner, Due and Meeting, shared with your n8n integration.
Gmail or Google Workspace
A mailbox to send the summary. Outlook or SMTP nodes work as well.
Set it up in n8n
- 1
Import the workflow and open 'New Transcript in Drive Folder'. Connect Google Drive and select the folder your transcripts land in.
- 2
Configure your recorder to save transcripts to that folder, or export them there manually after each meeting.
- 3
Add your OpenAI credential to the chat model node. To use Claude instead, add an Anthropic Chat Model node and connect it to the chain in place of OpenAI.
- 4
In Notion, create or pick a tasks database, add text properties Owner, Due and Meeting, and share the database with your n8n integration.
- 5
Open 'Create Notion Task', connect Notion and select the database. Adjust the property names if yours differ.
- 6
Replace team@yourcompany.com.au in the Gmail node with your attendee list or a group address.
- 7
Drop a short sample transcript into the folder, run the workflow once manually and check the Notion tasks and email before activating it.
Ways to customise it
- +Swap the Drive trigger for a Webhook that receives Fireflies' transcription-complete event, then fetch the transcript from the Fireflies API.
- +Create tasks in ClickUp, Asana or Trello instead of Notion using their n8n nodes.
- +Look up attendees from the matching Google Calendar event so the email goes only to people who were invited.
- +Map owners to Notion users so tasks are assigned rather than just labelled.
- +Post the summary to a Slack or Teams channel as well as email.
For Australian businesses
Recording laws are set by each state and territory, and they differ. Some surveillance and listening devices laws require the consent of everyone in the conversation, while others allow a participant to record in limited cases, so the safe practice is to tell everyone at the start that the meeting is recorded and transcribed and get their agreement, especially when clients or people in other states join. Transcripts often contain personal information about staff and clients, which the Privacy Act 1988 and the APPs cover for businesses it applies to. Check where your recorder and AI provider store and process data (APP 8 covers overseas disclosure), and set a retention period for the Drive folder.
Tools in this workflow
Fireflies.ai
Free plan + paidMeetings
An AI meeting assistant that joins video calls to record, transcribe and summarise them. It works with Zoom, Google Meet and Microsoft Teams, extracts action items, makes past meetings searchable and can push notes into CRMs and Slack.
Best for: Small teams wanting automatic notes from internal and client meetings
Fireflies.ai review →Otter.ai
Free plan + paidMeetings
An AI meeting assistant that records, transcribes and summarises meetings. Its notetaker can join Zoom, Microsoft Teams and Google Meet calls automatically, identify speakers, capture action items and answer questions about past conversations.
Best for: Sales teams capturing call notes into their CRM
Otter.ai review →Notion AI
PaidProductivity
AI built into the Notion workspace. It drafts and edits pages, answers questions using your workspace and connected apps, takes meeting notes, fills database fields automatically, and can run agents that carry out multi-step tasks inside Notion.
Best for: Teams already running wikis, projects and documentation in Notion
Notion AI review →Fathom
Free plan + paidMeetings
An AI notetaker that records, transcribes and summarises calls on Zoom, Google Meet and Microsoft Teams. It is known for a generous free tier, and paid plans add advanced summaries, action items, team libraries, CRM sync and coaching tools for sales teams.
Best for: Small businesses wanting a free meeting recorder
Fathom review →n8n
Free plan + paidAutomation
A workflow automation platform that combines a visual node editor with code when you need it. It connects hundreds of apps and APIs and includes AI agent nodes that can call language models, tools and memory. Teams can self-host the free Community Edition on their own servers or use n8n's hosted cloud.
Best for: Australian organisations that need automation data to stay onshore
n8n review →
Frequently asked questions
Which meeting recorders work with this template?
Any tool that can save a text or Google Docs transcript to Google Drive. Fireflies, Otter, tl;dv and Google Meet's own transcripts can all end up in Drive, either automatically or by export. Fireflies users can also switch to its webhook.
How accurate are the AI action items?
They are a draft. The model is told to use only what the transcript supports and to mark unclear owners as Unassigned, but transcription errors and crosstalk can still cause mistakes. That is why the email asks attendees to reply with corrections.
Can I use Claude instead of OpenAI?
Yes. Add an Anthropic Chat Model node, connect it to the 'Write Summary and Action Items' chain's model input and remove the OpenAI node. The prompt and output parser work the same with either provider.
Can tasks go to ClickUp instead of Notion?
Yes. Replace the Notion node with n8n's ClickUp node, set the list, and map task, owner and due from the split action items. The rest of the workflow stays the same.
Do I need consent to record meetings in Australia?
It depends on the state or territory and the situation, because listening and surveillance devices laws differ. Announcing the recording at the start and getting everyone's agreement is the practical way to stay on the right side of all of them.
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Want this running in your business?
AI Lab Australia sets up n8n workflows end to end: hosting in Australia, connecting your systems, testing with real data and handing over documentation.