Automate Project Task Management with n8n, Fireflies & Airtable

What this workflow does

This workflow takes meeting transcripts from Fireflies that have "project" in their title.

It finds and pulls out tasks for the project manager.

Then it puts those tasks into Airtable.

Next, it sends emails to clients with their tasks.

It also makes calendar events for follow-up calls if needed.

This saves about 5 hours a week in work and helps keep projects on track.

Who should use this workflow

Project managers with many client meetings can use this.

Anyone who wants to stop manually copying meeting notes and tracking action items can benefit.

The workflow is made for meetings that focus on projects, so it filters transcripts by title.

Tools and services used

• Fireflies.ai: For meeting transcript data using GraphQL API.


• OpenAI GPT-4o: To analyze text and find tasks.


• Airtable: To save action items as structured tasks.


• Gmail: To send personalized emails to clients.


• Google Calendar: To create follow-up call events with Google Meet links.

Inputs, processing steps, and outputs

Inputs

• Meeting completion event sent to a webhook with meeting ID.


• Fireflies transcript data fetched by meeting ID.

Processing steps

• Check if transcript title has "project" in it.


• Use AI to extract tasks relevant only to the project manager from transcript.


• Create structured task data for Airtable.


• Send client-specific task emails via Gmail.


• Schedule Google Meet follow-up events if transcript mentions follow-up calls.

Outputs

• New task records in Airtable.


• Email notifications to clients about their tasks.


• Google Calendar events with Google Meet links created for follow-ups.

Beginner step-by-step: How to build this workflow in n8n

Step 1: Import the workflow

1. Download the workflow JSON file using the Download button on this page.


2. Open the n8n editor.


3. Click "Import from File" and select the downloaded workflow file.

Step 2: Configure credentials and settings

1. Add API keys and credentials for Fireflies, OpenAI, Airtable, Gmail, and Google Calendar in the credential settings.


2. Update any IDs such as Airtable base ID, table ID, and Google Calendar ID if needed.


3. Change the user name and email in the AI Agent node systemMessage to match your details.

Step 3: Test the workflow

1. Send a test POST request to the URL from the Webhook node with a sample meeting ID.


2. Check that tasks are created in Airtable, emails are sent, and calendar events are made properly.

Step 4: Activate workflow for production

1. Once testing works, turn on the workflow by switching it from draft to active in n8n.


2. Make sure the webhook URL is reachable by Fireflies to trigger the workflow automatically on meeting completions.


3. Monitor runs to catch any errors.

For users wanting more control, consider running self-host n8n.

Edge cases and common problems

If the Fireflies API key is missing or wrong, the transcript fetch will return 401 Unauthorized errors.

Task creation in Airtable can fail if the AI output doesn't match the expected input schema or if API keys are incorrect.

Emails might not send if the Gmail OAuth2 token expired or recipient emails are missing.

Google Calendar events won't create if the date/times are wrong or permissions missing.

Customization ideas

• Change the user name and email in AI prompts to personalize outputs.


• Adjust the task priority options in Airtable to fit your workflow.


• Change the keyword "project" in the AI Agent prompt to track other meeting types.


• Edit email templates in the Gmail node to add branding or extra info.


• Add more AI tools for sentiment analysis or action item categories in the AI Agent node.

Summary of result

✓ Transcripts over Fireflies API trigger workflow in n8n.

✓ AI finds tasks related to the user from project meetings.

✓ Tasks are created automatically in Airtable.

✓ Clients receive notification emails about their responsibilities.

✓ Follow-up calls are scheduled on Google Calendar with Meet links.

→ Saves around 5 hours per week of manual work.

→ Improves tracking and communication for project meetings.