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AI Agent for Project Management and Meetings with Airtable and Fireflies

This workflow automatically analyzes the text transcription of meeting recordings to intelligently generate project tasks and sync them to Airtable. It also automatically sends email notifications to relevant clients and participants, and can create Google Meet invitations when necessary. By leveraging powerful language understanding capabilities, it deeply analyzes meeting content, improving task assignment and tracking efficiency. This addresses the traditional issue of poor information transfer after meetings, ensuring that each participant receives specific action items in a timely manner, thereby enhancing team collaboration and management transparency.

Workflow Diagram
AI Agent for Project Management and Meetings with Airtable and Fireflies Workflow diagram

Workflow Name

AI Agent for Project Management and Meetings with Airtable and Fireflies

Key Features and Highlights

This workflow intelligently analyzes the transcribed text of meeting recordings to automatically generate project tasks, synchronizing them with the Airtable database. It also sends email notifications to relevant clients and participants, and, when necessary, can automatically create Google Meet invitations based on requirements. Leveraging OpenAI’s powerful language understanding capabilities, it deeply parses meeting content and extracts actionable tasks, significantly enhancing post-meeting management efficiency.

Core Problems Addressed

Traditional post-meeting task assignment and tracking often suffer from omissions, delays, or communication breakdowns. This automated workflow transforms meeting minutes into concrete action items, ensuring every participant promptly receives task notifications relevant to them. It also supports automatic scheduling of follow-up conference calls, preventing information gaps and execution delays.

Application Scenarios

  • Project management teams needing rapid conversion of meeting content into executable tasks
  • Customer service or sales teams aiming to automatically notify clients about meeting decisions and follow-ups
  • Remote teams requiring efficient management of task assignment and follow-up after online meetings
  • Enterprises seeking to improve meeting management standardization and transparency through automation

Main Process Steps

  1. Webhook Trigger: Listens for Fireflies meeting completion events and receives the meeting ID
  2. Retrieve Meeting Content: Uses Fireflies GraphQL API to fetch meeting title, participants, speech content, and summary
  3. AI Intelligent Analysis: Employs OpenAI GPT-4 model with system prompts to analyze meeting content and identify project-related discussions
  4. Task Creation: Invokes a custom “Create Tasks” tool to extract and generate specific tasks for the current user
  5. Task Breakdown and Airtable Entry: Splits the task list and writes each item into Airtable’s task table for structured management
  6. Notify Clients: Automatically sends meeting summaries and individual task emails to relevant clients and participants via Gmail node
  7. Schedule Follow-up Meetings: Automatically arranges Google Meet invitations in Google Calendar if required by the meeting content

Involved Systems and Services

  • Fireflies.ai: Provides meeting recording transcription and content summarization
  • OpenAI GPT-4: Intelligent language model supporting meeting content understanding and task generation
  • Airtable: Task data storage and management platform
  • Gmail: Email service for notifying clients and participants
  • Google Calendar: Automatically creates online meeting events
  • n8n: Workflow automation platform coordinating all nodes to realize the end-to-end process

Target Users and Value

  • Project managers and team leaders seeking to improve post-meeting task assignment and tracking efficiency
  • Client managers and sales personnel aiming for automated client communication and task reminders
  • Remote work teams ensuring rapid execution and no omissions of meeting decisions
  • Enterprise digital transformation advocates leveraging AI automation to optimize business processes

This workflow was designed by community expert Philipp Bekher, integrating practical experience from the 5minAI community. It offers a comprehensive automation solution that helps enterprises intelligently manage meeting content and project tasks, saving substantial manual effort while enhancing team collaboration transparency and execution capability.
For more details and video tutorials, please visit Philipp Bekher LinkedIn and related community resources.