AI Smart Meeting Assistant: Pre-Meeting Reminders and Attendee Intelligence Integration

Workflow Name

AI Smart Meeting Assistant: Pre-Meeting Reminders and Attendee Intelligence Integration

Key Features and Highlights

This workflow automatically monitors upcoming meetings in Google Calendar, intelligently extracts attendees’ contact details and related information, and combines recent email exchanges and LinkedIn activity data. Leveraging OpenAI’s GPT-4 model, it generates concise yet information-rich pre-meeting reminders, which are then sent to users via WhatsApp. The standout feature lies in the deep integration of multi-channel data sources and the use of AI for intelligent summarization and personalized content generation, significantly enhancing meeting preparation efficiency.

Core Problems Addressed

• Busy professionals often struggle to prepare efficiently for meetings and lack sufficient understanding of attendees’ backgrounds and recent communications.
• Relevant information is scattered across emails and social networks, making manual collection time-consuming and prone to omissions.
• There is a need for lightweight reminder methods to avoid information overload before meetings.

Use Cases

• Corporate executives and sales personnel quickly obtain attendees’ backgrounds and latest updates before meetings.
• Account managers or project leaders gain automated insights into clients’ communication history and social activities in advance.
• Mobile professionals who prefer receiving meeting reminders through instant messaging tools like WhatsApp.

Main Workflow Steps

1. Scheduled Trigger: Automatically triggers every hour to query meetings scheduled within the next hour in Google Calendar.
2. Meeting Information Extraction: Retrieves meeting time, subject, meeting link, and attendee list.
3. Attendee Information Extraction: Uses AI to extract attendees’ names, email addresses, and LinkedIn profile links.
4. Branch Processing:
   • If email addresses are available, a subprocess fetches recent email exchanges from Gmail and uses the OpenAI model to generate email summaries.
   • If LinkedIn links are present, an Apify.com crawler scrapes the “About” and “Activity” sections from LinkedIn profiles, extracting content via HTML nodes and generating summaries.
5. Information Consolidation: Merges email and LinkedIn summaries to form detailed attendee background profiles.
6. Pre-Meeting Notification Generation: Based on all collected data, the OpenAI model crafts personalized and concise pre-meeting reminder texts.
7. Reminder Delivery: Sends the pre-meeting reminders to users’ mobile devices via the WhatsApp Business API.

Systems and Services Involved

• Google Calendar: For retrieving meeting schedules.
• Gmail: For accessing email exchanges with attendees.
• OpenAI GPT-4: For text summarization and intelligent content generation.
• Apify.com: For scraping public LinkedIn profile information and activities.
• WhatsApp Business Cloud API: For sending instant notification messages.
• n8n Built-in Nodes: Such as Schedule Trigger, HTML extraction, Switch branching, and other auxiliary nodes.

Target Users and Value Proposition

• Ideal for busy business professionals and specialists who frequently attend meetings.
• Helps users quickly grasp the latest updates and communication context of meeting participants, improving meeting effectiveness and quality.
• Automates information gathering and organization, saving time and enhancing work experience and professional image.
• Supports flexible communication channels, easy to extend and customize to meet diverse enterprise and individual needs.

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This workflow establishes an intelligent and efficient meeting assistant that comprehensively integrates calendar, email, and social platform data. By leveraging AI technology to create personalized pre-meeting reminders, it empowers users to effortlessly manage busy schedules and prepare thoroughly in advance.