Intelligent Meeting Assistant and Automated Scheduling Workflow

Workflow Name

Intelligent Meeting Assistant and Automated Scheduling Workflow

Key Features and Highlights

This workflow automates the entire process from extracting meeting transcripts from Google Meet recordings to leveraging OpenAI’s AI agent for summarizing meeting content, highlighting key points, and identifying follow-up tasks. It then automatically creates subsequent meetings and invites relevant participants, significantly enhancing meeting efficiency and follow-up automation. Highlights include:

• Automatic retrieval of Google Meet meeting recordings and transcription files
• AI agent-driven analysis of meeting content to generate summaries, key takeaways, and action plans
• Automated creation of Google Calendar events with participant invitations based on AI recommendations
• Support for multi-step process routing, ensuring flexibility and efficiency
• Integration with Google Calendar, Google Drive, Google Meet API, and OpenAI models

Core Problems Addressed

Traditional meeting follow-up processes are often cumbersome, with meeting notes difficult to organize efficiently and action items prone to being overlooked. This workflow uses AI to automatically analyze meeting content, enabling users to quickly obtain summaries and key decisions, while automatically scheduling follow-up meetings and inviting relevant personnel—reducing manual effort and minimizing the risk of omissions.

Use Cases

• Automated meeting minutes and task assignment for remote working teams
• Rapid synthesis of meeting content and execution of action plans in project management
• Automatic summarization and scheduling for internal corporate meetings and client sessions
• Archiving and follow-up scheduling for educational training sessions, seminars, and similar events

Main Workflow Steps

1. Trigger the workflow to retrieve specified Google Calendar events and their associated Google Meet meeting records
2. Use Google Meet API to obtain the storage location of meeting recording transcriptions
3. Download the meeting transcription PDF file from Google Drive
4. Extract text content using a PDF loader
5. Send the extracted text to the OpenAI intelligent agent for meeting summarization, key point extraction, and follow-up action identification
6. The AI agent determines whether a follow-up meeting is necessary and invokes the “Create Calendar Event” tool accordingly
7. Automatically create a Google Calendar event and add participants based on AI suggestions
8. Return the creation result as a response to complete the entire automation process

Involved Systems and Services

• Google Calendar (retrieving meeting events, creating calendar events, adding participants)
• Google Meet (accessing meeting recordings and transcription data)
• Google Drive (downloading transcription files)
• OpenAI (AI agent model for text comprehension and action recommendations)
• n8n Workflow Automation Platform (orchestrates the above services to achieve end-to-end automation)

Target Users and Value Proposition

• Enterprise managers and project leaders: Quickly capture meeting highlights, automatically schedule follow-up tasks and meetings, improving management efficiency
• Remote teams: Reduce post-meeting communication overhead and ensure action items are executed
• Administrative assistants and secretaries: Simplify meeting minute preparation and scheduling tasks, saving time
• Any organizations or individuals seeking efficient meeting management and automated office workflows

By intelligently integrating multiple services, this workflow automates meeting content processing and smartly schedules follow-up events, helping users maximize meeting value and boost workplace productivity.