🔬 Automated meeting recording & AI summaries with Google Calendar, Vexa & Llama 3.2

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Description

Transform your meetings into actionable insights automatically! This workflow captures meeting audio, transcribes conversations, generates AI summaries, and emails the results to participants—all without manual intervention.

What’s the Goal?

• Auto-record meetings when they start and stop when they end
• Transcribe audio to text using Vexa Bot integration
• Generate intelligent summaries with AI-powered analysis
• Email summaries to meeting participants automatically
• Eliminate manual note-taking and post-meeting admin work
• Never miss important discussions or action items again

Why Does It Matter?

• Save 90% of Post-Meeting Time: No more manual transcription or summary writing
• Never Lose Key Information: Automatic capture ensures nothing falls through cracks
• Improve Team Productivity: Focus on discussions, not note-taking
• Perfect Meeting Records: Searchable transcripts and summaries for future reference
• Instant Distribution: Summaries reach all participants immediately after meetings

How It Works

Step 1: Meeting Detection & Recording

• Start Meeting Trigger: Detects when meeting begins via Google Meet webhook
• Launch Vexa Bot: Automatically joins meeting and starts recording
• End Meeting Trigger: Detects meeting end and stops recording

Step 2: Audio Processing & Transcription

• Stop Vexa Bot: Ends recording and retrieves audio file
• Fetch Meeting Audio: Downloads recorded audio from Vexa Bot
• Transcribe Audio: Converts speech to text using AI transcription

Step 3: AI Summary Generation

• Prepare Transcript: Formats transcribed text for AI processing
• Generate Summary: AI model creates concise meeting summary with:
  • Key discussion points
  • Decisions made
  • Action items assigned
  • Next steps identified

Step 4: Distribution

• Send Email: Automatically emails summary to all meeting participants

Setup Requirements

Google Meet Integration:

• Configure Google Meet webhook and API credentials
• Set up meeting detection triggers
• Test with sample meeting

Vexa Bot Configuration:

• Add Vexa Bot API credentials for recording
• Configure audio file retrieval settings
• Set recording quality and format preferences

AI Model Setup:

• Configure AI transcription service (e.g., OpenAI Whisper, Google Speech-to-Text)
• Set up AI summary generation with custom prompts
• Define summary format and length preferences

Email Configuration:

• Set up SMTP credentials for email distribution
• Create email templates for meeting summaries
• Configure participant list extraction from meeting metadata

Import Instructions

1. Get Workflow JSON: Copy the workflow JSON code
2. Open n8n Editor: Navigate to your n8n dashboard
3. Import Workflow: Click menu (⋯) → “Import from Clipboard” → Paste JSON → Import
4. Configure Credentials: Add API keys for Google Meet, Vexa Bot, AI services, and SMTP
5. Test Workflow: Run a test meeting to verify end-to-end functionality

Your meetings will now automatically transform into actionable summaries delivered to your inbox!

🔗 Nodes Used

Send Email, HTTP Request, Google Calendar Trigger, Basic LLM Chain, Ollama Model

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup