This article provides a complete, practical walkthrough of the Stopanderror Clickup Automation Webhook n8n agent. It connects HTTP Request, Webhook across approximately 1 node(s). Expect a Intermediate setup in 15-45 minutes. One‑time purchase: €29.

What This Agent Does

This agent orchestrates a reliable automation between HTTP Request, Webhook, handling triggers, data enrichment, and delivery with guardrails for errors and rate limits.

It streamlines multi‑step processes that would otherwise require manual exports, spreadsheet cleanup, and repeated API requests. By centralizing logic in n8n, it reduces context switching, lowers error rates, and ensures consistent results across teams.

Typical outcomes include faster lead handoffs, automated notifications, accurate data synchronization, and better visibility via execution logs and optional Slack/Email alerts.

How It Works

The workflow uses standard n8n building blocks like Webhook or Schedule triggers, HTTP Request for API calls, and control nodes (IF, Merge, Set) to validate inputs, branch on conditions, and format outputs. Retries and timeouts improve resilience, while credentials keep secrets safe.

Third‑Party Integrations

• HTTP Request
• Webhook

Import and Use in n8n

1. Open n8n and create a new workflow or collection.
2. Choose Import from File or Paste JSON.
3. Paste the JSON below, then click Import.
4. Show n8n JSON

   **Title:**  
   AI-Powered Zoom Meeting Assistant: Automating Minutes, Tasks & Follow-Ups with n8n
   
   **Meta Description:**  
   Discover how an AI-driven n8n workflow streamlines Zoom meeting management by automatically generating summary minutes, assigning tasks in ClickUp, and scheduling follow-ups in Outlook — all using OpenAI and Zoom transcripts.
   
   **Keywords:**  
   n8n workflow, Zoom meeting automation, meeting assistant, AI meeting summary, ClickUp task automation, Outlook meeting scheduler, OpenAI GPT-4, meeting transcript, Zoom API, Microsoft Outlook API, ClickUp API
   
   ---
   
   # Automating Meeting Management with n8n: How an AI Assistant Turns Zoom Recordings into Actionable Insights
   
   Virtual meetings are essential in today’s fast-paced digital workspaces, but ensuring actionable outcomes from every conversation often falls through the cracks. Transcribing meetings, summarizing discussions, managing follow-ups, and assigning tasks require time and human effort — unless it's all automated.
   
   Enter the **Zoom AI Meeting Assistant**, an end-to-end smart workflow powered by n8n, OpenAI, Zoom, ClickUp, and Microsoft Outlook. This dynamic system transforms Zoom recordings into fully formatted meeting minutes, generates task lists using AI, and even schedules follow-up calls — all without manual intervention.
   
   Let’s unpack how this AI-powered automation works and how it can transform the way you manage your meetings forever.
   
   ---
   
   ## The Workflow in Action: From Zoom to Inbox and Calendar
   
   ### Step 1: Trigger and Meeting Retrieval
   
   The process begins either manually (via a test trigger) or can be scheduled for recurring intervals. The workflow first pulls **Zoom meeting data** from the past 24 hours using Zoom’s API, filtering only relevant recent meetings for processing.
   
   It then checks for the availability of **meeting transcripts**. If no recordings or transcripts are found, the workflow halts gracefully with an informative error.
   
   ### Step 2: Extracting and Processing the Transcript
   
   Once a transcript is located, the workflow:
   
   1. Filters for the correct transcript file from available Zoom recording types.
   2. Downloads the raw transcript data.
   3. Parses it into readable text by removing time codes and speaker metadata for clarity.
   4. Sends this cleaned text forward for AI processing.
   
   ### Step 3: Gathering Meeting Participants
   
   Alongside the transcript, the assistant pulls data on meeting participants — including their names and email addresses — via Zoom’s participant endpoint. This data is critical for organizational context in the meeting summary.
   
   ### Step 4: Generating the Meeting Summary with OpenAI
   
   The transcript, participant list, and meeting metadata are passed to OpenAI’s GPT-4o model, which is prompted to generate a formal and clearly structured meeting summary. 
   
   The summary includes:
   - A meeting title with the date.
   - A list of participants with email addresses.
   - A short concise meeting summary.
   - Enumerated tasks with assignees.
   - Important upcoming deadlines.
   
   ### Step 5: Formatting and Sending the Summary via Email
   
   The AI-generated plain text summary is transformed into a **professional HTML email** using custom JavaScript logic within n8n. The email is then sent to the first participant (configurable) via an SMTP node.
   
   This neatly styled email includes:
   - Headers and lists for readability.
   - Sectioned layout for participants, tasks, and important dates.
   
   ### Step 6: Intelligent Task and Follow-Up Creation
   
   Now the real automation magic begins. The transcript and meeting data are further processed by a second AI agent in n8n — powered again by OpenAI — with instructions to:
   
   - Detect to-dos relevant to the meeting organizer (“Friedemann").
   - Create structured tasks with due dates using ClickUp.
   - Analyze if a follow-up meeting is discussed.
     - If yes, schedule it in Microsoft Outlook.
   
   This is facilitated via another n8n **AI Agent node**, which divides its logic between:
   - Creating tasks using a sub-workflow connected to the ClickUp API.
   - Scheduling a calendar event using the Microsoft Outlook API with appropriate time, title, and participants.
   
   All defaults are handled as fallbacks when the transcript lacks clarity on assignments or scheduling.
   
   ---
   
   ## Why This Workflow Matters
   
   This Zoom AI Meeting Assistant is not a simple automation—it’s a comprehensive **AI-powered productivity booster**. It addresses some of the biggest post-meeting bottlenecks:
   
   ✔️ No more manual note-taking or minute writing  
   ✔️ No more copy-pasting of transcript content or sifting through spoken words for action points  
   ✔️ No more emailing summaries to the team or guessing task responsibilities  
   ✔️ No more missed follow-ups  
   
   It's a leap toward **intelligent automation in workplace communication**, powered exclusively by open-source and API-integrated tools.
   
   ---
   
   ## Third-Party APIs Used
   
   This workflow is a synergy of several robust platforms:
   
   1. **Zoom API**  
      - Retrieve meeting metadata, recordings, and participants  
      - Docs: https://marketplace.zoom.us/docs/api-reference  
   
   2. **OpenAI API**  
      - GPT-4o model for transcript summarization and task generation  
      - Docs: https://platform.openai.com/docs  
   
   3. **Microsoft Outlook API (via Microsoft Graph)**  
      - Schedule follow-up calls on the calendar  
      - Docs: https://learn.microsoft.com/en-us/graph/api/resources/calendar  
   
   4. **ClickUp API**  
      - Create tasks based on meeting action items  
      - Docs: https://clickup.com/api  
   
   5. **SMTP/Email**  
      - Deliver formatted meeting summaries to participants
   
   ---
   
   ## Conclusion
   
   The Zoom AI Meeting Assistant proves that meetings don't have to end with confusion or forgotten tasks. With n8n, OpenAI, and a handful of powerful APIs, this automation acts as a **virtual secretary**, note-taker, and project manager all rolled into one.
   
   Whether you're a solo founder, team lead, or project manager — incorporating this workflow into your business communications can drastically reduce friction, improve task responsibility tracking, and ensure that every meeting leads to measurable output.
   
   Best of all? It’s built on n8n, the open-source workflow powerhouse, which means it’s fully customizable to match your specific team needs.
   
   ---
   
   📌 Want this setup for your own team? You can learn more or get support by contacting the author via [LinkedIn](https://www.linkedin.com/in/friedemann-schuetz).

5. Set credentials for each API node (keys, OAuth) in Credentials.
6. Run a test via Execute Workflow. Inspect Run Data, then adjust parameters.
7. Enable the workflow to run on schedule, webhook, or triggers as configured.

Tips: keep secrets in credentials, add retries and timeouts on HTTP nodes, implement error notifications, and paginate large API fetches.

Validation: use IF/Code nodes to sanitize inputs and guard against empty payloads.

Why Automate This with AI Agents

AI‑assisted automations offload repetitive, error‑prone tasks to a predictable workflow. Instead of manual copy‑paste and ad‑hoc scripts, your team gets a governed pipeline with versioned state, auditability, and observable runs.

n8n’s node graph makes data flow transparent while AI‑powered enrichment (classification, extraction, summarization) boosts throughput and consistency. Teams reclaim time, reduce operational costs, and standardize best practices without sacrificing flexibility.

Compared to one‑off integrations, an AI agent is easier to extend: swap APIs, add filters, or bolt on notifications without rewriting everything. You get reliability, control, and a faster path from idea to production.

Best Practices

• Credentials: restrict scopes and rotate tokens regularly.
• Resilience: configure retries, timeouts, and backoff for API nodes.
• Data Quality: validate inputs; normalize fields early to reduce downstream branching.
• Performance: batch records and paginate for large datasets.
• Observability: add failure alerts (Email/Slack) and persistent logs for auditing.
• Security: avoid sensitive data in logs; use environment variables and n8n credentials.

FAQs

Can I swap integrations later? Yes. Replace or add nodes and re‑map fields without rebuilding the whole flow.

How do I monitor failures? Use Execution logs and add notifications on the Error Trigger path.

Does it scale? Use queues, batching, and sub‑workflows to split responsibilities and control load.

Is my data safe? Keep secrets in Credentials, restrict token scopes, and review access logs.