This article provides a complete, practical walkthrough of the Gmailtool Splitout Create 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:**
   Automating Meeting Follow-Ups with AI: n8n Workflow Using Fireflies, Airtable, and GPT-4
   
   **Meta Description:**
   Streamline project meetings and follow-ups using this powerful n8n workflow. Automate task creation, emails, and scheduling using Fireflies transcripts, Airtable, GPT-4, and Google Calendar.
   
   **Keywords:**
   n8n automation, Fireflies AI, Airtable tasks, OpenAI GPT-4, project management, meeting summaries, AI meeting assistant, workflow automation, notify clients, Google Calendar integration
   
   ---
   
   ## Automating Meeting Follow-Ups with AI: n8n Workflow Using Fireflies, Airtable, and GPT-4
   
   Managing post-meeting actions can quickly become a time-consuming and error-prone process—especially when multiple stakeholders and ongoing projects are involved. That’s where AI-powered automation can play a game-changing role. In this article, we’ll walk through a robust n8n workflow designed by Philipp Bekher and the 5minAI community, which automates the entire follow-up process from meetings using Fireflies.ai, Airtable, OpenAI GPT-4, and Gmail/Google Calendar.
   
   This intelligent automation tool listens for completed meetings, processes transcripts using AI, creates project-specific tasks in Airtable, notifies relevant clients, and—even more impressively—schedules follow-up meetings if needed.
   
   Let’s break down how this workflow works.
   
   ---
   
   ### Overview of the Workflow
   
   At its core, this n8n workflow transforms conversational meeting data into structured productivity actions. It does so by leveraging a sequence of connected nodes that handle data collection, interpretation, and action. Here’s what it automates:
   
   1. Captures completed meeting transcripts from Fireflies.
   2. Parses meeting content using GPT-4 via OpenAI.
   3. Detects whether the meeting is project-related.
   4. Automatically creates tasks in Airtable for the user.
   5. Notifies other participants about their tasks via email.
   6. Schedules Google Meet events if a follow-up is needed.
   
   ---
   
   ### Key Features and Steps
   
   #### 1. Webhook Trigger from Fireflies
   The workflow begins with a Webhook node in n8n that listens for POST events when a Fireflies transcript is complete. This acts as the entry point of your automation, accepting the `meetingId` as a parameter.
   
   #### 2. Retrieve Transcript Details
   Using a GraphQL request in the HTTP Request node, the transcript details—title, participants, conversation sentences, and a bullet-point summary—are fetched securely from Fireflies.
   
   #### 3. AI Agent for Contextual Analysis
   A powerful "AI Agent" node, integrated with LangChain and OpenAI GPT-4, ingests the transcript data. A well-crafted system message instructs the AI on how to interpret meeting context:
   - Look for the word "project" in the meeting title to determine if it's project-related.
   - Extract action items relevant to the user.
   - Notify other participants about their responsibilities.
   - Create a new event if a follow-up call is discussed.
   
   #### 4. Task Creation in Airtable
   For project-related meetings, the AI uses the “Create Tasks” tool to format and submit task entries to Airtable. Only action items assigned to the workflow owner (identified via a user-defined email string) are added.
   
   The structured tasks include:
   - Task name
   - Description
   - Due date
   - Priority (Low, Medium, Urgent)
   - Project name (without the word "project")
   
   Behind the scenes, these tasks are processed through a secondary scenario—splitting them out individually and logging them into an Airtable base.
   
   #### 5. Client Email Notifications
   Using n8n’s Gmail integration, separate participant-specific notifications are sent. Each email includes:
   - A brief bullet-pointed meeting summary.
   - A list of action items assigned to that client (not the creator).
   This ensures each stakeholder gets a concise and actionable follow-up, encouraging accountability and productivity.
   
   #### 6. Auto-Scheduling Events
   If the AI detects phrases like “schedule a call” or “set a meeting,” it triggers the “Create Event” tool to set up a Google Calendar meeting. It extracts the start/end times, client email, and creates a Google Meet link using the Google Calendar API.
   
   ---
   
   ### Setup Requirements
   
   To get this workflow running in your own environment, you'll need:
   - A Fireflies.ai API key (to access meeting transcripts)
   - OpenAI credentials with GPT-4 access (for transcript analysis)
   - Airtable base and token (to create and store tasks)
   - Gmail account with OAuth2 (to notify clients)
   - Google Calendar account with OAuth2 access (for scheduling)
   
   Each of these needs to be correctly connected inside n8n using the appropriate credentials.
   
   ---
   
   ### Benefits of This Automation
   
   - ✅ No more missed action items: Contextual insights are transformed into structured Airtable tasks.
   - ✅ Hands-free client communication: Emails go out with summaries and tasks, without manual effort.
   - ✅ Context-aware AI: The workflow tailors responses based on meeting purpose and participants.
   - ✅ Seamless scheduling: Follow-ups are automatically booked when necessary.
   
   ---
   
   ### Third-Party APIs Used
   
   Here’s a list of all third-party APIs and integrations used in this n8n workflow:
   
   | Service           | Purpose                                        |
   |------------------|------------------------------------------------|
   | Fireflies.ai API | Fetches meeting transcripts and metadata       |
   | OpenAI GPT-4 API | Analyzes meeting content using AI              |
   | Airtable API      | Stores tasks in a structured project database  |
   | Gmail API        | Sends follow-up emails to meeting participants |
   | Google Calendar API | Schedules new meetings using event data      |
   
   ---
   
   ### Final Thoughts
   
   This n8n-powered workflow by Philipp Bekher is more than just automation—it’s an intelligent assistant for project management. By combining AI with productivity tools, it ensures that no task or follow-up is forgotten after a meeting.
   
   For teams juggling multiple projects and clients, this system offers a hands-free yet highly professional way of staying on top of commitments. Whether you're a freelancer, a project manager, or a business owner, this AI-enhanced automation can transform how you manage meetings forever.
   
   And if you're new to n8n or automation workflows, don't worry—there’s even [a video walkthrough](https://www.youtube.com/watch?v=0TyX7G00x3A) to help you get up and running in under 10 minutes.
   
   Start automating smarter today!
   
   ---
   
   🛠️ Built with ❤️ by Philipp Bekher and the 5minAI community  
   Find out more at 👉 [5minAI Skool Community](https://www.skool.com/5minai-2861)

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.