This article provides a complete, practical walkthrough of the Gmailtool Splitout 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:**  
   Automate Your Meetings: How an AI Agent Uses Fireflies, Airtable, and n8n to Handle Tasks and Communication
   
   **Meta Description:**  
   Learn how a powerful n8n workflow integrates Fireflies, Airtable, and OpenAI to extract meeting action items, create tasks, notify clients, and schedule follow-ups automatically.
   
   **Keywords:**  
   n8n automation, meeting task automation, AI meeting assistant, Fireflies AI, Airtable workflow, OpenAI GPT-4o, AI task manager, automate client notifications, Google Calendar automation, meeting transcript analysis
   
   ---
   
   # Automate Your Meetings: How an AI Agent Uses Fireflies, Airtable, and n8n to Handle Tasks and Communication
   
   Managing meetings can be messy—especially if action items fall through the cracks, client follow-ups get delayed, or tasks go undocumented. Fortunately, the automation possibilities of n8n, combined with AI and robust tools like Fireflies, Airtable, and Google Calendar, can completely transform how meetings are handled from start to finish.  
   
   In this article, we explore an advanced n8n workflow developed by Philipp Bekher and the 5minAI community that automates everything from transcription analysis to task creation and meeting follow-ups using AI agents.
   
   ---
   
   ## The Problem: Meetings Without Follow-Through
   
   How many times have key takeaways from a meeting gotten lost in an email chain or someone’s to-do list? The default manual process—listening to recordings, summarizing the transcript, assigning tasks, and sending reminders—is slow and error-prone. This workflow leverages AI and smart automation to remove that complexity completely.
   
   ---
   
   ## The AI-Driven Workflow Overview
   
   Here's a breakdown of how the system works:
   
   1. **A Webhook Triggers When a Meeting Ends**:  
      Once a meeting is completed and its transcript is available in Fireflies.ai, a webhook in n8n captures this event.
   
   2. **Meeting Data is Pulled from Fireflies**:  
      Using a GraphQL query and authenticated API request, the workflow retrieves the full transcript, participant data, and meeting summary.
   
   3. **AI Agent Kicks In**:  
      An OpenAI-powered agent—with custom system instructions—analyzes the transcript to:
      - Determine whether the meeting is project-related,
      - Extract clear action items,
      - Decide if a follow-up call is needed.
   
   4. **Action Items Become Airtable Tasks**:  
      The AI outputs are mapped to a task schema and automatically inserted into an Airtable base. Only tasks assigned to the workflow owner are created, while client-specific tasks are handled separately.
   
   5. **Clients Get Notified**:  
      Every participant (except for the owner) receives an email with a summary of their assigned action items, thanks to a Gmail integration.
   
   6. **Meetings Are Scheduled If Needed**:  
      If the transcript indicates the necessity of a follow-up, the agent schedules a Google Meet call directly via Google Calendar.
   
   ---
   
   ## Modular but Cohesive: Key Nodes in the Workflow
   
   - 🔄 **Webhook Trigger** (n8n): Listens for incoming meeting IDs from Fireflies  
   - 🧠 **AI Agent** (LangChain/OpenAI model GPT-4o): Processes the transcript and makes decisions  
   - 📄 **Get Meeting Content** (HTTP Request): Obtains transcript and summary using Fireflies' GraphQL API  
   - ✅ **Create Tasks Tool** (Airtable): Adds tasks to owner’s project database  
   - 📧 **Notify Client Tool** (Gmail): Sends targeted emails only to clients with their relevant tasks  
   - 📅 **Create Event Tool** (Google Calendar): Schedules call with client if discussed in meeting  
   - 🔗 **Split Out & Execute Workflow Trigger**: Facilitates task-by-task logic for Airtable integration  
   
   ---
   
   ## Why This Setup Works
   
   The elegance of this workflow lies in the combination of:
   
   - AI's ability to read context, extract meaning, and apply conditional logic
   - Airtable's user-friendly experience for task management
   - Google Calendar’s seamless scheduling
   - Fireflies' powerful transcription engine
   
   All orchestrated by n8n’s event-driven automation system.
   
   This system ensures:
   - No action item is forgotten
   - Clients are updated instantly
   - No need to manually log tasks or meetings
   
   ---
   
   ## Real-World Use Case: Project Meeting on Website Redesign
   
   Let’s say you just finished a one-hour strategic call discussing your client’s website redesign project. Here’s what happens next:
   
   1. Fireflies AI finishes processing the call.
   2. The n8n webhook picks up the completed meeting.
   3. The AI agent detects “project” in the title—so it extracts tasks like “Update wireframe by Monday” and “Client to send brand guidelines.”
   4. The AI checks transcript context and sees a follow-up was suggested for two weeks later.
   5. Airtable logs your personal action items.
   6. The client gets an email summarizing their next steps.
   7. A calendar invite goes out with a new Google Meet link.
   
   You didn’t write a single email. You didn’t take a single note. You just showed up—and the rest was handled.
   
   ---
   
   ## APIs and Tools Used
   
   Here is a list of third-party services integrated into the workflow:
   
   - 🧠 **OpenAI (GPT-4o)** — for natural language understanding and reasoning  
   - 📝 **Fireflies.ai API (GraphQL)** — for retrieving meeting transcripts, summaries, and participants  
   - 🗃️ **Airtable API** — for structured task management  
   - 📧 **Gmail API** — for sending client-specific task summaries  
   - 📆 **Google Calendar API** — for scheduling follow-up meetings with embedded Google Meet links  
   
   ---
   
   ## Quick Setup Guide
   
   To get started with this workflow, follow these key setup steps:
   
   1. Create accounts for n8n, Airtable, Fireflies, and OpenAI.
   2. Set up your n8n Webhook to receive meeting completion events.
   3. Insert your Fireflies API key where required.
   4. Replace OpenAI, Airtable, Gmail, and Google Calendar credentials with your own.
   5. Test a sample transcript to ensure AI task extraction behaves as expected.
   
   You can also check out the setup video provided by Philipp Bekher here:  
   ▶️ [Watch 10-Min Setup Video](https://www.youtube.com/watch?v=0TyX7G00x3A)
   
   ---
   
   ## Final Thoughts
   
   By combining AI with smart automation tools, this workflow solves a real-world productivity challenge: how to manage the chaos of post-meeting tasks. It allows you to shift your focus from administrative cleanup to high-value decision-making.
   
   Whether you're a solo consultant, project manager, or agency leader—the smarter you automate, the more impactful your meetings become.
   
   ---
   
   📌 Workflow made by [Philipp Bekher](https://www.linkedin.com/in/philipp-bekher-5437171a4/) from the [5minAI](https://www.skool.com/5minai-2861) community.

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.