Meeting Transcript → Notion Notes & Tasks (Fathom, tl;dv, Otter, Firefly, etc.)

Ingest meeting webhooks, process transcript, classify the meeting, generate structured notes with AI Agent, file the transcript to Google Drive, write rich pages to Notion, and create assigned tasks. Includes optional polling path if webhooks aren’t available.

Who is this for?

Teams that record calls and want instant, structured notes in Notion, with transcripts archived in Google Drive and action items auto-created—without manual copy/paste.

What problem does it solve?

Manual note taking is slow and inconsistent. This flow listens for a meeting webhook, flattens the transcript, classifies the call, runs a tailored notetaker prompt, and writes a clean Notion page plus tasks—hands-free and standardized.

How it works

1. Receive meeting data
   A Webhook node receives meeting payloads from your recorder (e.g., tl;dv) containing transcript segments, meeting title, and URL.
   The workflow flattens all transcript segments into a readable format labeled by speaker.
2. Categorize the meeting
   The transcript is analyzed by an OpenAI node, which determines whether the meeting is a Discovery Call or a Misc Meeting.
   This classification decides which notetaker branch runs next.
3. Generate structured notes
   • The Discovery Call Notetaker uses a detailed schema to capture goals, pain points, and budget.
   • The Misc Meeting Notetaker produces a general summary, discussion points, decisions, and tasks.
     Both use LangChain nodes for Anthropic or OpenAI within n8n to generate structured JSON.
4. Write results to Notion
   The AI output is written to your Notion Meetings database using the Notion node.
   Each page includes title, summary, attendees, decisions, discussion points, and generated action items.
5. Save transcript to Google Drive
   The raw transcript text is uploaded to Google Drive as a .txt file via the Drive node.
   A shareable Drive link is then added to the same Notion page for quick reference.
6. Create assigned tasks
   The workflow checks the action items for entries assigned to you.
   Tasks where assignee = "Matty Reed" are automatically created in your Notion Tasks database with priority and project tags.
7. (Optional) Enable polling mode
   If your recorder doesn’t support webhooks, enable the Schedule Trigger node branch. It runs on a timer, fetches recent meetings via an HTTP Request node, filters out duplicates already stored in Notion, retrieves transcripts, and re-enters the main note-generation flow.

Setup steps

1. Import the JSON flow into n8n
   Confirm nodes marked disabled stay off unless you need the polling path.
   Docs: n8n
2. Credentials
   • OpenAI: add API key and attach to Categorize Meeting.
   • Anthropic: add API key and attach to both notetaker agents.
   • Notion: create an internal integration, share your Meetings and Tasks databases with it, then attach the credential to Notion nodes.
   • Google Drive: OAuth2 credential for Create File.
3. Map your databases and properties
   Replace the placeholder Notion database IDs with your Meetings and Tasks DB IDs. Verify property names like Meeting Name|title, Summary|rich_text, Category|multi_select, Assignee|people, etc., match your schema.
4. Drive folder
   Update the folderId in Create File to your preferred folder. Ensure link-sharing fits your privacy policy.
5. Webhook
   Expose New Meeting Webhook via your n8n instance. Send a sample payload from your meeting recorder to verify the calendar_invitees, transcript, title, and url fields match the code node expectations.
6. Test
   Run the flow with a recorded meeting. Confirm:
   • Page created in Meetings DB with structured sections.
   • Transcript file created in Drive and linked back to Notion.
   • Tasks created in Tasks DB when assignee = "Matty Reed".

Notes and tips

• Schemas are strict. Both notetakers output fixed JSON keys. Missing values become empty strings.
• PII handling. Transcripts may include personal data. Limit access to Notion pages and Drive files per policy.
• Do not hardcode secrets. Store API keys in n8n credentials. Avoid putting tokens in Code nodes.
• Rate limits. Long transcripts increase token usage. Consider chunking upstream if needed.
• Extensibility. Add more branches in Switch for other meeting types with custom prompts and parsers.

Resources

• n8n Webhook Node – https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.webhook/
• n8n HTTP Request Node – https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.httprequest/
• OpenAI Responses – https://platform.openai.com/docs/guides/realtime-and-responses/responses
• Anthropic Docs – https://docs.anthropic.com/en/docs
• Notion API – https://developers.notion.com/docs
• Google Drive API – https://developers.google.com/drive/api