Turn meeting notes into tracked tasks
Reads each new meeting's notes, pulls out who agreed to do what by when, and adds a task for each to Airtable.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1Fireflies.aiList meetingsLists your most recent recorded meetings so each one can be checked and its notes read.
For each
meeting- 2AirtableList recordsChecks the tracker for any row carrying the meeting's ID, so a meeting already filed is skipped rather than duplicated.
- 3Fireflies.aiGet transcriptFetches the full transcript of each new meeting so the agreed actions can be read out of it.
- 4OpenAIQuery modelAsks the AI to list only the actions people clearly agreed to, with owner and deadline as stated, never guessing an owner.
For each
actionLine- 5AirtableCreate recordAdds one row per action with task, owner, due, meeting title, meeting ID and status 'To do' or 'Needs an owner'.
- 5
- 2
If
tasksAddedis more than 0- 6GmailSendSends you a recap saying how many tasks were added and listing any actions that still need an owner.
- 6
How it works
What happens on each run, in plain English.
Once a day, the notes of your latest recorded meetings in Fireflies are read and the AI pulls out the follow-up actions people actually agreed to: the task, who took it on and any deadline stated. Each action becomes one row in your Airtable task tracker, so what was agreed on a call is tracked like any other work rather than forgotten.
Each row records the task, owner, due date, meeting title and meeting ID with a status of 'To do'. An owner is never invented: when the notes do not say who took something on, the row is filed under 'Unassigned' with the status 'Needs an owner', and a recap email lists those still needing an owner. Rows are only ever added, and a meeting whose ID is already in the table is skipped, so the same actions are never filed twice. If that check cannot be made, the meeting waits for the next run rather than risking duplicates.
Your Airtable table needs the columns 'Task', 'Owner', 'Due', 'Meeting', 'Meeting ID' and 'Status', spelled exactly.
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