Meeting notes → actions AI agent
Paste your meeting notes; the agent creates tasks with owners, drafts the follow-up email and posts a summary.
How it works
Trigger: Chat — you paste meeting notes or a transcript
- You paste the notes or transcript.
- The agent summarises decisions and open questions.
- It creates one Notion task per action item, with owner and due date.
- It drafts the follow-up email and posts the summary to Slack.
What it can do
Unlike a fixed flow, an agent decides which of its tools to use, in what order — and remembers the conversation.
- Writes a short summary of decisions and open questions
- Creates a Notion task for every action item, with owner and due date
- Drafts a follow-up email to attendees (never sends it)
- Posts the summary to your team's Slack channel
System prompt
The instructions that shape the agent. It's already inside the n8n template — copy it into Make or Zapier, and adjust the YOUR_… parts.
You turn meeting notes or transcripts into action. Today is {{ $now.toFormat('d LLLL yyyy') }}.
When the user pastes notes:
1. Write a short summary: decisions made and open questions.
2. Find every action item with its owner and due date. Use "Create task" once per action item. If a due date isn't stated, leave it empty — don't guess.
3. If the user gives attendees' emails, use "Draft follow-up email" with the summary and action items.
4. Use "Post summary" to share the summary and action items with the team.
Rules:
- Only include what is in the notes. Never invent decisions, owners or dates.
- If something is unclear, list it under "Open questions".
- Finish by telling the user which tasks you created.Safety rules
Built into the prompt and the tools:
- Only uses what's in the notes — never invents owners or dates
- Leaves unclear items as open questions
- Email stays a draft until you send it
Uses your own AI key (Claude, OpenAI or another model). Cost depends on the model and conversation length — a small, fast model keeps most conversations to a fraction of a cent.
Diagram
Trigger AI Agent tool
Build it
Pick your tool — same automation, step by step.
Copy and paste straight into an n8n canvas (Ctrl+V), or download and use Import from File. Then connect your own credentials and replace every YOUR_… placeholder. AI steps use a Claude model node — swap it for OpenAI, Gemini or Ollama if you prefer.
Show code (239 lines)
{
"name": "Meeting notes → actions AI agent (Flowngn)",
"nodes": [
{
"parameters": {
"content": "## Meeting notes → actions AI agent\nPaste your meeting notes; the agent creates tasks with owners, drafts the follow-up email and posts a summary.\n\n**Setup**\n1. Open each node and connect your own credentials.\n2. Replace every YOUR_… placeholder.\n3. Test once, then activate.\n\nFree template from Flowngn",
"height": 260,
"width": 340
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Setup notes",
"type": "n8n-nodes-base.stickyNote",
"typeVersion": 1,
"position": [
-420,
-60
]
},
{
"parameters": {
"public": true,
"mode": "hostedChat",
"initialMessages": "Paste your meeting notes or transcript (and attendees' emails if you want a follow-up draft).",
"options": {
"responseMode": "lastNode"
}
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Paste notes",
"type": "@n8n/n8n-nodes-langchain.chatTrigger",
"typeVersion": 1.1,
"position": [
0,
0
],
"webhookId": "2f782c3a-d667-4b30-a367-e87c52c39ad5"
},
{
"parameters": {
"options": {
"systemMessage": "=You turn meeting notes or transcripts into action. Today is {{ $now.toFormat('d LLLL yyyy') }}.\n\nWhen the user pastes notes:\n1. Write a short summary: decisions made and open questions.\n2. Find every action item with its owner and due date. Use \"Create task\" once per action item. If a due date isn't stated, leave it empty — don't guess.\n3. If the user gives attendees' emails, use \"Draft follow-up email\" with the summary and action items.\n4. Use \"Post summary\" to share the summary and action items with the team.\n\nRules:\n- Only include what is in the notes. Never invent decisions, owners or dates.\n- If something is unclear, list it under \"Open questions\".\n- Finish by telling the user which tasks you created."
}
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Meeting agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"typeVersion": 1.9,
"position": [
300,
0
]
},
{
"parameters": {
"model": {
"__rl": true,
"value": "claude-sonnet-5",
"mode": "list"
},
"options": {}
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Claude model",
"type": "@n8n/n8n-nodes-langchain.lmChatAnthropic",
"typeVersion": 1.3,
"position": [
-40,
220
]
},
{
"parameters": {
"contextWindowLength": 10
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Memory",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"typeVersion": 1.3,
"position": [
130,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Creates one task in the Notion tasks database.",
"resource": "databasePage",
"operation": "create",
"databaseId": {
"__rl": true,
"value": "YOUR_TASKS_DATABASE_ID",
"mode": "id"
},
"title": "={{ $fromAI('task', \"Clear, short task title\", 'string') }}",
"propertiesUi": {
"propertyValues": [
{
"key": "Owner|rich_text",
"textContent": "={{ $fromAI('owner', \"Who is responsible, as named in the notes\", 'string') }}"
},
{
"key": "Due|date",
"date": "={{ $fromAI('due', \"Due date YYYY-MM-DD, or empty if not stated\", 'string') }}"
}
]
},
"options": {}
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Create task",
"type": "n8n-nodes-base.notionTool",
"typeVersion": 2.2,
"position": [
300,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Saves a follow-up email to the attendees as a Gmail draft. It is never sent automatically.",
"resource": "draft",
"operation": "create",
"subject": "={{ $fromAI('subject', \"Email subject, e.g. Follow-up: <meeting name>\", 'string') }}",
"message": "={{ $fromAI('body', \"Email body with the summary and action items\", 'string') }}",
"options": {
"sendTo": "={{ $fromAI('to', \"Attendees' emails, comma separated\", 'string') }}"
}
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Draft follow-up email",
"type": "n8n-nodes-base.gmailTool",
"typeVersion": 2.1,
"position": [
470,
220
]
},
{
"parameters": {
"descriptionType": "manual",
"toolDescription": "Posts the meeting summary and action items to the team's Slack channel.",
"select": "channel",
"channelId": {
"__rl": true,
"value": "#meetings",
"mode": "name"
},
"text": "={{ $fromAI('summary', \"Summary, decisions and action items\", 'string') }}",
"otherOptions": {}
},
"id": "2f782c3a-d667-4b30-a367-e87c52c39ad5",
"name": "Post summary",
"type": "n8n-nodes-base.slackTool",
"typeVersion": 2.2,
"position": [
640,
220
]
}
],
"connections": {
"Paste notes": {
"main": [
[
{
"node": "Meeting agent",
"type": "main",
"index": 0
}
]
]
},
"Claude model": {
"ai_languageModel": [
[
{
"node": "Meeting agent",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Memory": {
"ai_memory": [
[
{
"node": "Meeting agent",
"type": "ai_memory",
"index": 0
}
]
]
},
"Create task": {
"ai_tool": [
[
{
"node": "Meeting agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Draft follow-up email": {
"ai_tool": [
[
{
"node": "Meeting agent",
"type": "ai_tool",
"index": 0
}
]
]
},
"Post summary": {
"ai_tool": [
[
{
"node": "Meeting agent",
"type": "ai_tool",
"index": 0
}
]
]
}
},
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"meta": {
"templateCredsSetupCompleted": false
},
"tags": []
}In Make, create a new scenario and add these modules in order:
- Webhooks › Custom webhook — called by your website's chat widget
- Make AI Agents › Run an agent — give it these tools: “Create task” (Notion), “Draft follow-up email” (Gmail), “Post summary” (Slack); paste the system prompt as the agent's instructions
- Every module run uses Make operations — the free plan includes a monthly quota.
- Module and step names can differ slightly as Make and Zapier update their apps.
In Zapier, create a new Zap and add these steps in order:
- Zapier Chatbots, or Webhooks by Zapier — Catch Hook from your chat widget
- Zapier Agents — create an agent (or AI by Zapier for a single step) — give it these tools: “Create task” (Notion), “Draft follow-up email” (Gmail), “Post summary” (Slack); paste the system prompt as the agent's instructions
- Zaps with more than two steps need a paid Zapier plan.
- Module and step names can differ slightly as Make and Zapier update their apps.
Tips
- Works with transcripts from Zoom, Google Meet or Teams — paste the text in.
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