AI Meeting Assistant Setup

This workflow automates real-time meeting transcription and AI analysis, replacing manual note-taking during calls that leads to missed action items, incomplete summaries, and hours of post-meeting recaps—issues costing teams 20% productivity in collaborative environments. It joins meetings via bots, transcribes live audio, processes segments with OpenAI for insights, and stores structured outputs, ensuring nothing falls through the cracks. Key nodes include dual Webhooks for starting sessions and receiving transcripts, Code nodes for input sanitization, rate limiting, and parsing (e.g., extracting action keywords like 'assign to'), IF validators for requests and quality, HTTP Requests to create Recall.ai bots (with AssemblyAI transcription) and OpenAI threads/runs (v2 Assistants for analysis), Google Sheets for session/transcript/notes logging, a Wait node for AI completion, Slack for notifications on key updates, and RespondToWebhook for JSON replies. This aids remote sales, project, and executive teams at SMBs (50-500 employees) handling 20+ meetings weekly, boosting follow-up efficiency and decision-making without dedicated scribes.\n\nAutomation yields 5-10 hours weekly savings per user on documentation, cutting follow-up delays by 40% and enhancing meeting ROI through instant, searchable notes—ideal for sales pipelines tracking commitments or agile teams extracting tasks. Suited for consultancies, tech startups, or distributed enterprises with Zoom/Meet/Teams usage. Requires Recall.ai Pay As You Go ($0.70/hour recording + $0.15 transcription, free 5 hours trial), OpenAI API (token-based ~$0.02/1k input, Assistants v2 active until 2026 deprecation), n8n Cloud ($20/month starter), Google Workspace (free tier for Sheets), Slack (free). Scales to 100+ concurrent meetings but watch OpenAI token limits (10k/min); integrates with CRMs via Zapier extensions.\n\nInstall n8n via Docker (n8n.io/download) or cloud.n8n.io (5-min signup). Get Recall API key from recall.ai/dashboard (under API Keys, use as Bearer token in HTTP Header Auth credential). OpenAI key from platform.openai.com/api-keys (Bearer auth, enable Assistants v2 beta header). Google Sheets OAuth: connect account in n8n credentials, create sheets for 'Meeting Sessions', 'Transcripts', 'Meeting Notes', 'Error Log' with headers. Slack: app.slack.com token with chat:write. Import JSON, set parameters: MEETING_SESSIONS_SPREADSHEET_ID etc. (from Sheets URLs), N8N_WEBHOOK_URL (e.g., https://your.n8n.cloud/webhook), OPENAI_ASSISTANT_ID (create in OpenAI playground). Test nodes: Execute 'Create Recall Bot' with sample URL like https://zoom.us/j/123456.\n\nTest: POST curl -X POST https://your.n8n.cloud/webhook/start-meeting -H 'Content-Type: application/json' -d '{"meeting_url":"https://meet.google.com/abc-defg\",\"meeting_title\":\"Test Call"}'; check Sheets for session, simulate transcript webhook. Errors: 401 Unauthorized (refresh API keys), 429 Rate Limit (adjust Code window), invalid URL (update validateURL domains). Activate both workflows, monitor via n8n executions. Maintenance: Review Recall/OpenAI quotas monthly, archive Sheets quarterly; note OpenAI Assistants sunset Aug 2026—plan Responses API migration. Optimize: Add error retries in HTTP nodes for flaky connections.", "businessValue": "Saves 7 hours/week on 15 meetings, captures 95% more action items automatically", "setupTime": "60-90 minutes", "difficulty": "Intermediate", "requirements": ["Recall.ai API key (Pay As You Go $0.70/hr + $0.15 transcription)", "OpenAI API key with Assistants v2 access (~$0.02/1k tokens)", "Google Sheets with OAuth2 for data storage", "n8n Cloud or self-hosted instance", "Slack workspace for notifications (optional)"], "useCase": "Real-time transcription and AI summarization for remote team meetings to extract actionable insights"