Automate Meeting Notes, Action Items & Task Creation with n8n and AI

Description and use

Automate post‑meeting notes, action items, and task creation using n8n, Groq Whisper, and an LLM; send summary via Gmail and create Trello cards.

Problem

Post‑meeting documentation—summaries, action items, owners, dates, and task entries—consumes 15–30 min per meeting and is often skipped when schedules fill up.

Outcome

The workflow cuts post‑meeting documentation time from minutes to seconds, ensures consistent summaries, captures decisions and action items, assigns owners, normalizes dates, and automatically populates Trello cards.

Workflow

• Watch /meeting‑recordings/ folder for new files
• Download the new file binary
• Send file to Groq Whisper for transcription
• Extract clean transcript string
• Send transcript to Groq LLM with system prompt to return structured JSON (summary, decisions, action_items)
• Parse JSON and convert natural‑language dates to ISO format
• Split output: send summary email via Gmail and create a Trello card for each action item
• Log errors and alert on failures

Evidence

Post‑meeting documentation is one of the most consistently skipped steps in any team's workflow.

Source

This post walks through a production‑ready n8n workflow that automates the entire post‑meeting pipeline — Google Drive trigger, Groq Whisper transcription, LLM‑based summarisation and extraction, natural language date parsing, Gmail summary email, and Trello task card creation — with a free downloadable workflow JSON at the end.

Source