Every team meeting ends with a list of things people agreed to do — and then half of them get forgotten. This template reads any transcript, extracts every action item with owner and deadline, creates tasks in ClickUp or Asana, and emails everyone the summary before your next meeting has even started.
The workflow fires the moment a transcript is submitted. Here is the exact sequence:
Submit transcripts via a Typeform or Tally form, Zoom cloud recording webhook, direct API call, or any tool that can send an HTTP POST. The payload includes the meeting title, date, attendee names, attendee emails, and the full transcript text.
The transcript is sent to GPT-4o-mini with a structured prompt that asks for every action item in JSON format — task description, owner name, deadline, and priority (High/Medium/Low). Temperature is set to 0.1 for consistent, parseable output. The model also writes a 3–5 sentence executive summary of the meeting.
For each action item extracted, an HTTP Request node creates a task via the ClickUp or Asana API. Each task includes the task name, the owner and deadline in the description, and the priority level. The setup guide includes the Asana swap configuration if you prefer Asana.
A formatted HTML email with the meeting summary and a table of all action items — task, owner, deadline, priority — is sent to all attendees simultaneously. Everyone knows what they are responsible for before they have even left the Zoom call.
The meeting title, date, attendees, summary, and action item count are appended to your Google Sheets meeting history log. You get a complete, searchable record of every meeting processed — useful for end-of-quarter reviews or accountability tracking.
| n8n workflow | 7-node workflow — Webhook, OpenAI (extract), Code (parse JSON), Google Sheets (log), HTTP Request (ClickUp tasks), Gmail (summary email), Respond to Webhook |
| Make.com blueprint | Same logic in Make.com modules — Custom Webhook, OpenAI, Google Sheets, HTTP (ClickUp), Gmail |
| PDF setup guide | Step-by-step guide including ClickUp API setup, Asana alternative configuration, transcript submission options, and troubleshooting |
| Markdown guide | Same guide in .md format |
| Licence | Personal commercial licence — unlimited meetings, unlimited runs |
A transcript is submitted via webhook. The workflow sends it to GPT-4o-mini, which returns a structured JSON with an executive summary and all action items — each with owner, deadline, and priority. Tasks are created in ClickUp or Asana, a summary email is sent to all attendees, and the meeting is logged to Google Sheets.
Any text transcript that can be sent via HTTP POST: Zoom cloud recording transcripts, Google Meet exports, Otter.ai (via Zapier or webhook), or a manual paste into a Tally or Typeform form. The workflow accepts plain text — it does not require a specific format.
ClickUp (free tier) is the default. The setup guide explains how to swap the HTTP Request node for Asana. Both require a free personal API token. Future documented alternatives include Notion and Linear.
For the action item extraction and task creation use case, yes. Fireflies.ai starts at $18/month. This template handles transcript processing, extraction, task creation, and attendee emails for a one-time $47. Fireflies also has meeting recording and a searchable transcript archive — if you need those, they complement each other. But for automating post-meeting workflow, this covers it completely.
GPT-4o-mini is very accurate for explicitly stated action items. It correctly identifies owners from "Alice will..." and deadlines from "by Friday". Ambiguous items are flagged as "Unassigned" or "No deadline set" rather than guessed. Temperature is set to 0.1 for maximum consistency. The setup guide explains how to test and validate accuracy with your own transcripts.
GPT-4o-mini processes a typical 60-minute transcript for approximately $0.001 USD. At 20 meetings per month that is about $0.02 in API costs. Even at 100 meetings per month you are spending under $1/month on AI — a fraction of any subscription tool.
Import the workflow, connect ClickUp and Gmail, set up your form — and every meeting produces a concrete action list before anyone has even closed their laptop.
Get the Template — $47