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Automation Breakdown · n8n Workflow

Meeting Follow-Up Engine

The moment a calendar meeting ends, a templated follow-up is already on its way, on time, every time. Then the workflow waits for the meeting transcript, forwards it to the client, and has Claude draft a second, fully tailored follow-up referencing what was actually said.

20 nodes

2 triggers · meeting ends + manual

1 Claude call

2 follow-ups per meeting

True AI automation isn’t one clever workflow. It takes 20 to 40 workflows working together to make a real impact on a business. That’s what we do: a Rolodex of 100+ automations across different CRMs and platforms, ready to be custom-built for your specific CRM and software stack.

The Workflow

Scroll sideways · click any node for its explanation

true

true

true

Meeting Follow-Up, Template + Transcript

Trigger: Google Calendar event ends (polled every 5 min). The manual path re-runs the last ended meeting for testing.

Why template-first?

The instant template is deterministic, it always sends, on time, with zero AI risk. The AI-tailored version arrives minutes later as a draft, built from the real transcript.

▶

Manual Test Trigger

31

Fetch Today’s Events

getAll: event

{ }

Pick Last Ended Event

31

Meeting Ended Trigger

eventEnded

{ }

Setup Config

set variables

{ }

Qualify Meeting

external? client?

{ }

Select Template

by meeting type

M

Send Follow-Up Now

send: message

⇄

Transcript Enabled?

if

⇥

Wait For Transcript

pause

M

Fetch Transcript Candidates

getAll: message

{ }

Match Transcript

by time + title

M

Get Transcript Email

get: message

{ }

Extract Transcript Text

clean text

⇄

Forward Transcript?

if

M

Forward Transcript To Client

send: message

⇄

AI Draft Enabled?

if

A\

Draft Tailored Follow-Up

message: text

{ }

Extract Tailored Draft

clean text

M

Create Tailored Draft

create: draft

◈

The workflow at a glance

Click any node on the canvas to see exactly what it does. The flow reads left to right: instant templated send, transcript capture, then the tailored AI layer.

Gmail operation

Google Calendar

Code / transform

Branch (if)

Claude (AI)

Wait

Trigger

How It Works

Template first, transcript second

01 · Instant Send

The deterministic follow-up

Google Calendar fires the moment a meeting ends (polled every 5 minutes). The flow qualifies the meeting, external, client-facing, worth a follow-up, picks the right template for its type, and sends immediately. Template-first is deliberate: it always goes out, on time, with zero AI risk.

02 · Transcript Capture

Wait, match, extract

If transcripts are enabled, the workflow pauses while the meeting recorder finishes, then searches the inbox for transcript emails, matches the right one to this meeting by time and title, and extracts the full transcript text for the next stage.

03 · Tailored Layer

Forward + AI draft

The transcript fans out two ways: optionally forwarded straight to the client, and, if AI drafting is on, fed to Claude, which writes a second follow-up referencing the specific commitments and next steps discussed. That one lands as a draft for review, never auto-sent.

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