Meeting Summaries and Action Items with n8n + Gemini (free workflow)

What this workflow does

Stop writing meeting notes and chasing tasks by hand. When Google Meet saves a transcript to Google Drive, this workflow has Gemini write a short summary, list the decisions and pull out every action item with its owner and due date. The team gets the notes by Gmail, each task is added to a Google Sheets tracker, and every morning the team gets a list of open tasks that are due or late.

1. New Meeting Transcript in Google Drive checks your Meet Recordings folder every 15 minutes for new Google Docs.
2. Workflow Configuration holds your team email, the word that marks a transcript ("Transcript") and the language for the notes.
3. Only Meeting Transcripts keeps files whose name contains that word. Check If Already Processed looks up the file in your tracker and Is Meeting New? skips meetings that were already handled.
4. Get Transcript Text reads the transcript and Summarize Meeting with AI (Gemini + Meeting Notes Format) returns a title, summary, decisions, action items (task, owner, due date) and open questions. Relative dates like "by Friday" are turned into real dates.
5. Prepare Meeting Notes tidies the result. Email Meeting Summary sends the notes to your team and Split Out Action Items + Add Action Items to Tracker add one row per task to Google Sheets with Status "Open".
6. If the AI fails, Flag Meeting for Manual Review and Alert Team to Review Meeting email the team the transcript link so nothing is lost.
7. Daily 9 AM Check reads the tracker with Get Open Action Items, keeps tasks due today or earlier with Keep Due or Overdue Items, and Email Overdue Action Items sends one list, with late tasks marked.

Who it is for

Agencies, startups, sales teams, consultants, project managers and any team that runs its meetings on Google Meet.

What you need

• n8n (Cloud or self-hosted)
• Google Workspace with Google Meet transcripts turned on
• Google Drive, Docs, Sheets and Gmail access on the same Google account
• A Google Gemini API key (or swap in Claude or OpenAI)

The workflow, step by step

Step 1 · Start

A new transcript or the daily 9 AM check starts the run.

• New Meeting Transcript in Google Drive (Google Drive Trigger)
• Daily 9 AM Check (Schedule)
• Workflow Configuration (Set)
• Is It a New Transcript? (IF)

Step 2 · Skip duplicates

Only new transcripts move on.

• Only Meeting Transcripts (Filter)
• Check If Already Processed (Google Sheets)
• Is Meeting New? (IF)

Step 3 · Summarize with Gemini

Writes the notes and finds action items.

• Get Transcript Text (Google Docs)
• Gemini Chat Model (Gemini model)
• Summarize Meeting with AI (Basic LLM Chain)
• Meeting Notes Format (Structured Output Parser)

Step 4 · Share notes and save tasks

Emails the team and adds tasks to the tracker.

• Prepare Meeting Notes (Set)
• Email Meeting Summary (Gmail)
• Split Out Action Items (Split Out)
• Add Action Items to Tracker (Google Sheets)

Step 5 · AI fallback

If AI fails, the team gets the transcript link.

• Flag Meeting for Manual Review (Set)
• Alert Team to Review Meeting (Gmail)

Step 6 · Daily overdue digest

Open tasks due today or late go to the team.

• Get Open Action Items (Google Sheets)
• Keep Due or Overdue Items (Filter)
• Combine Due Items (Aggregate)
• Email Overdue Action Items (Gmail)

Setup

1. Download the JSON below and import it in n8n (Create workflow > ⋯ > Import from File).
2. Turn on transcripts in Google Meet (Workspace plans that include it). Transcripts are saved as Google Docs in the organizer's Meet Recordings folder.
3. Create a Google Sheet with the header row Meeting ID, Meeting, Meeting Date, Task, Owner, Due Date, Status, Transcript Link, Added On.
4. Add Google Drive, Google Docs, Google Sheets and Gmail OAuth2 credentials, and a Google Gemini (PaLM) API credential.
5. Pick the Meet Recordings folder in New Meeting Transcript in Google Drive, and your sheet in Check If Already Processed, Add Action Items to Tracker and Get Open Action Items.
6. Set teamEmail in Workflow Configuration and activate the workflow.
7. Test it: copy any meeting transcript Google Doc into the folder with "Transcript" in its name. After the trigger's next check, expect a notes email to teamEmail and new task rows in the tracker.

How to customise

• The sample prompt and emails are a starting point, not a fixed format. Rewrite them for your business.
• Summarize Meeting with AI: what the notes include
• Email Meeting Summary, Email Overdue Action Items: email layout
• notesLanguage, transcriptKeyword
• Daily 9 AM Check: digest time
• Notes language: set notesLanguage to Hindi, Spanish and so on.
• Other meeting tools: point the trigger at any folder where Zoom, Teams or Otter transcripts land as Google Docs, and change transcriptKeyword.
• Digest time: change Daily 9 AM Check.
• Close a task: change its Status to "Done" in the sheet and it leaves the daily list.
• Where tasks go: replace Add Action Items to Tracker with Notion, Asana, Trello or ClickUp.

Why Gemini

This workflow uses Google Gemini (Gemini 3.1 Flash-Lite) through the Google Gemini Chat Model sub-node. I compared it with Claude and OpenAI for this exact job: - Long input. A one-hour meeting is 8,000 to 12,000 words. Gemini has a very large context window, so the full transcript fits in one call with no chunking. - Cost. Every meeting is a long input, so price per input token matters most here. Flash-Lite is one of the lowest-priced models for long inputs, so a daily meeting habit stays cheap. - Structured extraction is a well-defined task. The Structured Output Parser fixes the shape (summary, decisions, action items with owner and due date, open questions) and the temperature is 0.2, so a small fast model does this reliably. - Same Google account. Teams on Google Meet already have a Google Cloud project, so getting a Gemini key is one extra step.

For very long or messy meetings, switch the model to Gemini Pro, or swap the sub-node for Claude or OpenAI with no other change.

Troubleshooting

• Credential errors after import: imported workflows never include credentials. Open each node marked red and select your own account.
• Nothing runs on its own: test runs only fire once. Activate the workflow so the trigger keeps running.
• Odd times or dates: set your timezone in Workflow Settings.