Fireflies to ClickUp, meeting tasks captured for you
Meeting ends, and the real work starts: digging through transcripts, figuring out who owns what, then rewriting it all into tasks and a follow-up email. By the time you’re done, the next meeting is already on the calendar.
This Fireflies ClickUp automation hits project managers hard, but executives and sales leads feel it too. You get ClickUp tasks created from the transcript, plus a Gmail follow-up draft, without relying on memory (or a messy notes doc).
You’ll see exactly how the workflow pulls Fireflies transcripts, extracts host-owned action items with AI, then asks for approval before anything goes out.
How This Automation Works
Here’s the complete workflow you’ll be setting up:
n8n Workflow Template: Fireflies to ClickUp, meeting tasks captured for you
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Why This Matters: Post-meeting follow-through breaks down
Most meetings don’t fail in the room. They fail after. Someone has to rewatch recordings or skim a transcript, translate “we should” into real tasks, decide owners, set priorities, and then send a clean follow-up that doesn’t sound rushed. When you’re busy, that work slides to “later,” which usually means never. Then action items live in someone’s head, ClickUp stays out of date, and the next meeting starts with “Quick recap…” instead of progress.
The friction compounds. A little manual cleanup after every call turns into a full-time tax on your week.
- You lose about 20 minutes per meeting just turning notes into properly written tasks.
- Action items get assigned vaguely, so they bounce around until someone “just does it.”
- Follow-up emails go out late (or not at all), which makes your team look disorganized.
- Even when Fireflies is recording everything, the transcript still needs a human to translate it into execution.
What You’ll Build: Fireflies transcripts → ClickUp tasks + Gmail follow-up
This workflow runs on a daily schedule and checks Fireflies for your most recent meeting sessions. It filters down to only today’s meetings, then loops through each one and pulls the full transcript. From there, an AI Agent (powered by an OpenAI chat model) reads the conversation and extracts tasks specifically assigned to the host, so your ClickUp list reflects what you actually committed to. It creates those tasks in ClickUp with useful details like descriptions and priority, then sends you a clean summary in Telegram for approval. If you approve, a second AI Agent drafts a concise follow-up email and sends it through Gmail to external participants. If you don’t approve, it cancels and notifies you, which keeps you safely in control.
The workflow starts with Fireflies transcript retrieval, then uses AI to convert talk into structured work. Finally, Telegram acts as the “human checkpoint” before Gmail sends anything external.
What You’re Building
| What Gets Automated | What You’ll Achieve |
|---|---|
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Expected Results
Say you host 4 meetings in a day. Manually, you might spend about 15 minutes pulling key points from each transcript, another 10 minutes creating ClickUp tasks, and 10 minutes writing a follow-up email. That’s roughly 2 hours total. With this workflow, the “work” becomes a Telegram approval check that takes maybe 2 minutes per meeting, plus some background processing time while Fireflies and AI do their part. You get most of that time back, and the follow-up goes out while the context is still fresh.
Before You Start
- n8n instance (try n8n Cloud free)
- Self-hosting option if you prefer (Hostinger works well)
- Fireflies.ai for meeting transcripts via API.
- ClickUp to create and manage generated tasks.
- OpenAI API Key (get it from your OpenAI dashboard).
Skill level: Intermediate. You’ll paste API keys, connect accounts, and edit one small identity list (your host name aliases).
Want someone to build this for you? Talk to an automation expert (free 15-minute consultation).
Step by Step
A daily schedule kicks it off. n8n runs automatically, so you’re not relying on someone remembering to “process meetings” at the end of the day.
Fireflies sessions are pulled, then filtered to today. The workflow retrieves recent sessions through the Fireflies API (HTTP requests), then a small code step filters to the meetings that happened today so you don’t reprocess old calls.
Each transcript gets analyzed for host-owned tasks. n8n loops through the meetings, fetches the full transcript, and hands it to an AI Agent using an OpenAI chat model. The agent extracts action items that belong to the host, formats them cleanly, and creates tasks in ClickUp.
Telegram approval decides what happens next. You get a summary and a simple approve/cancel decision. Approve, and a second AI Agent drafts a professional Gmail follow-up and sends it. Cancel, and the workflow stops and notifies you.
You can easily modify the “tasks assigned to the host” logic to capture tasks for the whole team, or to route different task types into different ClickUp lists. See the full implementation guide below for customization options.
Step-by-Step Implementation Guide
Step 1: Configure the Schedule Trigger
Set the daily schedule that starts the workflow and pulls fresh meeting data each morning.
- Open Daily Schedule Trigger and set the Rule to
0 9 * * *in the cronExpression field. - Confirm the trigger connects to Retrieve Recent Sessions in the canvas.
Step 2: Connect Fireflies and filter today’s meetings
This section calls the Fireflies GraphQL API, filters for today’s sessions, and prepares items for batching.
- Open Retrieve Recent Sessions and set URL to
https://api.fireflies.ai/graphqlwith MethodPOST. - Set JSON Body to the GraphQL payload and include the expression
{{ $today.format('YYYY-MM-DD') }}T00:00:00.000Zinside thefromDatevariable. - Credential Required: Connect your
httpHeaderAuthcredentials in Retrieve Recent Sessions. - Open Filter Today's Sessions and keep the JavaScript code as provided to filter by local date boundaries.
- Confirm Filter Today's Sessions outputs into Iterate Records for batch processing.
Step 3: Fetch transcripts and assemble meeting details
Each meeting is fetched in full and transformed into a structured payload for downstream AI processing.
- Open Fetch Full Transcript and set URL to
https://api.fireflies.ai/graphql, Method toPOST, and JSON Body to the transcript query with{{ $json.id }}in theidvariable. - Credential Required: Connect your
httpHeaderAuthcredentials in Fetch Full Transcript. - Open Assemble Transcript Details and edit the
hostNamesarray and the placeholders[YOUR_DOMAIN]and[YOUR_EMAIL]to match your organization. - Verify the execution flow Fetch Full Transcript → Assemble Transcript Details → Analyze And Generate Tasks.
[YOUR_DOMAIN], the workflow may incorrectly identify the external participant and send emails to the wrong address.Step 4: Set up AI task generation and ClickUp creation
The AI agent analyzes transcripts, reasons through action items, and creates ClickUp tasks.
- Open Analyze And Generate Tasks and keep the Text prompt as defined, including the expressions like
{{ $json.title }}and{{ $json.fullTranscript }}. - Open OpenAI Chat Engine and select the model
openai/gpt-4o-mini. - Credential Required: Connect your OpenAI credentials in OpenAI Chat Engine (this model is connected as the language model for Analyze And Generate Tasks).
- Confirm Reasoning Tool is connected as a tool to Analyze And Generate Tasks (tools inherit credentials from the parent node).
- Confirm Create ClickUp Item is connected as a tool to Analyze And Generate Tasks and uses the expressions
{{ $fromAI("task_name") }},{{ $fromAI('Content', ``, 'string') }},{{ $fromAI('Due_Date', ``, 'string') }}, and{{ $fromAI('Priority', ``, 'number') }}. - Credential Required: Connect your ClickUp OAuth2 credentials on Analyze And Generate Tasks (the Create ClickUp Item tool inherits from the parent agent).
Step 5: Configure approval flow and AI email composition
Send a Telegram approval request, then generate the follow-up email with the second AI agent.
- Open Request Approval via Telegram and keep the Message field set to
Should I send out the follow-up email?{{ $json.output }}with OperationsendAndWait. - Credential Required: Connect your Telegram credentials in Request Approval via Telegram.
- Open Approval Decision and confirm the condition checks
{{ $json.data }}containstrue. - Open Compose Follow-up Email and keep the structured prompt, including references to
{{ $('Assemble Transcript Details').item.json.externalEmail }}and other expressions. - Open OpenAI Chat Engine 2 and select the model
openai/gpt-4o-mini. - Credential Required: Connect your OpenAI credentials in OpenAI Chat Engine 2 (this model is connected as the language model for Compose Follow-up Email).
- Confirm Structured Output Formatter is connected as the output parser for Compose Follow-up Email with the JSON schema example provided.
Step 6: Configure email sending and Telegram notifications
Once approved, the workflow sends the email, alerts success, or notifies cancellation.
- Open Dispatch Gmail Message and set Send To to
{{ $json.output.recipient_email }}, Subject to{{ $json.output.subject }}, and Message to{{ $json.output.body }}. - Credential Required: Connect your Gmail OAuth2 credentials in Dispatch Gmail Message.
- Open Notify Success Alert and keep the message expression
{{ $('Compose Follow-up Email').item.json.output.recipient_email }}to confirm the recipient address. - Credential Required: Connect your Telegram credentials in Notify Success Alert and Notify Cancellation Notice.
- Confirm the execution path: Approval Decision → Compose Follow-up Email → Dispatch Gmail Message → Notify Success Alert, and the rejection path to Notify Cancellation Notice.
- Ensure both Telegram notification nodes loop back to Iterate Records to continue processing remaining meetings.
Step 7: Test and Activate Your Workflow
Validate end-to-end behavior for one meeting before enabling daily automation.
- Click Execute Workflow and confirm Retrieve Recent Sessions returns transcripts for today.
- Verify Assemble Transcript Details outputs
externalEmail,fullTranscript, andactionItems. - Check that Analyze And Generate Tasks creates tasks via Create ClickUp Item and sends a Telegram approval message.
- Approve once in Telegram and confirm Dispatch Gmail Message sends the email and Notify Success Alert posts confirmation.
- When results look correct, toggle the workflow to Active for daily production runs.
Troubleshooting Tips
- Fireflies API credentials can fail if the header auth is wrong. Check your n8n credential: the header name should be “Authorization” and the value should start with “Bearer ” followed by your key.
- If you’re looping through many meetings, API calls can take longer than expected. When downstream steps run on empty data, it’s usually because transcript retrieval didn’t finish or returned a rate-limit response.
- ClickUp task creation can succeed but land in the wrong place if your Workspace/Space/List selection is off. Open the “Create ClickUp Item” node and verify the exact List you want, especially if you have multiple client spaces.
Quick Answers
About 30 minutes if you already have Fireflies, ClickUp, Telegram, and Gmail ready.
No. You will connect accounts and edit one short list of host name aliases.
Yes. n8n has a free self-hosted option and a free trial on n8n Cloud. Cloud plans start at $20/month for higher volume. You’ll also need to factor in OpenAI API costs (often a few cents per meeting, depending on transcript length).
Two options: n8n Cloud (managed, easiest setup) or self-hosting on a VPS. For self-hosting, Hostinger VPS is affordable and handles n8n well. Self-hosting gives you unlimited executions but requires basic server management.
Yes, and you probably should. You can change the filtering logic in “Filter Today’s Sessions” if you want to process yesterday’s meetings or a rolling window. In the “Analyze And Generate Tasks” AI Agent, adjust the instruction so it extracts tasks for the whole team instead of only the host. You can also swap where tasks land by editing the ClickUp Workspace/Space/List in “Create ClickUp Item,” or route different task types into different lists using the existing If/Switch style branching.
Usually it’s the Authorization header. Make sure your n8n Fireflies credential uses Header Auth with “Authorization” as the name and “Bearer YOUR_API_KEY” as the value, then confirm the key is still active in Fireflies settings.
It can handle typical daily meeting loads easily; most teams run it for a handful to a few dozen meetings per day. On n8n Cloud, your limit is tied to plan executions per month, while self-hosting depends on your server. The main practical constraint is API rate limits and transcript length, since longer transcripts take more time (and a bit more OpenAI cost) to analyze.
Often, yes, because this workflow isn’t just “move data from A to B.” You have looping over meetings, conditional approvals, structured AI output, and a human-in-the-loop checkpoint, and those pieces get expensive or awkward in simpler automation tools. n8n also gives you a self-hosting option, which matters if you want unlimited runs. Zapier or Make can still be fine for a lightweight version (like “post summary somewhere”), but this is closer to an assistant than a simple integration. Talk to an automation expert if you want help choosing.
Once this is running, meetings stop creating a backlog. ClickUp stays current, follow-ups go out on time, and you’re not the person chasing your own action items.
Need Help Setting This Up?
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