Create & Send Client Session Summaries from Zoom Meetings via Gmail and Airtable

Description Whenever a Zoom “Meeting assets” email arrives in your Gmail inbox, this workflow will:

1. Trigger on new Gmail messages filtered by the subject “Meeting assets”.

2. Extract from the email (HTML or plain text):

3. Type of session (e.g. “1 hour”, “2 hours”, or “exploratory call”).

   Client’s full name. Session date & time (from the GMT… timestamp). Duration (HH:MM:SS). Recording link. Quick summary. Detailed summary. List of next steps.

4. Lookup the client in your Master Airtable base, table People, by full name.

5. Send a personalized Gmail to the client with all extracted details.

6. Create a new record in your Sessions table in Airtable, linking back to that client.

Quick Start Import this JSON into n8n as a new workflow. Connect your Gmail credentials (OAuth2). Connect your Airtable credentials (Personal Access Token). In the Search Records node: Base → your Master base ID. Table → “Your people table”. Filter By Formula → ={Full Name} = '{{ $json.clientName }}'. In the Create Record node: Table → “Sessions”. Map each field (dateTime, duration, summaries, next steps, client link). Activate the workflow.

Prerequisites n8n v1.50 or higher A Gmail account with OAuth2 credentials configured An Airtable base containing: Table People with a Full Name field (and email). Table Sessions with fields: DateTime, Duration, Quick Summary, Detailed Summary, Next Steps, and a Linked Record to People. An Airtable Personal Access Token with read/write access to that base.

Tips & Extensions

Timezone conversion: Use a Function node with moment-timezone to convert UTC if needed.

Error handling: Add a catch node to log or notify if any field fails to parse.

Alternate notifications: Swap the Gmail node for Slack, Microsoft Teams, or SMS integrations.

With this documentation, your team can import and deploy the workflow in minutes.

Enjoy!