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

Description

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!