Solution · meetings
Meeting participants as real Notion people: matched by email instead of picked by hand
In a meeting card, participants are either picked by hand or missing altogether. The solution takes participants’ emails from the calendar and from Zoom and matches them to Notion accounts — including guests who are not members of the workspace. Each participant becomes a real Notion person and sees all their meetings in their personal dashboard.
What it looks like
Mock-ups with demo data, no real data
👤My meetings
| Meeting | When | Participants |
|---|---|---|
| Team stand-up | Mon 10:00 | MariaIlyaAnna |
| Partner call | Wed 15:30 | Mariaguest: partner@… |
At a glance
- In production
- At a client
- Fits
- Teams where people use one email for Zoom, Google and Notion
- Needs
- Notion and n8n; meetings from Google Calendar or Zoom
Before
- Who attended has to be picked by hand — usually nobody does it.
- Without participants you cannot show someone “my meetings” or tell who was asked to do what.
- Guests and contractors are not workspace members, so the regular people picker cannot find them.
What was built
An “email → Notion person” dictionary
The system collects the emails of all workspace members and of everyone who appears in “person” fields of other databases — that is how guests are found.
Matching on every meeting
Emails from the calendar invitation and from Zoom’s participant list become Notion people. Anyone who cannot be matched is kept in a separate list of external participants.
A cache without extra calls
The dictionary is kept between runs and refreshed at most once an hour — and only when an unknown email shows up.
Stack
- Notion
- n8n
- Google Calendar
- Zoom
Where it runs
Questions
What if someone joins Zoom with a different email?
Then they land among external participants. The rule is one email across all services.
Can this send invitations too?
That is the natural next step, not built at the client yet: participants are set in the recurring-meetings table and invitations go to their Google Calendar. Today participants flow into Notion from the calendar and Zoom.