Solution · meetings
A call recording finds its own meeting: transcript, summary and participants in Notion
After a call the recording stays in the Zoom cloud and nobody opens it. The solution takes the recording, transcript and summary, finds the Notion meeting they belong to and puts everything into its card — with participants and timestamps.
What it looks like
Mock-ups with demo data, no real data
🎥
Team stand-up · October 6
- Meeting
- Team stand-up
- Participants
- MariaIlyaAnna
- Duration
- 42 min
Transcript
- Maria: Let’s start with the newsletter launch…00:00
- Ilya: I have a question about payments…04:12
Files
- Call recording
- Zoom summary — Google Doc
At a glance
- In production
- At a client
- Fits
- Teams that call in Zoom and keep meetings in Notion
- Needs
- Zoom with cloud recording, Notion, n8n; Google Drive for summaries
Estimate for your company
≈3 h
a month of moving recordings and transcripts by hand
Assumption: 40 calls a month × ~5 minutes: find the recording, download the transcript, find the meeting, paste and link (our assumption)
This is a calculation, not a promise: plug in your own volumes and the figure changes.
Before
- The recording and transcript sit in Zoom, apart from the meeting — you cannot find them when you need them.
- Without a link to the meeting it is unclear which project or series the conversation belongs to.
- Copying a transcript by hand takes too long, so nobody does.
What was built
Zoom reports the recording itself
When the recording and transcript are ready, Zoom sends a signed notification — the system checks the signature and fetches the files.
Finding its meeting
The conference number from the call link is matched against meetings in Notion, and the closest one in time is chosen among candidates. The call card is linked to that meeting.
A timestamped transcript
The text goes into the card as blocks, with a timestamp at every change of speaker — you see where each turn starts and can jump to it in the recording.
Summary and participants
Every half hour the system saves Zoom’s AI summary to a Google Doc. Participants are set as Notion people by email.
No duplicates, nothing lost
A repeated notification updates the card instead of creating a new one. If a transcript arrives broken, the system waits for the next attempt; if the recording was deleted from the cloud, it stops waiting.
Stack
- Zoom API
- n8n
- Notion
- Google Drive
- Google Docs
Where it runs
Questions
What if the meeting is not in Notion?
The call card is still created, but without a link to the meeting. That is why the chain puts the meeting generator and calendar sync before this step: then the meeting page almost always exists.
Do I need paid Zoom recording?
You need cloud recording and transcription — they come with paid Zoom plans.