Meeting Notes to Follow-Ups: Fireflies + Gmail, Automated

Meeting recorders solved the transcript. The gap is what happens next: someone has to read it, pull out the decisions and the "I'll send you that by Thursday"s, write the follow-up, and create the tasks. This recipe hands that to an agent. Within a few minutes of a call ending, the follow-up email is drafted in Gmail and the action items are tasks, and you approve rather than write.

What you get after each meeting

A thread from @notes with:

• Decisions made, one line each.
• Action items with owner and date, as said in the call.
• Open questions that were raised and not resolved.
• A draft follow-up email to the attendees, already in Gmail's Drafts, with the above in your voice.
• Optionally, tasks created for your own action items.

Step 1: Connect Fireflies and Gmail

In Integrations, connect Fireflies (transcripts) and Gmail (the follow-ups). Damon discovers Fireflies' transcript actions — list transcripts, get a transcript with its summary and speaker segments — and classifies them as reads. Gmail's draft and send actions are writes and require approval by default. If your action items should become tasks, connect Linear, ClickUp or Monday too.

Step 2: Create the agent

• Name: Notes, @notes
• Personality: "Attribute every action item to the person who took it, in their words. Don't invent commitments. If ownership was unclear, list it under open questions."
• Goals: "No decision or commitment from a meeting gets lost. Follow-ups go out the same day."
• Integrations: Fireflies, Gmail (and your task tool).

Step 3: Process one meeting by hand

In chat:

Take my most recent Fireflies transcript. List decisions, action items (owner, what, when), and open questions. Then draft a follow-up email to the attendees in Gmail: two-sentence recap, then the lists, then "reply if I've missed anything". Keep it under 200 words.

Approve the draft creation when asked, then open Gmail and read it. Fix anything about the voice or structure by telling the agent, and save those preferences as a skill so every follow-up matches.

Step 4: Make it automatic

Damon's scheduled triggers run on a cadence rather than on an event, so the practical setup is a workflow every 30 minutes during working hours that checks for transcripts it hasn't processed:

1. Trigger — every 30 minutes.
2. Agent step — "List Fireflies transcripts completed in the last hour that aren't yet recorded in Drive under Meetings/. For each: extract decisions, actions and questions; save Meetings/<date>-<title>.md; draft the follow-up in Gmail."
3. Message step — only if there was a new meeting: the summary and a pointer to the draft.

The Drive file is what makes the run idempotent (a processed meeting is skipped next time) and gives you a searchable record of every meeting's outcomes.

Ask Damon to build it: "Every 30 minutes, process new Fireflies transcripts as above and message me only when there's a new one." Auto-approve file.write for this workflow so the notes save without prompting. Creating the Gmail draft shares a scope with sending, so it stays gated: each new meeting asks once, you approve the draft, and sending is your click in Gmail.

Variants

• Create tasks. Add "create a task in Linear for each action item owned by me, due on the stated date" to the agent step and grant task.write for this workflow.
• Internal meetings to Slack. For team syncs, replace the email draft with a post to the team channel (a message.send you can auto-approve for internal channels).
• CRM logging. For sales calls, add "log a note on the HubSpot deal with the decisions and next steps" — a crm.write, granted narrowly.

Common questions

Does it work with recorders other than Fireflies?

Fireflies is what ships today. Other transcript sources can be brought in through an MCP server; ask us about yours.

Will it email people without me?

No. It creates drafts. Sending is your click unless you change the instructions and the policy for a specific workflow.

What if the transcript is wrong about who said what?

The agent attributes items to speakers as the transcript labels them and won't invent commitments. Unclear ownership lands in "open questions" for you to resolve.

How quickly after a meeting?

Within the workflow's interval: up to 30 minutes with the setup above, or 15 if you schedule it every 15 minutes.