Fireflies to HubSpot CRM: Gemini AI Meeting Notes Workflow

Turn Fireflies meeting transcripts into HubSpot CRM updates—automatically

This Fireflies to HubSpot CRM: Gemini AI Meeting Notes Workflow listens for Fireflies “meeting completed” webhooks, pulls the full transcript via Fireflies GraphQL, uses Google Gemini to generate structured meeting notes and CRM updates, and then writes everything back to HubSpot—with optional Slack alerts for key moments and errors.

What this workflow does

• Receives Fireflies webhooks when a meeting transcript is ready.
• Fetches the transcript from Fireflies using the Fireflies GraphQL API.
• Validates and deduplicates previously processed meetings, and skips meetings with no transcript (optionally notifying Slack during ingestion).
• Prepares HubSpot CRM context by retrieving writable property schemas for contacts, companies, and deals.
• Targets external participants by filtering attendee emails against your internal domain list.
• Matches contacts and associated deals in HubSpot for each external attendee.
• Uses Google Gemini to extract a structured summary (Markdown), intent/sentiment, optional follow-up task details, and property-mapped updates.
• Upserts CRM records: updates the HubSpot contact by email, patches associated company/deal (when enabled and available), and creates a HubSpot note and optional task linked to the relevant entities.
• Optional Slack messaging for high-intent meetings or unknown contacts, plus a Slack alert on workflow execution errors.

Use cases

• Automatically convert Fireflies sales calls into HubSpot meeting notes, tasks, and property updates.
• Enrich CRM data after demos by extracting Gemini intent/sentiment and mapping outcomes to HubSpot fields.
• Flag high-intent conversations or unknown contacts to your team via Slack.

Technical details

• Webhook intake from Fireflies meeting completions.
• Fireflies integration via GraphQL (authenticated header auth).
• HubSpot integration to fetch property schemas and write notes/tasks/property updates.
• Google Gemini for transcript-to-CRM structured extraction.
• n8n nodes including if, set, code, slack, graphql, and hubspot.