Zoom Coaching Recap + Homework Automation with n8n, OpenAI & Google Sheets

Turn every Zoom coaching call into an AI recap + automated homework follow-up—logged, emailed, and nudged daily

This n8n workflow automatically converts completed Zoom coaching recordings into AI-generated session recaps and homework action plans using OpenAI, writes everything to Google Sheets, emails clients via Gmail, and runs every day to send nudge emails for upcoming or overdue tasks.

What this workflow does

• Receives Zoom webhook events for endpoint validation and recording completion (returns the required validation response, or immediately acknowledges recording events).
• Fetches transcripts or transcribes audio: extracts recording metadata, downloads the Zoom transcript when available, otherwise downloads the session audio and transcribes it with OpenAI Whisper.
• Matches clients in Google Sheets using the Zoom meeting ID or meeting topic, skipping inactive clients and sessions already logged.
• Generates a structured action plan with OpenAI (GPT-4o-mini) from the transcript + client context, producing a JSON plan including recap, wins, insights, homework tasks with due dates, and a progress score.
• Sends an HTML recap email to the client via Gmail (CC’ing the coach), then appends the session to a Google Sheets Session Log and each homework task to a Homework Tracker.
• Sends daily homework check-ins at 10:00: groups tasks due soon or slightly overdue per client, drafts one concise email per client with OpenAI, sends via Gmail, and updates each task row with incremented nudge count and last nudge date.

Use cases

• Coaches who want recaps + homework plans generated immediately after every Zoom call
• SaaS operators automating client communication without manual copy/paste
• Teams needing reliable task nudges for upcoming and overdue action items

Technical details

• Core logic and helpers: if, set, code, switch
• Email delivery: Gmail
• Security: uses crypto
• AI + transcription: OpenAI Whisper, OpenAI (GPT-4o-mini)
• Data storage + matching: Google Sheets (Session Log + Homework Tracker)