Author: Casper

The traditional way of recording and organizing meetings is a relic of the past, doomed to be replaced by automation that streamline the process and maximize efficiency. The thought of toggling between multiple software platforms and manually inputting data into your CRM system should make you cringe in the era of automation.

Now, build workflows with AITable.ai, Cal.com, Fireflies.ai and Zapier, fully automate meeting minutes.

Simplifying CRM and Meeting Records with AITable

AITable.ai is not your average tool; it is an intuitive, flexible visual database that doubles as a no-code app builder. This powerful platform simplifies your workflow through its visual database, making automation a breeze. With integrations to over 6000 applications through Zapier, Make, Pabbly, and Activepieces.

The tedious meeting records of meetings that we often encounter in our work can also be solved by building automated workflows with the help of AITable:

When a client schedules a meeting using Cal.com, the details sync with your Google Calendar, which in turn hooks up with Fireflies.ai. Once the meeting kicks off, Fireflies.ai does its magic by automatically transcribing the discussion in real-time. Then, Zapier swoops in to effortlessly transfer all that juicy meeting data straight into your AITable.ai CRM.

Tools of the Trade: Cal.com, Fireflies.ai, & Zapier

To set up an automated workflow with AITable.ai, you need to familiarize yourself with a few other tools. Here’s a brief introduction to each:

• Cal.com: An easy-to-use platform for scheduling appointments and events. It syncs directly with your Google Calendar, making it a breeze to keep track of your schedule.
• Fireflies.ai: This AI assistant takes detailed notes of your meetings, transcribing them in real-time. It integrates with your Google Calendar and joins your meetings automatically, ensuring every detail is recorded.
• Zapier: An online automation tool that connects your favorite apps and services, creating automated workflows.

Step-by-Step Guide to Automated Meeting Documentation

Here’s how you can leverage these tools to create automated meeting records:

Step1: linking your Google Calendar with Cal.com

First, linking your Google Calendar with Cal.com. This step is usually done automatically, but if not, you can find it and activate it in Apps.

Once the link between Cal.com and Google Calendar is set up, we need to create an event link that clients can use to schedule appointments.

Next, we need to further customize it. Set the description as needed, but for the location, choose Google Meet; this is crucial because Fireflies.ai won’t recognize Cal.com video.

Now, let’s say I choose 3:30 pm, enter my name, email, and invite team members, then click “confirm”. The appointment is scheduled, and an email notification is sent. Since this is a client-initiated booking, all we need to do is share the available time slots and set up the notification workflow. Now, this appointment will appear in your Google Calendar.

Step 2: About Fireflies.ai, Zapier & AITable.ai

Next, let’s switch to Fireflies.ai. When you sign up for Fireflies.ai, it’s recommended to use your Google account and allow Fireflies to access your Google Calendar. After refreshing the Fireflies page, you’ll see the test event we just scheduled, assuming your Fireflies is linked with your Google Calendar.

Then, you should switch to Zapier and create a new Zap. Choose Fireflies.ai as the trigger, select “new meeting” in the App & Event section and log in to your account.

Further configure the trigger by selecting the transcript format, including speaker names, notes list format, and any custom topics you want to include. Then continue and test the trigger.

Then choose AITable.ai as action app，event is ‘Create a new record’. Associate your space with a specific datasheet, which containing specific meeting information includes the meeting title, attendees, meeting summary, date, meeting duration, and a download link for the meeting notes.

Once the datasheet requirements are set, configure the data source from Fireflies. You can see all the data fields supported by Fireflies here. Match them accordingly.

Once the test passes, this automated workflow can be released.

During the meeting, Fireflies’ little bot will request access, and you’ll need to approve its addition. It will automatically record everything in the meeting: the title, time, attendees, each person’s contributions, the overall discussion points, duration, and so on. Of course, you should inform participants about this beforehand.

After the meeting ends, the data you’re interested in will automatically be transferred to AITable.

The Significance of Automation with AITable.ai

Take the leap and revolutionize your workflow with AITable.ai. Ditch the traditional, time-consuming methods of meeting documentation and embrace the future with automation. Not only will you save precious time and resources, but you’ll also enhance your overall efficiency and productivity.

So, why wait? Get started with AITable.ai today and experience the difference for yourself!