How to Use Zapier with Granola AI for Automated Meeting Follow-Up

Zapier makes it easy to connect Granola AI to your favorite apps so you can turn raw meeting recordings into clear recaps, tasks, and follow-ups without manual work.

This step-by-step guide walks you through setting up the integration, choosing the right triggers and actions, and building automated workflows that keep your meetings organized.

What You Need Before Connecting Zapier and Granola AI

Before you build your first workflow, make sure you have a few basics in place so everything runs smoothly.

• An active Granola AI account with access to recordings and summaries.
• A Zapier account (free or paid, depending on your volume and app choices).
• Access to the apps you want to connect, such as email, project management, or CRM tools.
• At least one recent meeting recording in Granola AI to test your automation.

Understanding How Zapier Works with Granola AI

Zapier connects apps using simple automations called Zaps. Each Zap follows a clear structure that helps your meeting data move exactly where it needs to go.

Core Elements of a Zapier Workflow

Every automation you build between Granola AI and other tools follows the same pattern:

• Trigger: An event that starts the workflow, such as a new Granola AI meeting recap.
• Action: What happens next in another app, like creating tasks or sending emails.
• Data mapping: Choosing which details from Granola AI summaries flow into each field in your connected apps.

By combining multiple actions, you can turn one trigger into a complete follow-up system.

Step 1: Connect Granola AI to Zapier

The first step is to authorize communication between your Granola AI account and Zapier.

1. Sign in to your Zapier account.

2. Click Create Zap to start a new automation.

3. In the trigger app search bar, type “Granola” and select Granola AI.

4. Choose a trigger event related to new meetings or summaries, depending on what is available.

5. Click Sign in or Connect and follow the prompts to link your Granola AI account.

6. Authorize access so Zapier can read meeting data and summaries securely.

Once connected, Zapier can monitor your Granola AI workspace for new meeting content and start workflows automatically.

Step 2: Choose the Right Zapier Trigger for Meeting Automation

Select a trigger that matches the moment you want your workflow to begin.

Common Granola AI Trigger Options in Zapier

Depending on the integration options available, you may see triggers like:

• New meeting recorded: Start automation as soon as a new audio or video meeting is captured.
• New summary generated: Trigger only when Granola AI has produced a recap, notes, or action items.
• New highlight or insight: Use this when you want follow-ups only for specific types of content.

After you pick a trigger, Zapier will ask you to select a Granola AI workspace or filter options so only the meetings you care about activate the workflow.

Step 3: Test Your Zapier Trigger with Real Meeting Data

Testing ensures that Zapier gets the right information from Granola AI before you add actions.

1. In your Zap setup, click Test trigger.

2. Zapier will pull in one or more recent meeting records from Granola AI.

3. Review the sample data fields such as title, date, attendees, transcript, summary, or action items.

4. Confirm the sample looks like the type of meeting you want to automate.

If the test returns no data, create a new test meeting in Granola AI, wait for the summary, and run the test again.

Step 4: Add Zapier Actions to Distribute Granola AI Summaries

Once your trigger works, decide how you want to use the meeting information in other apps.

Popular Zapier Actions for Granola AI Data

Here are practical ways to route your summaries and follow-ups:

• Email follow-ups
  • Use your email app to send attendees a recap and next steps.
  • Include the Granola AI summary, key decisions, and deadlines.
• Task management and project tools
  • Create tasks from action items in tools like Trello, Asana, or similar platforms.
  • Assign owners, due dates, and links back to the original Granola AI note.
• Knowledge base or documentation
  • Send summaries to a central wiki or document tool for easy reference.
  • Organize them by project, client, or team.
• CRM updates
  • Log meeting outcomes to contact or deal records in your CRM.
  • Keep your sales or customer success teams aligned without manual logging.

In each action step, Zapier lets you map Granola AI fields (like summary text, meeting title, date, and participants) into the fields of your chosen app.

Step 5: Map Granola AI Fields in Zapier

Accurate field mapping ensures your data is useful when it arrives in other tools.

1. In your action step, choose the app and event you want.

2. Open each field in the action editor and click inside the input.

3. From the right-hand panel, pick the relevant Granola AI data fields, such as:

   • Meeting title
   • Summary or recap text
   • Key decisions
   • Action items
   • Date and time
   • Attendees or participants

4. Combine dynamic data with static text to create clear, readable updates. For example: “Meeting summary: [Granola AI meeting title]”.

After mapping fields, run a test action in Zapier to confirm the output looks correct in your connected app.

Step 6: Turn On and Refine Your Zapier Automation

Once testing is successful, you are ready to activate your workflow.

1. Give your Zap a clear name, such as “Granola AI meeting summary to tasks”.

2. Switch the Zap from Off to On.

3. Schedule an upcoming meeting to see the automation in action.

4. Review the resulting emails, tasks, or CRM entries and make adjustments as needed.

As your team’s needs evolve, you can duplicate the Zapier workflow and tweak filters, actions, or data mapping for different types of meetings.

Best Practices for Using Zapier with Granola AI

To keep your setup reliable and scalable, follow these guidelines.

Use Filters and Conditions in Zapier

Filters help ensure that only the right meetings trigger follow-up workflows.

• Limit automations to specific meeting titles, tags, or hosts.
• Skip internal syncs and focus on client or project calls.
• Route different meeting types to different apps or boards.

Keep Zapier Tasks Organized

Prevent clutter by designing simple, focused Zaps:

• Use one Zap for summaries to email, another for tasks.
• Avoid overloading a single automation with too many branches.
• Review your Zap history regularly to catch and fix errors early.

Protect Sensitive Meeting Data

Many Granola AI summaries include confidential information. When setting up Zapier workflows:

• Limit which team members have access to the Zap editor.
• Send sensitive content only to secure, approved tools.
• Use app-level permissions and access controls where possible.

Where to Learn More About Granola AI and Zapier

To dive deeper into how Granola AI handles recording, transcription, and summarization, review the original article on the Zapier blog: Granola AI on the Zapier blog.

If you are designing more complex automation strategies, you can also work with dedicated automation and SEO specialists like Consultevo to align your workflows with your broader business systems.

Next Steps for Building Advanced Zapier Workflows

Once your first basic automation is live, you can expand it to cover your entire meeting lifecycle.

• Chain multiple Zaps so one Granola AI summary can power tasks, emails, and CRM updates in parallel.
• Use multi-step Zaps with branching logic for different types of meetings.
• Periodically audit your workflows to ensure they still match how your team runs meetings.

By combining the rich meeting insights from Granola AI with the automation power of Zapier, you can keep every conversation documented, shared, and acted on without extra effort.

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