Send meeting transcripts, summaries and tasks to your other tools automatically

Most meetings produce three things worth keeping: what was said, what was decided, and who does what next. Kalima captures all three. The problem is where they end up. A summary only helps the team if someone pastes it into the channel, and an action item only gets done if it reaches the task list.

Kalima now hands those results to your other tools on its own. It connects to Zapier, n8n and Make, and has a REST API for anything they do not cover.

Three automations worth setting up first

The summary in the team channel. Trigger: New AI Summary. Action: post a message in Slack or Teams. Everyone who missed the meeting reads the outcome a few minutes after it ends, without anyone writing it up.

Action items in the task tool. Trigger: New Action Item. Action: create a task in Asana, Todoist, Linear or wherever your team works. Kalima passes the owner and due date along when the summary names them.

Transcripts archived where they belong. Trigger: New Transcript. Action: save a file to Google Drive or a page in Notion. Combine it with a filter on the project, and the client calls end up in the client folder.

No code with Zapier

Zapier is the quickest start. Kalima has its own app there, with:

• Triggers: New Transcript, Recording Started, Transcription Failed, New AI Summary, New Action Item, New Moment, New Project
• Actions: Upload Recording, Create AI Summary, Export Transcript, Name Speakers, Rename Recording, Move Recording, Create Project, Create Share Link
• Searches: Find Recording, Find Recording by Keyword, Find Project

You connect it from Kalima: Settings › Integrations, then Go to Zapier on the Zapier card, and accept the invitation to the Kalima app. When Zapier asks for your account, a Kalima window opens, and you allow the access there. Fields like recording, project and workspace can be picked by name, so you do not have to look up IDs.

Zapier is available from the Plus plan. Zapier checks for new items on a schedule, and how often depends on your Zapier plan.

Your own workflows in n8n and Make

n8n and Make connect through their HTTP modules and a Kalima API key, which you create under Settings › Integrations › API keys. Choose Read only if the workflow only fetches recordings, transcripts and summaries, and Read and write if it also uploads files, renames or moves recordings, or requests summaries. Kalima shows the key once, so copy it right away. API keys come with the Pro plan.

The automation guide has the exact node and module settings. The short version for "new transcripts": call GET /recordings?status=finished, remember the highest sequence you saw, and pass it as afterSequence on the next run. You only get what is new.

Feeds that deliver every item once

The part of an integration that usually goes wrong is not the first run, it is the hundredth: the summary posted twice, the task created again after someone edited the summary. Kalima's API is built around feeds that avoid this.

• Finished recordings enter their feed once, after nothing has been recorded into them and the transcript has not changed for two minutes.
• Summaries appear once when created, and again with a higher version when they are regenerated or edited, so you can decide whether an update matters.
• Action items keep their ID when a regenerated summary keeps the task, so the task is not delivered twice.
• Moments appear with their AI title and position in the recording.

Everything else is in the REST API reference: upload audio for transcription, read a recording with its transcript and summary, export it as text, Markdown, SRT, VTT or JSON, name the speakers, move it into a project, and turn on its share link. The machine-readable contract is at /api/v1/openapi.json.

Think about where the data goes

An automation copies meeting content into another service, and that service stores and processes it on its own servers. Zapier runs in the United States, Make offers an EU region, and n8n can run on your own server. For meetings with customer data or anything your works council would ask about, that choice matters more than any feature. Our post on AI meeting transcription and works councils covers the questions that usually come up.

Access stays in your hands: Zapier appears under Settings › Integrations › Connected apps, where Revoke ends it, and an API key stops working the moment you revoke it.

Start with one automation

Pick the one that saves the most typing, usually the summary in the team channel, and run it for a week. The automation guide walks through Zapier, n8n and Make step by step, and the integrations overview has a page for each platform and for common destinations such as Slack, Notion and Asana. For n8n there is a ready-made workflow to import.