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Meeting Triggers

Run an agent automatically when a meeting ends — to summarize the conversation, file action items, capture decisions in your knowledge base, or kick off follow-up workflows.

Supported providers​

ProviderTrigger eventTranscript source
Zoommeeting.ended / cloud recording completedZoom-generated transcript (when cloud recording + transcription is enabled)
Google Meetconference end / artifact readyGoogle-provided transcript artifact
Microsoft Teamscall record availableTeams transcript artifact

ZenSearch consumes the provider's existing transcription — it does not transcribe audio itself. Make sure the meeting host has cloud recording + transcription enabled in the provider settings.

Configuring a meeting trigger​

In the dashboard:

  1. Create a Meeting Subscription for the team. Pick the provider, name the subscription, and (optionally) pick a knowledge collection where transcripts should be stored.
  2. Copy the generated webhook URL and signing secret. The signing secret is only shown once at creation.
  3. Configure the webhook in the provider:
    • Zoom: Marketplace → your app → Event Subscriptions → Recording Completed / Meeting Ended
    • Google Meet: Workspace Events API subscription → conference artifact events; Pub/Sub OIDC verification is supported
    • Teams: call record subscription via Microsoft Graph
  4. Create an automation with Meeting as the trigger type and link it to this subscription.
  5. Pick a delivery method for the agent's result.

What the agent sees​

Each meeting fires the agent with:

  • Meeting title, organizer, participants
  • Start / end timestamps
  • Transcript text (when available)
  • Recording URL (when applicable)
  • A link back to the meeting in the source platform

If you connected a knowledge collection at subscription time, the transcript is also indexed there — making it searchable across the rest of ZenSearch and citable by future agent runs.

Common automations​

  • Meeting summarizer: produce a structured What we decided / Action items / Open questions post and deliver to a Slack channel.
  • Decision logger: extract decisions and write them to a Notion database via the Notion agent tool.
  • Customer-call enricher: pull the participant emails out of the transcript, match against your CRM, and append the summary to the matching opportunity record.

Limits and behavior​

  • Transcript availability: ZenSearch fires whenever the provider says the artifact is ready. If the host disabled transcription, the agent gets meeting metadata only.
  • Long meetings: very long transcripts can exceed an agent's context window — pair with a longer-context model (zen-agent-pro) or have the agent summarize in chunks.
  • No live in-meeting agent: triggers fire on meeting end, not during.
  • Per-team subscriptions: a subscription belongs to one team; cross-team meeting routing is not supported today.

Best practices​

  1. Test transcript-driven automations in shadow mode — quality varies meaningfully by speaker count and audio quality.
  2. Set deadlines on any human approvals you chain onto a meeting automation; recipients are usually back-to-back in meetings and slow to respond.
  3. If you index transcripts into a knowledge collection, restrict that collection's permissions appropriately — meeting transcripts often contain sensitive content.
  4. Strip PII at the agent prompt level if you forward transcripts to external systems.