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How to use Vowel's Zapier integration
How to use Vowel's Zapier integration

Vowel integrates with Zapier. Read more about how to set up this integration.

Anna Marie Clifton avatar
Written by Anna Marie Clifton
Updated over a week ago

Check out the integration in Zapier here:

Now that you're using Vowel for your automatic transcription, manual notes, and AI-powered summaries and action items, you may want to get some of that great data into the tools where you work. You can send your AI summaries, Notes, Action Items, or Transcriptions to all the tools you use. Here's a quick start guide to get you going.

But before we get you set up, let's explain a few things about the Zapier integration.

Who can set up a Zapier integration?

Any user on the Business plan (including trial users) can set up a Zapier integration.

  1. Since the integration works on a user level Alice and Bob at Acme corp can set up independent integrations.

  2. If Alice has a meeting, that will send to her Zapier integration.

  3. If Bob has a meeting, that will send to his Zapier integration.

  4. If Alice and Bob are both in the same meeting, then the meeting will be sent independently to both of their Zapier integrations.

Once you set up a Zapier integration, Vowel will send your meeting data to Zapier for every meeting you are invited to or participate it. Worried about your zap failing while you're on vacation? No problem, everything will send while you're out.

When does it send data to Zapier?

After a meeting ends, which is to say, when the last person leaves a meeting, a 5 minute timer will start, located at the bottom of the Overview panel. At the end of that timer, the meeting data will be sent to Zapier. This 5 minute timer gives you a buffer in case you want to edit anything before it sends. Since the AI-powered summaries can take a few seconds to generate after the meeting ends, you may want to make some edits before sending that data.

If you need more time, that's totally fine, just Pause the timer. The meeting will not send any data to Zapier while paused, so if you decide you don't want this particular meeting sent, simply keep it paused forever.

When the timer reaches 5 minutes, or if you "Send now" you'll see this "Sent to Zapier" message (note: it can take 30 seconds to send to Zapier).

What data does it send?

We have three triggers that send to Zapier all at the same time: Summaries, Meeting Notes, and Action Items.


With Vowel's AI-powered summaries, we know getting this data into other tools (like Slack, Teams, or email) can accelerate work. Don't worry about missing a meeting, when you can catch up on the summary wherever you work.

Meeting Notes

Do you have a notes repository you want your team to use? Let them take full advantage of the Collaborative Notes feature in Vowel, so meetings can be run smoothly and efficiently, then store them in Docs or Notion after-the-fact with a quick Zap. Or you can pipe customer call notes to your CRM so you can always keep abreast of what the latest conversation is there.

Action Items

Vowel Action Items help keep everyone in the meeting on track with clear alignment of who's doing what by when. This is even more powerful with Vowel AI's in-meeting action item suggestions (read more about that here). While you can track and manage your action items in Vowel, you may want to port them over to a work management tool, so Zap away! Important! You have to "Accept" the AI-suggested action item for it to be included in the data we send to Zapier. If you don't accept the suggestion, we do not make it a real action item and do not send it to Zapier or include it in any of the action item surface areas of the product.

Note: all this data will be sent for every meeting. Your Zap will determine where this data is sent from there. See below for more information on setting up your Zap.

How do I set Zapier up?

Follow these steps to connect Zapier & Vowel and create a Zap with a Vowel trigger and another Action from Zapier's 5,000+ apps!

Step 1: Connect Zapier and Vowel.

  1. Navigate to the Vowel app on Zapier here:

  2. Log into your Zapier account

Step 2: Set your trigger

  1. In the Zapier UI, navigate to Create a Zap

  2. Search for Vowel in the Triggers

  3. Choose a Trigger (Meeting Notes, Summary, Action Item, or Transcript) and "Continue"

  4. Sign into your Vowel workspace and then click "Continue"

  5. (Optional) add a Meeting name filter or Action Item assignee filter (read more about filters below)

  6. Click "Test your Trigger" (note that Vowel will always send example data for the test)

  7. Click "Continue" and move on to select an Action.

Step 3: Set your Action

  1. Pick the Action product you want (for example, Slack)

  2. Sign into that account

  3. Configure what information you want sent where, usually under an "Insert data" field.

  4. IMPORTANT NOTE: Vowel makes a lot of data available, like the meeting name, link, participant names and email addresses, etc. Make sure to click "Show all options"

A little more on filtering

Zapier has a LOT you can do with Triggers and Actions, but some of it requires a paid account with multiple steps. We offer a couple of trigger filters that can help set you up for success without needed an advanced, paid Zapier account.

Meeting Name filters

Use Meeting Name filters to only send specific meetings to the other tools.

The way it works is Vowel will send ALL your meetings to Zapier, and Zapier will only send data to the Action that comes from meetings with matching names. A "matching name" means any meeting that has AT LEAST that meeting filter name.

Let's say Alice has a Zap set up and has three Vowel meetings this week:

  1. Team meeting

  2. Working Group Meeting

  3. Team hangout

Here's how this would work:

  • If she set up a Zap with NO meeting name filter, then she would get data from 1, 2, and 3 to her Zap action.

  • If she set up a filter for "Meeting", then she would get data from 1 and 2 to her action.

  • If she set up a filter for "Team", then she would get data from 1 and 3 in her action

  • If she set up a filter for "TEAM MEETING" then she would get data from 1 in her action

  • If she set up a filter for "New team meeting" then she would get no data in her action.

Note that meeting name filters are not case sensitive, so it doesn't matter if your filter name is upper or lower case, or the meeting name is upper or lower case. It's all the same to Zapier.

Action Item Assignee filter

For the Action Item trigger, you have the option to filter to a specific assignee. This is espeically useful if you want to track action items assigned to you in a personal task tracker.

The "assignee" of a Vowel action item is the first user who is @mentioned in the action item. We pull their email address and pass that to Zapier as the assignee. Note that AI-Powered action item suggestions do not currently include assignees, so be sure to @mention the relevant person once you accept if you want this filter to work for you!

Note that this filter can combine with the Meeting name filter, so you can get all the action items assigned to you in meetings with the words "team meeting" in the title to be sent to the action.

Remember: with no filter in place, all data will be sent to the Zap Action.

Check out all the Vowel integrations here!

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