After you wrap a jam-packed call with a prospect or customer, trying to recall every detail you discussed so you can draft a proper follow-up email might be challenging. By the time the details come to you, you'll have lost precious time you could've spent on your next potential client.
With Zapier Agents, you can build an AI agent that auto-reads your Fireflies.ai call transcripts and drafts personalized follow-up emails based on what you actually talked about. The agent creates professional email drafts tailored to your services and tone, so you can focus on closing deals instead of crafting correspondence.
Watch the video below to see how this agent works, or keep reading for step-by-step setup instructions.
Read the video transcript
I'm going to show you how to create a call follow-up email assistant using Zapier Agents, specifically using this call follow-up email assistant template. You can go through this page to see, at a high level, how this agent is going to work and review some of the tools that you can connect under Capabilities. But I'm going to go through all of this information as we go through here. So to get started, let's click Use template.
This next screen is another overview. It goes through the trigger that's going to start this workflow and the natural-language instructions that the agent's going to use to make it work. So there's nothing that you can do on this page here yet. The last thing that I'll point your attention to is that this is an official Zapier template, and you can tell by this little check mark here next to the word Zapier in the top right-hand corner.
In order to move forward, let's click Use this template. The last thing that we're going to do before working with the agent itself is connecting the relevant apps. It's using two different apps: a Fireflies.ai account, which I've already used in some other Zapier automations, and a Gmail account, which I've also used in other automations. If you hadn't connected these accounts previously, there are a couple ways that you can do that in this step. You can click the widget icon to connect a new account or manage your connected accounts across Zapier tools, or click on the suggested account to connect others or add a new one. This is the same for Gmail.
I'm going to use these accounts without changes, but you can connect additional apps or change these after creating the agent. This isn't your only opportunity. With that set, I’ll click Create.
Now we're in the agent itself. The trigger is set to Fireflies.ai whenever there's a new meeting, specifically when there's a new transcript to use as the basis for the next steps. If you wanted to customize the trigger, you could click the widget icon, choose "show all options," and set preferences like transcript format, whether to include speaker names and timestamps, notes list format, or topic filters from your Fireflies account. You can also replace the trigger with another meeting note taker, change when it runs (daily, weekly, monthly), or set it to on-demand—meaning you'd interact with the agent in chat instead of it running automatically.
For the instructions, the trigger says: platform, new meeting. We're using Fireflies, but you could change it based on your meeting note taker. The purpose is to read call transcripts and draft follow-up email replies for post-selection call communications and third-party emails mentioned during calls. There are two process types: sales call follow-up and non-sales call follow-up. For sales calls, you can customize with your agency name, services, and specific information to improve the output.
Role context: You are the business development director of a specific company. You have a type of agency (to be customized). Review the website to understand service offerings. Your primary responsibility is drafting follow-up emails after intake calls with potential clients. Email guidelines: be concise and clear, include relevant service info, tailor content to client needs, build positive relationships, highlight agency strengths, use a professional tone, format in paragraphs, and reference case studies or scope-of-work documents you provide. You can create multiple agents for different audiences or customize instructions, so the agent knows when to change approach.
For non-sales calls, the agent drafts concise emails in a normal business style, focusing on key points only, and saves them to the drafts folder. Requirements include proper email formatting, clarity, professionalism, consistent tone, and double-checking links and attachments. These can also be customized to match your style.
The action is "Gmail: Create Draft." You can customize this action—for example, CC certain team members, add an email signature, or apply labels. You can also add other tools from the thousands of apps Zapier connects with.
Next, we test the agent. I gave it a test recording—a pretend sales call involving my agency, The Blogsmith. The agent filled in missing context based on the recording. Since I didn't provide detailed service info, it proceeded with a general professional follow-up. It identified the call as a sales meeting for The Blogsmith, noted the pain points and objections mentioned, and drafted a solid email.
I approved the action. During live runs, approval isn't required, but testing is a good way to ensure everything works as intended. Providing more details, like specific services and case studies, would produce even better emails. The agent created the draft in Gmail successfully.
What's great about this agent is that it gets you past the blank page. It uses call context, so you're starting from a strong draft rather than from scratch. After testing, I enabled the agent so it now runs in the background.
In the Activity tab, you can see workflow runs, including tests. Live runs will show the workflow status, and you can click in for details. Since the agent is triggered by another app, this view confirms it's working. If the agent were on-demand, you'd interact via the "new chat" button. But with the trigger set and the agent enabled, it's ready to listen for new Fireflies.ai transcripts and create follow-up drafts you can customize for your needs.
How to set up automated call follow-up emails with Zapier Agents
In this example, we'll start with a template in Zapier Agents. This template enables the agent to automatically process new Fireflies.ai meeting transcripts and draft personalized follow-up emails based on the conversation content. When a new meeting transcript becomes available, the agent analyzes the discussion, determines whether it's a sales or general business call, and then creates an appropriate draft email in Gmail using your customized business context and service information.
This agent doesn't just send emails automatically. It creates drafts that require your review and approval. Which is nice, considering you get full control while eliminating that staring-at-a-blank-page problem. Don't use Fireflies.ai? That's OK—you can easily modify the template instructions to work with other note taking apps that Zapier integrates with.
To get started, click on the button below, then follow the steps to customize your agent.
Zapier is the most connected AI orchestration platform—integrating with thousands of apps from partners like Google, Salesforce, and Microsoft. Use forms, data tables, and logic to build secure, automated, AI-powered systems for your business-critical workflows across your organization's technology stack. Learn more.
Step 1: Activate your template
Navigate to the Call Follow-Up Email Assistant template.
Click Use Template to start building in Zapier Agents.
Review the template summary.
Click Use this template.
Step 2: Connect Fireflies.ai and Gmail
After reviewing a summary of what the template does, you'll need to connect the accounts your agent will be using.
Connect your Fireflies.ai account to access meeting transcripts. You can use a previously connected account from other Zapier automations or connect a new account. (This applies to all accounts you connect.)
Connect your Gmail account to create draft emails.
Click Create once both accounts are connected.
Note: If you change your mind or add things after the fact, you can connect or change accounts later in the setup process.
Step 3: Review your agent's trigger
The trigger is set to Fireflies.ai: New meeting by default, which automatically processes every new transcript from Fireflies. That means you'll have draft emails ready to go right after each call—increasing your efficiency with no manual effort.
You can customize trigger settings, like the transcript format (PDF or .docx), whether to include the speaker name, timestamps, the note format (HTML, Slack, Markdown, or plain text), and custom topics from your Fireflies account.
If you want to modify the trigger, you can click Replace trigger to:
Pick Schedule by Zapier as your trigger app (for time-based processing)
Select On demand for manual activation (when you want to process specific calls)
Use other meeting note takers (like Otter.ai or Zoom)
Step 4: Review and customize the agent's instructions
The agent uses Gmail: Create draft to create an automated follow-up system, which generates personalized draft emails based on call transcripts and your business context.
Moreover, the agent is designed to handle two types of follow-ups automatically. For sales calls, it creates detailed follow-up emails that include relevant service information, reference your business's strengths, and content specific to the client's needs discussed during the call. For non-sales business calls, it drafts concise emails that focus on key points only.
You can customize your agent by updating the business context and email guidelines in the instructions. You can also adjust the Gmail action by clicking the widget next to the tool to customize CC recipients, subject lines, labels, and signatures.
Here's a brief rundown of the things you can customize:
Business context: Update the website, service offerings, and role context to match your specific business and position.
Email guidelines: Customize tone, formatting preferences, and specific language that reflects your communication style.
Reference materials: Add links to case studies, scope of work documents, and other materials the agent should reference when crafting follow-ups.
Gmail settings: Configure automatic CC recipients (like team members who help with sales), default subject line formats, email labels, and signature preferences.
Service differentiation: Adjust how the agent handles sales calls versus general business calls to ensure appropriate follow-up styles.
Step 5: Test and deploy your agent
Click Test agent to run a sample workflow using your most recent Fireflies.ai meeting transcript.
The agent will analyze a call transcript and demonstrate how it creates a personalized draft email based on the conversation content and your business context.
You'll see how it determines whether the call was sales-related or for general business, then how it applies the appropriate follow-up style.
Review the proposed draft email content, and click Approve to see it created in Gmail. You'll only need to use this approval step when testing your agent, not when it's running live.
The agent will show you the actual draft email created in your Gmail drafts folder, ready for you to review and send.
If everything looks right, toggle on Enable agent when you're done testing.
Once your agent is deployed, it will automatically process every new Fireflies.ai meeting transcript. You can monitor all drafting activity by visiting the Activity tab to see processed calls and review the quality of generated follow-up emails.
Take your follow-up efficiency to the next level with Zapier Agents
This template offers a flexible foundation for automated follow-ups that adapts to your business needs. Customize it to work with different meeting tools, create varied templates for different services, or integrate with CRMs to auto-update deals. You can also add scheduling links, connect to proposal workflows, or tailor email styles for different client segments across your business tools.
This is just one example of what Zapier Agents can do to help you spend more time selling and less time on admin. For even more ideas, check out our guide to using Zapier Agents.
