I Built a Workflow That Turns Any Webinar Recording Into a Structured Notion Knowledge Base Automatically

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Hey n8n community!

Sharing a workflow I built using WayinVideo Transcription API and GPT-4o-mini that automatically converts any webinar or training recording into a structured Notion knowledge base — one page per topic covered, with action items and key insights already filled in.

What Problem This Solves

You attend a 90-minute webinar. There are 6 different topics covered. Someone needs to turn that into a searchable team resource. Watching it back and writing notes takes hours. Sharing the recording link means nobody actually watches it.

This workflow transcribes the full session, identifies every distinct topic covered, and creates a separate Notion page for each one — ready for your team to search and use.

How It Works

1. Form — collects six things:

  • Webinar or recording URL (Zoom, YouTube, Vimeo etc.)
  • Webinar title
  • Speaker or presenter name
  • Topic category
  • Webinar date
  • Target team or department (optional)

2. HTTP Request — Submit to WayinVideo — sends the recording URL to WayinVideo Transcription API. It transcribes the full session with speaker labels and timestamps — no file downloading or size limits

3. Wait 90 Seconds — gives WayinVideo extra processing time for longer webinar recordings

4. HTTP Request — Poll Results — fetches the transcript using the task ID

5. IF Node — checks if transcription is complete. If not ready, waits 30 more seconds and checks again. Loops until status = SUCCEEDED

6. Code Node — formats each transcript segment with speaker label and timestamp, calculates total duration and speaker count

7. AI Agent — GPT-4o-mini — reads the full transcript and identifies 3 to 8 distinct topics covered in the webinar. For each topic it writes:

  • A 2-3 sentence summary
  • 3-5 key insights as bullet points
  • Action items with checkboxes
  • Notable quotes from the speaker
  • Approximate timestamps in the recording
  • Topic tags

8. Code Node — parses the JSON array output, adds webinar metadata, builds the Notion page content in markdown format, and splits into one item per topic

9. Notion — creates one page per topic inside your Notion database with all the structured content already formatted

10. Google Sheets — logs every created page with the Notion page ID and URL for easy team access

What Gets Created in Notion

A 60-minute webinar with 5 topics creates 5 separate Notion pages. Each page includes:

  • Summary of what was covered
  • Key insights as bullet points
  • Action items as checkboxes ready to assign
  • Notable speaker quotes
  • Timestamps pointing to exact moments in the recording
  • Webinar details and recording link at the bottom

Setup Steps

  1. Add your WayinVideo API key in the two HTTP Request nodes — Submit Transcription and Get Transcript Results — Video Transcription API - WayinVideo API Docs
  2. Add your OpenAI API key in the GPT-4o-mini node
  3. Connect your Notion OAuth credential and set your parent database ID in the Notion node
  4. Connect your Google Sheets OAuth credential and replace the Sheet ID
  5. Create a sheet tab named Knowledge Base Log with these columns:
    Webinar Title | Topic Title | Speaker | Topic Category | Webinar Date | Notion Page ID | Notion Page URL | Tags | Created On | Status
  6. Activate the workflow and open the Form URL

Works With

YouTube, Zoom cloud recordings, Vimeo, Loom — any public video URL. Non-English webinars are supported too — change target_lang in the transcription node.

Drop a comment if you want the full workflow JSON