How to send meeting recaps to your CRM, help desk or spreadsheet: Zapier, a webhook, or the API (2026)

The recap of a customer call is only useful where the next person will look for it: on the deal in the CRM, on the ticket in the help desk, in the row of the sheet the team already keeps. If you searched "send meeting notes to HubSpot automatically" or "Zapier meeting recap", the short answer for InterMIND is: connect it to Zapier once with an API key, and the Meeting Recap Ready trigger fires for every meeting you hosted the moment its summary exists. This guide is the full version — the no-code way, the webhook, the API, what each of them carries, and the way that needs no integration at all.

One property of every recap first, because it changes what lands in the CRM: the summary arrives in the language of the reader, and each participant reads it in theirs. The payload below carries the summary in one language, the host's, with the language named in the payload.

Four ways in

All four are available on every registered account. A guest cannot create keys.

The way that needs no integration: a recap copy

Most CRMs, help desks and trackers have an inbound email address that turns a message into a note or a ticket. Add that address as a recap copy recipient on a meeting or a channel and the summary is emailed there after every session — up to ten addresses per host, each confirmed once by a test email, applied to all your meetings or to one channel or meeting. The details are in the recap documentation. If that is enough for your tool, stop here.

Zapier: the trigger and the action

1. Create a key. Open Integrations, find the API keys card, click Create key, label it "Zapier" and copy the key. It starts with imk_ and is shown once — InterMIND stores only a hash. Up to ten keys per account; revoke one from the same card at any time.
2. Connect. In Zapier, add the InterMIND app to a Zap and paste the key when asked. The connection is labelled with your account email.
3. Trigger: Meeting Recap Ready. Fires once per finished meeting you hosted, as soon as the summary exists. Fields: meeting title and link, recap link, transcript link, the summary in Markdown, the summary language, start and end time, participants with name and email, the host.
4. Action: Create Meeting Link. Creates an ad-hoc meeting you own and returns its URL — put it in a CRM deal, a support ticket or a calendar invite. Anyone who opens the link knocks, and you admit them in the room.

Typical Zaps: recap → new note on the HubSpot deal; recap → internal comment on the Zendesk ticket; recap → row in Google Sheets; new Pipedrive deal → meeting link written back to the deal.

The same integration works from Make, n8n or Pipedream through their generic webhook and HTTP modules, using the webhook and the API below.

The webhook: recap.ready

Subscribe once:

POST https://intermind.com/api/v1/webhooks
Authorization: Bearer imk_…
Content-Type: application/json

{ "target_url": "https://example.com/hooks/intermind", "event": "recap.ready" }

The answer is 201 with the subscription's id and a secret. From then on, the moment a recap for a meeting you hosted is finalised with a non-empty summary, InterMIND sends one POST per meeting session to the target URL with these headers:

The body carries the meeting (id, title, url, type), the recap (url, transcript url, the summary in Markdown, its language), the session's start and end, the participants with name and email, and the host. The full example is in the API documentation.

Delivery rules, so nothing is silently lost: your endpoint answers 2xx within 8 seconds; a network error, a 5xx or a 429 is retried once immediately; a 410 or a 404 deletes the subscription; any other failure is logged and the event is not resent — the recap email and the recap page remain the durable record. The target_url must be https:// and publicly reachable; private network addresses are refused. Twenty subscriptions per account.

The API: the endpoints and a contract

Base URL https://intermind.com/api/v1, JSON in and out, the key as a bearer token. Keys work only on these endpoints; they never grant access to the web application's own API.

The machine-readable contract — OpenAPI 3.1 for Make, n8n, Pipedream and AI agents — is at https://intermind.com/api/v1/openapi.json. An AI assistant that speaks MCP (Claude, ChatGPT, Copilot, Gemini) can do all of this — meetings, recaps, transcripts, channels — without the key at all — that path is the MCP guide.

What lands, and in whose language

The summary in the payload is one text in one language — the host's summary language, named in the recap.language field. The recap page linked from the payload is what each participant opens, and there every signed-in participant reads the summary in their own language. So the CRM note is the host's version; the link on it opens each reader's.

Recap and transcript links open for meeting participants who are signed in. A guest of the meeting gets neither the link nor the email — the account is what makes the part after the call reachable.

FAQ

Can I get meeting summaries into HubSpot or Zendesk without an integration? Yes. Add the tool's inbound email address as a recap copy recipient on the meeting or channel — the summary is emailed there after every session, no key and no Zap.

How do I connect InterMIND to Zapier? Create an API key in Integrations → API keys, add the InterMIND app to a Zap and paste the key. Use the Meeting Recap Ready trigger and the Create Meeting Link action.

Does the webhook fire for meetings I only attended? No. recap.ready is sent for meetings you hosted, once per session, when the summary is non-empty.

What if my endpoint is down when the recap is ready? A network error, a 5xx or a 429 is retried once immediately. If that fails, the event is logged and not resent; the recap email and the recap page remain the record, and GET /recaps returns the newest ten on demand.

Is the webhook signed? Yes. Every delivery carries X-InterMIND-Signature: sha256=<HMAC-SHA256 of the raw body with your subscription's secret> and a unique X-InterMIND-Delivery id to deduplicate on.

Try it

• How to get a copy of every meeting recap in your CRM by email — the no-integration route in detail: the field, the confirmation, the address book.
• Try the live demo — a real InterMIND meeting in the browser, no signup needed.
• API and Zapier — the full payload, every endpoint, the limits.
• Meeting recap: what you get after the call — where the recap lands and who receives it.

Sources: InterMIND API contract, OpenAPI 3.1. Checked September 2026.