Circleback
ProductivityRead and update meetings captured by Circleback across Zoom, Google Meet, Microsoft Teams, and Slack, covering notes, action items, transcripts, and tags. Agents turn a meeting into tracked work the moment it ends.
What This Integration Enables
A meeting tool earns its place when the notes stop being the output and start being the input. Circleback captures meetings across Zoom, Google Meet, Microsoft Teams, Slack huddles and in-person calls, and what it hands back is not just prose: action items with assignees and completion status, speaker-attributed transcript segments with word-level timestamps, tags that drive automations, and a directory of the people and companies it has seen you meet. That is a structured object an agent can act on, which is the whole reason to connect it to a flow rather than read it in an app.
FlowRunner agents use it in both directions. Reading, they pull a finished meeting and turn its commitments into tracked work in the systems where work actually lives. Writing, they enrich a meeting with context gathered elsewhere before it is shared, and apply tags, which matters because tags are Circleback's own automation trigger, so tagging from a flow hands work back into Circleback. The connector also reaches the calendar side, listing upcoming events with whether Circleback intends to record each one, and setting that behavior per event or across a recurring series. Recording files can be saved into FlowRunner file storage, which is worth doing deliberately: the recording URL Circleback returns is time-limited, so a link stored in a CRM field goes dead while a saved file does not.
Without FlowRunner
With FlowRunner
Use Case Scenarios
A customer call becomes tracked work before anyone leaves the room
On New Meeting fires as a discovery call closes. The agent calls Get Meeting, reads the action items with their assignees, and creates one task per item in ClickUp with the owner and the context that produced it. It appends the AI notes to the opportunity in Salesforce, matched by attendee domain, and posts the follow-up list into the deal channel in Slack. The rep's post-call admin was the call. Nothing depends on them remembering to write it up.
Tagging a call to hand work back to Circleback
A support-adjacent flow reads new meetings and looks for signals in the notes and transcript: a competitor named, a renewal date questioned, a champion leaving. When it finds one, it calls Add Tag To Meetings to apply the Churn Risk tag. Because tags are the condition Circleback automations run on, that single write starts the vendor's own alerting alongside the flow's, and the customer success owner hears about it once, from the place they already watch. The inference itself is the agent's, so the tag carries the evidence that produced it.
Finding the meeting where something was actually said
A renewal is being negotiated and the terms discussed six months ago are in dispute. Instead of scrolling a folder, an agent calls Search Meetings across names and content, ranks the results by relevance, then pulls Get Meeting Transcript on the top match and pages through it for the speaker-attributed segments around the topic. The account owner gets the exact exchange with timestamps and who said it. The transcript was always there. What was missing was a way to reach it from a workflow rather than by hand.
Human-in-Loop Highlight
The operation with the sharpest edge on this connector is not a delete. It is Set Meeting Recording. It controls whether Circleback joins and records a specific calendar event, overriding the workspace default, and when it is given a recurring event ID it applies that choice to every occurrence of the series. An agent working from a rule, say record every external call, can flip a standing weekly meeting into recorded and every future occurrence with it, for participants who agreed to a conversation and not to a recording. Nothing in the API knows who is in the room, what jurisdiction they are in, or what was said to them when the series was set up. Consent is a person's decision, and it is one an agent should never make on a rule.
So FlowRunner gates the recording change rather than the note handling. The agent calls List Calendar Meetings, finds the events where its rule and the current setting disagree, and stops. It messages the meeting owner: "The rule would start recording Acme weekly sync from next Tuesday. This is a recurring series with 4 external attendees and it is currently not recorded. Turning it on applies to every future occurrence. Enable for the series, enable for the next occurrence only, or leave it off?" The owner answers, the flow acts on their answer, and the reason is recorded against the run. Everything downstream of a captured meeting, the tasks, the CRM writes, the tags, runs unattended. The decision to record a person does not.
Agent Capabilities
20 actionsMeetings
7- List Meetings Returns a page of meetings with their AI notes, action items, attendees, tags, insights and recording URL. Used to sweep recent meetings on a schedule, or to build a working set before deeper processing. Filter by attendee profile IDs, tag IDs, status, or by whether the meeting is yours or shared with you. Results are paged with a zero-based page number.
- Get Meeting Retrieves a single meeting in full, including AI notes, personal notes, action items with assignees, attendees, tags, insights, the calendar event and the recording URL. Used as the first step after the trigger fires, when the flow has an ID and needs the complete record before it creates anything downstream.
- Update Meeting Renames a meeting or rewrites its AI notes or personal notes, changing only the fields supplied. Used to append context an agent gathered elsewhere, such as the account's open tickets or its renewal date, before the meeting is shared with a team or synced into a CRM.
- Delete Meeting Permanently deletes a meeting along with its notes, action items and transcript. Used in retention workflows where a recording should not outlive a defined window. This cannot be undone, so gate it on an explicit confirmation rather than on a rule alone.
- Get Meeting Transcript Returns a page of a meeting's transcript as speaker-attributed segments with word-level start and end timestamps and speaker confidence scores. Used when the summary is not enough and the flow needs the exact words, for example resolving a dispute over what was agreed. Long meetings span several pages, so increment the zero-based page number until no further segments return.
- Save Meeting Recording To File Downloads a meeting's audio or video recording into FlowRunner file storage and returns a durable URL for later steps. Used whenever a recording link has to survive being stored somewhere else, because the URL Circleback returns is time-limited. The downloaded bytes are checked against known audio and video signatures, so an expired link is never saved as if it were a recording.
- Search Meetings Runs a relevance-ranked search across meeting names and content, optionally narrowed to specific meetings, tags or attendees, with a relevance score on each result. Used to find the conversation where a topic came up before fetching its full record or transcript.
Action Items
3- List Action Items Returns action items extracted from meetings, filtered by assignee, tag or attendee, along with a count of the authenticated user's incomplete items. Used to drive follow-up automation such as creating tasks in a project tracker, or to chase what has gone stale.
- Update Action Item Updates a single action item's title, description, assignee or completion status. Used to close the loop from the other direction: when the corresponding task is completed in the tracker, the agent marks the item Done so the two systems agree.
- Delete Action Item Permanently removes an action item from its meeting. Used to discard items the extraction produced that are not real follow-ups. This cannot be undone.
Tags
6- List Tags Returns every tag available to the authenticated user, with the number of meetings and automations attached to each. Used to discover the tag ID a write needs, and to see how much automation is riding on a given tag before changing it.
- Create Tag Creates a workspace tag and optionally applies it to a set of meetings in the same call. Used when a flow introduces a new category of meeting, such as a campaign or a deal stage, that downstream automations will condition on.
- Update Tag Renames a tag or changes its description or color, preserving existing meeting associations and automations. Used to keep taxonomy tidy without breaking anything that already depends on the tag.
- Delete Tag Permanently deletes a tag from the workspace and removes it from every meeting carrying it. Used sparingly, because automations conditioned on that tag stop matching from that moment on and nothing announces it. This cannot be undone.
- Add Tag To Meetings Applies an existing tag to one or more meetings. Used as the main way a flow hands work back to Circleback, since tags are what Circleback automations trigger on, so tagging a call as a churn risk can fire the vendor's own alerting alongside the flow's.
- Remove Tag From Meetings Removes a tag from one or more meetings without deleting the tag itself. Used to undo an automatic classification, or to stop tag-conditioned automations from matching a meeting that no longer qualifies.
Calendar
2- List Calendar Meetings Returns calendar events from the connected Google or Outlook calendar within a lookback and lookahead window, showing attendees, the meeting platform and whether Circleback intends to record each one. Used to review upcoming calls before any recording behavior is changed.
- Set Meeting Recording Controls whether Circleback joins and records a specific calendar event, overriding the workspace default. Used to align recording with policy rather than leaving it to a global setting. Supplying a recurring event ID applies the choice to every occurrence of the series, which is why this operation belongs behind a person rather than behind a rule.
Directory
2- List People Returns people Circleback has seen across your meetings, with their name, email, job title, company and the date you last met them, filterable by company domain or meeting tag. Used to build a relationship map from real contact rather than from CRM data entry.
- List Companies Returns companies inferred from meeting attendees, with domain, display name, logo and the date you last met them, filterable by tag and sortable by most recent meeting. Used to surface accounts that have gone quiet, which is a signal no CRM field records on its own.
Triggers
1 triggersEvent Triggers
1- On New Meeting Fires once for every meeting that newly appears in Circleback with its notes and action items, so a flow starts the moment a conversation ends rather than when someone remembers to write it up. Circleback's webhooks are configured as an automation step inside the Circleback app rather than through a subscription API, so this trigger polls the meeting list and emits only meetings it has not reported before. The polling interval can be customized.
Frequently Asked Questions
What can FlowRunner do with Circleback?
FlowRunner agents can run List Meetings, Get Meeting, and Update Meeting in Circleback, plus 17 more actions.
Does connecting Circleback to FlowRunner require OAuth?
No. Circleback connects to FlowRunner with an API key, no OAuth flow required.
Can Circleback trigger a FlowRunner workflow automatically?
Yes. Circleback supports 1 trigger that can start a FlowRunner workflow automatically.
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