Meeting Integration

Overview

xbrain integrates with Granola to automatically turn meeting notes into team knowledge. Every 5 minutes, the granola-sync service polls the Granola API, fetches new meeting notes, and passes them through Claude to extract:

• Meeting summary — stored as a memory item with source=granola
• Participants — upserted as contacts in the CRM
• Action items — created as tasks with created_by=NULL

All three writes happen atomically — either all succeed or all roll back. Note-level idempotency ensures a meeting is never processed twice, even if the polling loop restarts.

How It Works

The granola-sync service runs as a separate container in Docker Compose. Here is the full processing pipeline for a single polling cycle:

flowgranola-sync polls every 5 minutes
  │
  ├─ SELECT team integrations from granola_integrations WHERE last_polled_at < now() - 5min
  │
  ├─ For each team integration:
  │   ├─ UPDATE last_polled_at = now()   ← at-most-once delivery
  │   ├─ Decrypt Fernet API key
  │   ├─ GET /notes from Granola API (with pagination, 429 backoff)
  │   │
  │   └─ For each note:
  │       ├─ Dedup check: SELECT id FROM memory_items WHERE source_ref = note_id
  │       │   └─ Already exists? → skip
  │       │
  │       ├─ Claude extraction: summary, participants[], action_items[]
  │       │
  │       └─ Atomic write (one transaction):
  │           ├─ INSERT memory_item (source='granola', source_ref=note_id)
  │           ├─ UPSERT contacts for each participant
  │           └─ INSERT tasks for each action item

Setup

Step 1 — Get a Granola API key

Log in to Granola, go to Settings → Integrations → API, and generate a personal API key. This key is scoped to your Granola account and gives read access to your meeting notes.

Step 2 — Register the integration (admin only)

Only team admins can register a Granola integration. The API key is encrypted with Fernet before storage — it is never stored in plaintext.

bashPOST /v1/admin/granola-integration

curl -X POST "https://api.grooveos.app/v1/admin/granola-integration" \
  -H "Authorization: Bearer $ADMIN_JWT" \
  -H "X-Team-Scope: excalibur" \
  -H "Content-Type: application/json" \
  -d '{
    "api_key": "grn_live_...",
    "default_project_scope": "general",
    "default_truth_level": "WORKING"
  }'

# Response
{"id": "gi_abc123...", "team_scope": "excalibur", "status": "active"}

Step 3 — Verify the environment variables

env — .env# Required for granola-sync
GRANOLA_API_BASE=https://api.granola.ai/v1
GRANOLA_POLL_INTERVAL_SECONDS=300   # 5 minutes

# Fernet key for API key encryption
# Uses OAUTH_CREDENTIALS_ENCRYPTION_KEY as fallback if FERNET_KEY is unset
FERNET_KEY=your-fernet-key

# Claude for extraction
ANTHROPIC_API_KEY=sk-ant-...

Step 4 — Start granola-sync

The granola-sync service is included in the main docker-compose.yml but starts only when a valid integration is registered in the database. Restart the service to pick up a newly registered integration:

bashdocker compose restart granola-sync
docker compose logs -f granola-sync

Admin API

All admin endpoints require a user with is_admin=true on their team record.

Get current integration

bashGET /v1/admin/granola-integration

curl "https://api.grooveos.app/v1/admin/granola-integration" \
  -H "Authorization: Bearer $ADMIN_JWT" \
  -H "X-Team-Scope: excalibur"

Update integration

bashPATCH /v1/admin/granola-integration

curl -X PATCH "https://api.grooveos.app/v1/admin/granola-integration" \
  -H "Authorization: Bearer $ADMIN_JWT" \
  -H "X-Team-Scope: excalibur" \
  -H "Content-Type: application/json" \
  -d '{"api_key": "grn_live_new..."}'

Delete integration

bashDELETE /v1/admin/granola-integration

curl -X DELETE "https://api.grooveos.app/v1/admin/granola-integration" \
  -H "Authorization: Bearer $ADMIN_JWT" \
  -H "X-Team-Scope: excalibur"

Manual ingest (webhook-compatible)

Push a Granola note directly without waiting for the 5-minute polling cycle. Useful for testing or webhook-based setups.

bashPOST /v1/integrations/granola/ingest

curl -X POST "https://api.grooveos.app/v1/integrations/granola/ingest" \
  -H "Authorization: Bearer $JWT" \
  -H "X-Team-Scope: excalibur" \
  -H "Content-Type: application/json" \
  -d '{
    "note_id": "grn_note_abc123",
    "title": "Investor call — Series A",
    "summary": "Discussed Q2 targets. Alice will send updated deck by Friday.",
    "participants": [
      {"email": "alice@example.com", "name": "Alice Martin"},
      {"email": "bob@vc.fund", "name": "Bob Chen"}
    ],
    "action_items": [
      {"title": "Send updated deck to Bob", "assignee_email": "alice@example.com", "due_date": "2026-05-09"}
    ],
    "created_at": "2026-05-07T10:00:00Z"
  }'

What Gets Stored

Rate Limits & Error Handling

The Granola polling loop handles API rate limits gracefully:

• 429 Too Many Requests — exponential backoff with jitter, up to 3 retries per poll cycle. If retries are exhausted, the cycle is skipped and retried at the next interval.
• 401 / 403 — logged as a warning (insufficient Granola plan or expired key), not an error. The integration is not disabled — it will retry at the next interval.
• Claude extraction failure — if Claude fails to extract contacts or action items, the memory item is still stored. Missing contacts and tasks are silently skipped.

Error Reference