Build an employee training video knowledge base using the WayinVideo summaries API

Description Paste any training video URL in the form — this n8n workflow automatically extracts AI-generated key summaries, highlights, and tags using WayinVideo, then saves everything directly into a shared Google Sheet knowledge base. No manual note-taking, no video scrubbing, no copy-paste. Just submit and done. Built for HR teams, L&D managers, content teams, and agencies who want to turn training videos into searchable, structured knowledge — on autopilot. --- What This Workflow Does This automation handles your complete video-to-knowledge-base pipeline: Form-triggered — Team member submits any YouTube training video URL + department name via a simple web form and the workflow starts instantly AI summary generation — WayinVideo AI automatically extracts the key summary, highlights, and topic tags from the video Smart polling loop — Waits and retries every 30 seconds until AI processing is fully complete Auto-save to Google Sheets — Saves video title, key summary, highlights, tags, department, and original URL as a new row in your shared knowledge base sheet Zero manual work — No editing, no copy-paste, no summarising. Just submit the URL and the knowledge base builds itself --- Setup Requirements Tools You'll Need: - Active n8n instance (self-hosted or n8n Cloud) - WayinVideo account with API access - Google account with Google Sheets access Estimated Setup Time: 10–15 minutes --- Step-by-Step Setup 1. Get Your WayinVideo API Key WayinVideo is the AI engine that extracts summaries and highlights from your training videos. - Go to WayinVideo and create a free or paid account - Navigate to Dashboard → API section - Copy your Bearer API token - Open the "2. WayinVideo — Submit Summary Request" node in n8n - Replace YOURWAYINVIDEOAPIKEY with your actual token in the Authorization header - Do the same in the "4. WayinVideo — Fetch Summary Result" node — replace the same placeholder there too > ⚠️ The API key appears in two places — Submit node and Fetch node. Replace both or the workflow will fail. --- 2. Connect Google Sheets - In n8n: Go to Credentials → Add Credential → Google Sheets OAuth2 API - Complete the Google OAuth authentication flow - Open the "6. Save — Append Row to Google Sheet" node - Select your Google Sheets credential - Replace YOURGOOGLESHEETURL with your actual Google Sheets URL How to find your Google Sheet URL: - Open Google Sheets in your browser - Navigate to your target sheet - Copy the full URL from the address bar (e.g. - Paste it into the node Required columns in your Google Sheet: Your sheet must have exactly these column headers (copy-paste to avoid typos): | Topic/Department | Video URL | Video Title | Key Summary | Highlights | Tags | |---|---|---|---|---|---| --- 3. Activate the Workflow and Share the Form - Toggle the workflow Active at the top of the editor ✅ - Click the "1. Form — Video URL + Topic" node - Copy the Production Form URL - Share this URL with your team — anyone on the team can now submit training videos directly --- How It Works (Step by Step) Step 1 — Web Form Trigger A team member opens the form, pastes a YouTube training video URL, and selects their Topic or Department. Clicking submit triggers the entire workflow instantly. Step 2 — Submit Video to WayinVideo API The workflow sends a POST request to the WayinVideo Summaries API (/api/v2/summaries) with the video URL. The API returns a Job ID which is used to track processing status. Step 3 — Wait 30 Seconds The workflow pauses for 30 seconds to give WayinVideo time to start processing. This prevents hitting the API too early with an empty or incomplete response. Step 4 — Poll for Summary Result Using the Job ID from Step 2, the workflow calls: GET /api/v2/summaries/results/{jobid} to check if the AI summary is complete. Step 5 — Highlights Ready? (Smart Retry Loop) The IF node checks whether the highlights array in the API response is non-empty: - YES (highlights ready) → Moves forward to save the data to Google Sheets - NO (still processing) → Loops back to "Wait 30 Seconds" and tries again automatically > This smart retry loop runs automatically every 30 seconds until processing is complete. No manual retries needed. Step 6 — Save to Google Sheet Once highlights are confirmed, the workflow appends a new row to your Google Sheet with: - Video Title — AI-extracted from the video - Key Summary — Full AI-generated summary - Highlights — Numbered list of key moments and events - Tags — Topic tags generated by AI - Topic/Department — As entered in the form by the team member - Video URL — Original URL submitted --- Key Features ✅ Zero manual work — AI handles all summarising, highlight extraction, and tagging ✅ Smart polling loop — Auto-retries every 30s, no timeout issues, no manual re-runs ✅ Structured knowledge base — Every video becomes a searchable, organised row in Google Sheets ✅ Team-ready form — Share one URL with your whole team, no n8n access needed ✅ Department tagging — Filter and sort your knowledge base by team or topic ✅ AI-generated tags — Every entry is auto-tagged for easy search and categorisation ✅ Highlights as numbered list — Key moments saved in a clean, readable format --- Customisation Options Add a Date Added column: Map {{ $now }} to a new "Date Added" column in the Google Sheets node to automatically log when each entry was created. Send a Slack or email notification: Add a Slack or Gmail node after the Google Sheets node to notify your team that a new training video summary has been saved. Increase wait time for longer videos: Change the amount in the "3. Wait — 30 Seconds" node from 30 to 60 or 90 for longer videos that take more time to process. Add more videos in bulk: Modify the form to accept multiple URLs and add a Split node to process each video in sequence automatically. Export knowledge base to PDF weekly: Add a scheduled trigger to pull your Google Sheet data and generate a weekly PDF training digest using a PDF generation node. --- Support Need help setting this up or want a custom version built for your team or agency? 📧 Email: info@isawow.com 🌐 Website: --- > Pro Tip: Pin this workflow's Google Sheet link to your team Slack channel or Notion page so everyone can search the knowledge base instantly after any training session.