Circleback

Circleback is an AI meeting assistant that joins calls, transcribes them, and turns the conversation into structured notes and action items. The Circleback trigger starts your workflow the moment Circleback finishes processing a meeting, handing the workflow the notes, transcript, action items, and recording as ready-to-use data — no polling required.

How It Works

Add the Circleback Block - Drag the Circleback block onto your canvas and set it to trigger mode.
Choose a Trigger Type - Pick General Webhook, Meeting Completed, or Meeting Notes Ready from the dropdown, depending on which event should start the workflow.
Copy the Webhook URL - Mandala generates a unique endpoint for this trigger; copy it with the built-in copy button.
Create a Circleback Automation - In Circleback, open Automations, create (or edit) an automation, and add a Send webhook request step.
Paste the URL and Secret - Paste the Mandala Webhook URL into the automation's endpoint field, then copy Circleback's signing secret back into the Signing Secret field on the block.
Select What to Send - Toggle which pieces of data the automation includes — meeting notes, action items, transcript — and save.
Workflow Execution - Whenever the automation's condition is met, Circleback posts the payload to your webhook URL and Mandala starts a new workflow run with the meeting data available to every downstream block.

Trigger Types

Circleback exposes three trigger variants from the same block, selectable from the Trigger Type dropdown.

Fires as soon as Circleback finishes processing a meeting recording. Use this when you want the recording and metadata (attendees, duration, calendar link) as early as possible.

Fires once meeting notes and action items have been generated. Use this when your workflow depends on the summarized notes and action items being present in the payload.

A catch-all trigger for any Circleback automation event you configure, delivered as a raw payload (payload, headers, timestamp) rather than the structured meeting fields below. Useful when an automation sends a custom or partial payload shape.

Meeting Completed and Meeting Notes Ready both receive the same structured meeting schema below — the difference is only when Circleback fires the automation, which you control from the Circleback side.

Features

Structured Meeting Data: Notes, action items, and transcript arrive as parsed JSON/Markdown, not a raw blob you have to scrape.
Signed Webhooks: Optional HMAC-SHA256 signature verification via the x-signature header keeps deliveries authenticated.
Selectable Payload: Choose in Circleback whether to include notes, action items, and/or transcript in the request.
24-Hour Recording Links: recordingUrl gives you a short window to download or forward the recording before the link expires.
Three Entry Points: Use the generic webhook, or the more specific Meeting Completed / Meeting Notes Ready events, depending on what your workflow needs to react to.

Payload Reference

For Meeting Completed and Meeting Notes Ready, the following fields are available to downstream blocks:

Field	Type	Description
`id`	number	Circleback meeting ID
`name`	string	Meeting title
`url`	string	Virtual meeting URL (Zoom, Google Meet, Teams)
`createdAt`	string	ISO8601 timestamp when the meeting was created
`duration`	number	Meeting duration in seconds
`recordingUrl`	string	Recording URL, valid for 24 hours
`tags`	array	Tag strings applied to the meeting
`icalUid`	string	Calendar event identifier
`attendees`	array	Attendee objects (name, email)
`notes`	string	Meeting notes in Markdown
`actionItems`	array	Action items (id, title, description, assignee, status)
`transcript`	array	Transcript segments (speaker, text, timestamp in seconds)
`insights`	object	User-defined Circleback insights, keyed by insight name
`meeting`	object	The full, unprocessed meeting payload

For General Webhook, the payload is unopinionated:

Field	Type	Description
`payload`	object	Raw webhook payload as sent by Circleback
`headers`	object	Request headers
`timestamp`	string	ISO8601 timestamp the webhook was received

recordingUrl expires 24 hours after the meeting. If your workflow needs the recording itself (not just the notes), download or re-upload it in the same run rather than deferring it.

Setting Up

In Mandala, add the Circleback block, set it to trigger mode, and pick a Trigger Type.
Copy the generated Webhook URL.
In Circleback, open the Automations panel from the sidebar.
Create a new automation (or edit an existing one) and add a Send webhook request step.
Paste the Mandala Webhook URL into the automation's endpoint field.
Copy the signing secret Circleback shows for that automation and paste it into the Signing Secret field on the Mandala block — this lets Mandala verify each request came from Circleback (HMAC-SHA256 over the payload, sent in the x-signature header).
Toggle which data to send — meeting notes, action items, transcript — matching what your chosen trigger type expects.
Save the automation. Circleback will now POST to your webhook every time the automation's condition is met.

The Signing Secret is optional but strongly recommended. Without it, Mandala accepts any request to the webhook URL as if it came from Circleback.

Example Use Case: Sales Call Follow-Ups

A common pattern is turning a sales call into CRM work automatically:

A rep runs a discovery or demo call with Circleback recording and transcribing it.
When Circleback finishes generating notes, the Meeting Notes Ready trigger fires and starts the workflow.
An agent or code block reads actionItems and notes, and drafts a follow-up task per action item (e.g. "Send pricing deck", "Schedule technical demo").
Each task is created in your CRM (HubSpot, Salesforce, etc.) via API, with the assignee pulled from attendees and due dates inferred from notes.
A summary — meeting name, duration, and the list of created tasks — is posted to a Slack channel for the sales team.

What used to require someone re-watching the call and writing down action items by hand now runs automatically the moment the meeting notes are ready.