Automation library · Scheduling

Automate HVAC service scheduling with Google Calendar

Started by another system calling it, and works across Gmail, Google Calendar and Google Sheets. It puts OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 17 steps, 1 loop or waits: a working afternoon to understand properly.

MediumCalls a model: OpenAIRetrieval

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17 stepsMedium: a working afternoon
0Branches: places the flow splits
1Loop or waits
3Services it connects to

The flow

Starts it 3Model 5Logic 1Service 8

The steps in the order they run, from what starts it.

  1. 1webhook_triggerWebhookStarts it
  2. 2thinkTool ThinkModel
  3. 3simple-memoryMemory Buffer WindowModel
  4. 4OpenAI Chat ModelLm Chat Open AiModel
  5. 5check_calendarGoogle Calendar ToolService
  6. 6log_leadGoogle Sheets ToolService
  7. 7log_lead_triggerGoogle Sheets triggerStarts it
  8. 8find_old_eventGoogle Calendar ToolService
  9. 9reschedule_appointmentGoogle Calendar ToolService
  10. 10cancel_appointmentGoogle Calendar ToolService
  11. 11book_appointmentGoogle Calendar ToolService
  12. 12ReceptionistAgentModel
  13. 13Compose a mailAnthropicModel
  14. 14WaitWaitLogic
  15. 15respond_to_webhookRespond To WebhookStarts it
  16. 16booking_confirmationGmailService
  17. 17message_teamGoogle ChatService

How it's built

Starts on
Another system calling it
Steps
17, 1 loop or waits
Size
Medium: a working afternoon
Connects to
Gmail, Google Calendar, Google Sheets
Model
OpenAI
Retrieval
Answers are drawn from documents you supply, not from the model alone

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 17 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

Before you run it

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 17 steps before you point it at anything that matters.