# Automate HVAC service scheduling with Google Calendar: n8n workflow

> Started by another system calling it, and works across Gmail, Google Calendar and Google Sheets.

Source: https://millionrounds.com/workflow/automate-hvac-service-scheduling-with-google-calendar (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# 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.

Medium Calls a model: OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-hvac-service-scheduling-with-google-calendar)

**17 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**1** Loop or waits

**3** Services it connects to

## The flow

Starts it 3 Model 5 Logic 1 Service 8

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

- 1 **webhook_trigger** Webhook *Starts it*
- 2 **think** Tool Think *Model*
- 3 **simple-memory** Memory Buffer Window *Model*
- 4 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 5 **check_calendar** Google Calendar Tool *Service*
- 6 **log_lead** Google Sheets Tool *Service*
- 7 **log_lead_trigger** Google Sheets trigger *Starts it*
- 8 **find_old_event** Google Calendar Tool *Service*
- 9 **reschedule_appointment** Google Calendar Tool *Service*
- 10 **cancel_appointment** Google Calendar Tool *Service*
- 11 **book_appointment** Google Calendar Tool *Service*
- 12 **Receptionist** Agent *Model*
- 13 **Compose a mail** Anthropic *Model*
- 14 **Wait** Wait *Logic*
- 15 **respond_to_webhook** Respond To Webhook *Starts it*
- 16 **booking_confirmation** Gmail *Service*
- 17 **message_team** Google Chat *Service*

## 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.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-hvac-service-scheduling-with-google-calendar)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**Build a personal AI assistant with Telegram and OpenAI** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/build-a-personal-ai-assistant-with-telegram-and-openai)
- [**Create meeting minutes from Telegram messages with OpenAI** 17 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/create-meeting-minutes-from-telegram-messages-with-openai)
- [**Handle Gmail reply-based scheduling with Google Calendar** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/handle-gmail-reply-based-scheduling-with-google-calendar)
- [**Predict disaster damage and coordinate property response** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/predict-disaster-damage-and-coordinate-property-response)
- [**Route meeting action items to Slack with Gmail and OpenAI** 17 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/route-meeting-action-items-to-slack-with-gmail-and-openai)
- [**Run a Telegram voice and chat assistant with OpenAI and Gmail** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/run-a-telegram-voice-and-chat-assistant-with-openai-and-gmai)