# Automate sprint planning with OpenAI and Google Calendar: n8n workflow

> Started by a clock, and works across Gmail, Google Calendar, Google Drive and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-sprint-planning-with-openai-and-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 sprint planning with OpenAI and Google Calendar

Started by a clock, and works across Gmail, Google Calendar, Google Drive and Google Sheets. It hands the judgement calls to OpenAI. 42 steps, 1 branch, 2 loops or waits: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-sprint-planning-with-openai-and-google-calendar)

**42 steps** Large: read it before trusting it with anything live

**1** Branch: places the flow splits

**2** Loops or waits

**4** Services it connects to

## The flow

Starts it 3 Model 8 Logic 17 Service 14

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

- 1 **When clicking ‘Test workflow’** Manual trigger *Starts it*
- 2 **Schedule Trigger** Schedule trigger *Starts it*
- 3 **OpenAI Scrum Master Emailer** Lm Chat Open Ai *Model*
- 4 **OpenAI Scrum Master Story Feedback** Lm Chat Open Ai *Model*
- 5 **OpenAI Scrum Master DoR Check** Lm Chat Open Ai *Model*
- 6 **Error Trigger** Error trigger *Starts it*
- 7 **OpenAI Sprint Goal Email Agent** Lm Chat Open Ai *Model*
- 8 **Start Here: Set Environment Variables** Set *Logic*
- 9 **Draft Email for Sprint Planning** Agent *Model*
- 10 **Provide Scrum Master Feedback on the story** Agent *Model*
- 11 **Compare User Story to DoR Criterium** Agent *Model*
- 12 **Send Error Email** Gmail *Service*
- 13 **Draft Email for Sprint Goal Suggestions** Agent *Model*
- 14 **No Operation, do nothing** No Op *Logic*
- 15 **Ask Approval to Scrum Master** Gmail *Service*
- 16 **Update Scrum feedback in Backlog** Google Sheets *Service*
- 17 **Aggregate DoR check to User Story Level** Aggregate *Logic*
- 18 **Send Email to PO** Gmail *Service*
- 19 **Load Calendar of Scrum Master** Google Calendar *Service*
- 20 **If Email content is Approved** If *Logic*
- 21 **Loop Over Items for DoR check** Split In Batches *Logic*
- 22 **Add DoR feedback to User Story** Merge *Logic*
- 23 **Check for Upcoming Sprint Planning Project A** Filter *Logic*
- 24 **Send Email to Attendees** Gmail *Service*
- 25 **Create Draft in Scrum Master Email** Gmail *Service*
- 26 **Append Stories with DoR feedback** Merge *Logic*
- 27 **Read DoR criteria** Google Sheets *Service*
- 28 **If no event do nothing** No Op *Logic*
- 29 **Make aware the draft is ready to be adjusted manually** Gmail *Service*
- 30 **Combine stories into one list** Aggregate *Logic*
- 31 **Take DoR link for further referral** Google Drive *Service*
- 32 **Take backlog link for further referral** Google Drive *Service*
- 33 **Check Open Stories in Current Sprint** Google Sheets *Service*
- 34 **Aggregate Stories for Form Creation** Aggregate *Logic*
- 35 **Append Feedback to Story** Merge *Logic*
- 36 **Create Dynamic Form** Code *Logic*
- 37 **Keep stories that were not committed** Filter *Logic*
- 38 **Ask Scrum Master for Current Sprint Stories Check** Gmail *Service*
- 39 **Wait until X days before the Sprint Planning1** Wait *Logic*
- 40 **Process Feedback on Index** Split Out *Logic*
- 41 **Combine Sprint Spill over with Ready for Sprint Planning** Merge *Logic*
- 42 **Select Stories Ready for Sprint Planning from Backlog** Google Sheets *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 42, with 1 branch, 2 loops or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, Google Drive, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar, Google Drive 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 a clock.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 42 steps it is large: read it before trusting it with anything live.

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 42 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-sprint-planning-with-openai-and-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 Drive](https://millionrounds.com/workflows?service=Google+Drive#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.

- [**Automate agile refinement prep with Gmail and OpenAI** 42 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-agile-refinement-prep-with-gmail-and-openai)
- [**Generate and schedule themed social posts with Notion** 44 steps · calls a model · Google Drive, Notion](https://millionrounds.com/workflow/generate-and-schedule-themed-social-posts-with-notion)
- [**Priya AI Virtual Assisstant Version 2 with Gemini and OpenAI** 40 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/priya-ai-virtual-assisstant-version-2-with-gemini-and-openai)
- [**AI-powered Telegram business assistant with OpenAI and Google** 45 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-telegram-business-assistant-with-openai-and-googl)
- [**Automated marketing campaign email system with HubSpot** 39 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automated-marketing-campaign-email-system-with-hubspot)
- [**Integrate Google Workspace with OpenAI** 39 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/integrate-google-workspace-with-openai)