Automation library · Scheduling

Handle Gmail reply-based scheduling with Google Calendar

Started by another system calling it, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI. 17 steps, 3 branches: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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17 stepsMedium: a working afternoon
3Branches: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 2Model 1Logic 9Service 5

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

  1. 1WebhookWebhookStarts it
  2. 2Gmail Trigger (User Reply)Gmail triggerStarts it
  3. 3Sample InputSetLogic
  4. 4Normalize Incoming ReplySetLogic
  5. 5Message a modelOpen AiModel
  6. 6Check Selected Option (1 or 2)IfLogic
  7. 7Prepare Calendar PayloadSetLogic
  8. 8Prepare Confirmed Slot DataSetLogic
  9. 9Prepare Alternative RequestSetLogic
  10. 10Get availability in a calendarGoogle CalendarService
  11. 11Is Valid ConfirmationIfLogic
  12. 12IfIfLogic
  13. 13Create Calendar EventGoogle CalendarService
  14. 14Request Alternative SlotsGmailService
  15. 15Build Alternative SlotsSetLogic
  16. 16Create an eventGoogle CalendarService
  17. 17Send Confirmation EmailGmailService

How it's built

Starts on
Another system calling it
Steps
17, with 3 branches
Size
Medium: a working afternoon
Connects to
Gmail, Google Calendar
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Calendar 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. 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.