# Handle Gmail reply-based scheduling with Google Calendar: n8n workflow

> Started by another system calling it, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/handle-gmail-reply-based-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)

# 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.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fhandle-gmail-reply-based-scheduling-with-google-calendar)

**17 steps** Medium: a working afternoon

**3** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 1 Logic 9 Service 5

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

- 1 **Webhook** Webhook *Starts it*
- 2 **Gmail Trigger (User Reply)** Gmail trigger *Starts it*
- 3 **Sample Input** Set *Logic*
- 4 **Normalize Incoming Reply** Set *Logic*
- 5 **Message a model** Open Ai *Model*
- 6 **Check Selected Option (1 or 2)** If *Logic*
- 7 **Prepare Calendar Payload** Set *Logic*
- 8 **Prepare Confirmed Slot Data** Set *Logic*
- 9 **Prepare Alternative Request** Set *Logic*
- 10 **Get availability in a calendar** Google Calendar *Service*
- 11 **Is Valid Confirmation** If *Logic*
- 12 **If** If *Logic*
- 13 **Create Calendar Event** Google Calendar *Service*
- 14 **Request Alternative Slots** Gmail *Service*
- 15 **Build Alternative Slots** Set *Logic*
- 16 **Create an event** Google Calendar *Service*
- 17 **Send Confirmation Email** Gmail *Service*

## 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.

## 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%2Fhandle-gmail-reply-based-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)

## Workflows like it

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

- [**Automate HVAC service scheduling with Google Calendar** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-hvac-service-scheduling-with-google-calendar)
- [**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)
- [**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)