# Manage emails, tasks and calendar with OpenAI and Gmail: n8n workflow

> Started by a clock, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI. 10 steps: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/manage-emails-tasks-and-calendar-with-openai-and-gmail (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)

# Manage emails, tasks and calendar with OpenAI and Gmail

Started by a clock, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI. 10 steps: a working afternoon to understand properly.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-emails-tasks-and-calendar-with-openai-and-gmail)

**10 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 3 Logic 3 Service 3

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

- 1 **Daily at 7am** Schedule trigger *Starts it*
- 2 **OpenAI GPT-5** Lm Chat Open Ai *Model*
- 3 **Structured Output** Output Parser Structured *Model*
- 4 **Fetch Yesterday's Unread Emails** Gmail *Service*
- 5 **Email Assistant** Agent *Model*
- 6 **Split Email Replies** Split Out *Logic*
- 7 **Split Meetings** Split Out *Logic*
- 8 **Format Task List** Set *Logic*
- 9 **Create Draft Replies** Gmail *Service*
- 10 **Create Calendar Events** Google Calendar *Service*

## How it's built

- **Starts on:** A clock
- **Steps:** 10
- **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 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?

Plan an afternoon. 10 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 10 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%2Fmanage-emails-tasks-and-calendar-with-openai-and-gmail)
- **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.

- [**AI Voice Receptionist for Automatic Call Scheduling** 10 steps · calls a model · Airtable, Google Calendar](https://millionrounds.com/workflow/ai-voice-receptionist-for-automatic-call-scheduling)
- [**AI agent for Google Calendar & Google Sheets with OpenAI** 10 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/ai-agent-for-google-calendar-and-google-sheets-with-openai)
- [**AI agent for project management and meetings with Airtable** 10 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/ai-agent-for-project-management-and-meetings-with-airtable-2)
- [**AI agent for project management and meetings with Airtable** 10 steps · calls a model · Airtable, Gmail](https://millionrounds.com/workflow/ai-agent-for-project-management-and-meetings-with-airtable)
- [**AI calendar assistant chatbot with OpenAI and Gmail** 10 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-calendar-assistant-chatbot-with-openai-and-gmail)
- [**Automate patient intake and AI risk triage with Azure OpenAI** 10 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-patient-intake-and-ai-risk-triage-with-azure-openai)