Automation library · Scheduling

Schedule calendar appointments from Gmail with OpenAI

Started by an arriving email, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI. 17 steps, 1 branch: a working afternoon to understand properly.

MediumCalls a model: OpenAI

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17 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 2Model 6Logic 6Service 3

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

  1. 1When Email TriggeredGmail triggerStarts it
  2. 2OpenAI Chat ModelLm Chat Open AiModel
  3. 3Automation Workflow ToolTool WorkflowModel
  4. 4OpenAI Chat (Workflow)Lm Chat Open AiModel
  5. 5When Workflow ExecutesExecute Workflow triggerStarts it
  6. 6Parse Structured OutputOutput Parser StructuredModel
  7. 7Classify Email ContentChain LlmModel
  8. 8AI Scheduling AgentAgentModel
  9. 9Fetch Google Calendar EventsGoogle CalendarService
  10. 10Check Appointment RequestIfLogic
  11. 11Send Email ReplyGmailService
  12. 12Mark Email as ReadGmailService
  13. 13Filter Confirmed EventsFilterLogic
  14. 14Set Event DetailsSetLogic
  15. 15Sort AppointmentsItem ListsLogic
  16. 16Format API ResponseItem ListsLogic
  17. 17Build Email ResponseSetLogic

How it's built

Starts on
An arriving email
Steps
17, with 1 branch
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 an arriving email.

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.