# Schedule calendar appointments from Gmail with OpenAI: n8n workflow

> Started by an arriving email, and works across Gmail and Google Calendar. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/schedule-calendar-appointments-from-gmail-with-openai (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)

# 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.

Medium Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fschedule-calendar-appointments-from-gmail-with-openai)

**17 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 6 Logic 6 Service 3

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

- 1 **When Email Triggered** Gmail trigger *Starts it*
- 2 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 3 **Automation Workflow Tool** Tool Workflow *Model*
- 4 **OpenAI Chat (Workflow)** Lm Chat Open Ai *Model*
- 5 **When Workflow Executes** Execute Workflow trigger *Starts it*
- 6 **Parse Structured Output** Output Parser Structured *Model*
- 7 **Classify Email Content** Chain Llm *Model*
- 8 **AI Scheduling Agent** Agent *Model*
- 9 **Fetch Google Calendar Events** Google Calendar *Service*
- 10 **Check Appointment Request** If *Logic*
- 11 **Send Email Reply** Gmail *Service*
- 12 **Mark Email as Read** Gmail *Service*
- 13 **Filter Confirmed Events** Filter *Logic*
- 14 **Set Event Details** Set *Logic*
- 15 **Sort Appointments** Item Lists *Logic*
- 16 **Format API Response** Item Lists *Logic*
- 17 **Build Email Response** Set *Logic*

## 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.

## 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%2Fschedule-calendar-appointments-from-gmail-with-openai)
- **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)
- [**Handle Gmail reply-based scheduling with Google Calendar** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/handle-gmail-reply-based-scheduling-with-google-calendar)
- [**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)