Automation library · Scheduling

Send Calendly meeting prep briefs with Gmail and Notion

Started by an arriving email, and works across Gmail, Google Sheets and Notion. It hands the judgement calls to OpenAI. 29 steps, 2 branches, 2 loops or waits: large, and worth reading before you trust it with anything live.

LargeCalls a model: OpenAI

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29 stepsLarge: read it before trusting it with anything live
2Branches: places the flow splits
2Loops or waits
3Services it connects to

The flow

Starts it 1Model 5Logic 13Service 10

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

  1. 1When Calendly Email TriggeredGmail triggerStarts it
  2. 2Verify Calendly Event InputIfLogic
  3. 3Derive Event Details using AIOpen AiModel
  4. 4Decode Event Details JSONCodeLogic
  5. 5Compute Brief Send DeadlineCodeLogic
  6. 6Find CRM Lead by EmailNotionService
  7. 7Fetch Building FactsHttp RequestService
  8. 8Gather Building AI OverviewHttp RequestService
  9. 9Derive Building Details via AIOpen AiModel
  10. 10Read STR Registration SheetGoogle SheetsService
  11. 11Align Building with STR RecordsCodeLogic
  12. 12Retrieve Gmail History Account 1GmailService
  13. 13Retrieve Gmail History Account 2GmailService
  14. 14Combine Email Search ResultsMergeLogic
  15. 15Evaluate Email History ExistenceIfLogic
  16. 16Create Email History SummaryCodeLogic
  17. 17Retrieve Building ContextHttp RequestService
  18. 18Outline Email RelationshipOpen AiModel
  19. 19Collect Context AI OverviewHttp RequestService
  20. 20Produce Meeting Brief With HistoryOpen AiModel
  21. 21Create Brief Without Email HistoryOpen AiModel
  22. 22Decode Brief JSON With HistoryCodeLogic
  23. 23Decode Brief JSON No HistoryCodeLogic
  24. 24Compose Meeting Brief EmailCodeLogic
  25. 25Craft Research Brief EmailCodeLogic
  26. 26Pause Until 30 Min Before MeetingWaitLogic
  27. 27Wait for Research Send TimeWaitLogic
  28. 28Dispatch Meeting Prep EmailGmailService
  29. 29Dispatch Research Meeting EmailGmailService

How it's built

Starts on
An arriving email
Steps
29, with 2 branches, 2 loops or waits
Size
Large: read it before trusting it with anything live
Connects to
Gmail, Google Sheets, Notion
Model
OpenAI

Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Sheets and Notion 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?

Take your time. At 29 steps it is large: read it before trusting it with anything live.

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 29 steps before you point it at anything that matters.