# Send Calendly meeting prep briefs with Gmail and Notion: n8n workflow > Started by an arriving email, and works across Gmail, Google Sheets and Notion. It hands the judgement calls to OpenAI. Source: https://millionrounds.com/workflow/send-calendly-meeting-prep-briefs-with-gmail-and-notion (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) # 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. Large Calls a model: OpenAI [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fsend-calendly-meeting-prep-briefs-with-gmail-and-notion) **29 steps** Large: read it before trusting it with anything live **2** Branches: places the flow splits **2** Loops or waits **3** Services it connects to ## The flow Starts it 1 Model 5 Logic 13 Service 10 The steps in the order they run, from what starts it. - 1 **When Calendly Email Triggered** Gmail trigger *Starts it* - 2 **Verify Calendly Event Input** If *Logic* - 3 **Derive Event Details using AI** Open Ai *Model* - 4 **Decode Event Details JSON** Code *Logic* - 5 **Compute Brief Send Deadline** Code *Logic* - 6 **Find CRM Lead by Email** Notion *Service* - 7 **Fetch Building Facts** Http Request *Service* - 8 **Gather Building AI Overview** Http Request *Service* - 9 **Derive Building Details via AI** Open Ai *Model* - 10 **Read STR Registration Sheet** Google Sheets *Service* - 11 **Align Building with STR Records** Code *Logic* - 12 **Retrieve Gmail History Account 1** Gmail *Service* - 13 **Retrieve Gmail History Account 2** Gmail *Service* - 14 **Combine Email Search Results** Merge *Logic* - 15 **Evaluate Email History Existence** If *Logic* - 16 **Create Email History Summary** Code *Logic* - 17 **Retrieve Building Context** Http Request *Service* - 18 **Outline Email Relationship** Open Ai *Model* - 19 **Collect Context AI Overview** Http Request *Service* - 20 **Produce Meeting Brief With History** Open Ai *Model* - 21 **Create Brief Without Email History** Open Ai *Model* - 22 **Decode Brief JSON With History** Code *Logic* - 23 **Decode Brief JSON No History** Code *Logic* - 24 **Compose Meeting Brief Email** Code *Logic* - 25 **Craft Research Brief Email** Code *Logic* - 26 **Pause Until 30 Min Before Meeting** Wait *Logic* - 27 **Wait for Research Send Time** Wait *Logic* - 28 **Dispatch Meeting Prep Email** Gmail *Service* - 29 **Dispatch Research Meeting Email** Gmail *Service* ## 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. ## 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%2Fsend-calendly-meeting-prep-briefs-with-gmail-and-notion) - **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 Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Notion](https://millionrounds.com/workflows?service=Notion#library) ## Workflows like it Also scheduling, with the same services where possible, closest in size first. - [**AI-powered bug reporting & tracking** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-bug-reporting-and-tracking) - [**Manage legal client intake and consultations with Telegram** 29 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/manage-legal-client-intake-and-consultations-with-telegram) - [**Optimize daily schedules with Groq and Google Sheets** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/optimize-daily-schedules-with-groq-and-google-sheets) - [**Personal AI assistant with OpenRouter and Gmail** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/personal-ai-assistant-with-openrouter-and-gmail) - [**Run a personal executive assistant with Gmail and Slack** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/run-a-personal-executive-assistant-with-gmail-and-slack) - [**Stacey – your Telegram AI assistant with Gemini and Google** 29 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/stacey-your-telegram-ai-assistant-with-gemini-and-google)