# Send WhatsApp meeting briefs with Google Calendar and Gmail: n8n workflow

> Started by a clock, and works across Gmail, Google Calendar and WhatsApp. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/send-whatsapp-meeting-briefs-with-google-calendar-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)

# Send WhatsApp meeting briefs with Google Calendar and Gmail

Started by a clock, and works across Gmail, Google Calendar and WhatsApp. It hands the judgement calls to OpenAI. 35 steps, 5 branches: 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-whatsapp-meeting-briefs-with-google-calendar-and-gmail)

**35 steps** Large: read it before trusting it with anything live

**5** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 2 Model 8 Logic 20 Service 5

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

- 1 **Schedule: Every 30 Minutes** Schedule trigger *Starts it*
- 2 **LLM: Extractor Model (GPT-4o)** Lm Chat Open Ai *Model*
- 3 **LLM: Composer Model (GPT-4o)** Lm Chat Open Ai *Model*
- 4 **Subworkflow Trigger: Attendee Enrichment** Execute Workflow trigger *Starts it*
- 5 **LLM: Email Summarizer Model** Lm Chat Open Ai *Model*
- 6 **LLM: Enrichment Summarizer Model** Lm Chat Open Ai *Model*
- 7 **Config: Workflow Settings** Set *Logic*
- 8 **AI: Extract Attendee Contacts** Information Extractor *Model*
- 9 **AI: Compose Meeting Brief** Chain Llm *Model*
- 10 **IF: Has Email Address** If *Logic*
- 11 **IF: Has Name Or Company** If *Logic*
- 12 **AI: Summarize Email Thread** Chain Llm *Model*
- 13 **AI: Summarize Public Info** Chain Llm *Model*
- 14 **Calendar: Fetch Upcoming Meeting** Google Calendar *Service*
- 15 **Split: Attendees** Split Out *Logic*
- 16 **WhatsApp: Send Meeting Brief** Whats App *Service*
- 17 **Gmail: Find Last Thread** Gmail *Service*
- 18 **Set: No Email (Skip)** Set *Logic*
- 19 **Apify: Public Info Search** Http Request *Service*
- 20 **Set: No Name (Skip)** Set *Logic*
- 21 **Set: Email Summary Result** Set *Logic*
- 22 **Set: Public Info Result** Set *Logic*
- 23 **Guard: Meeting Found?** If *Logic*
- 24 **Subworkflow: Enrich Each Attendee** Execute Workflow *Logic*
- 25 **IF: Thread Found** If *Logic*
- 26 **Merge: Email + Public Info** Merge *Logic*
- 27 **IF: Results Found** If *Logic*
- 28 **End: No Upcoming Meeting** No Op *Logic*
- 29 **Merge: Attendee + Enrichment** Set *Logic*
- 30 **Gmail: Get Full Message** Gmail *Service*
- 31 **Set: No Email History** Set *Logic*
- 32 **Format: Search Snippets** Set *Logic*
- 33 **Set: No Public Info** Set *Logic*
- 34 **Aggregate: All Attendees** Aggregate *Logic*
- 35 **Format: Simplify Email Fields** Set *Logic*

## How it's built

- **Starts on:** A clock
- **Steps:** 35, with 5 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, WhatsApp
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar and WhatsApp 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?

Take your time. At 35 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 35 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-whatsapp-meeting-briefs-with-google-calendar-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)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**Doctor appointment management system with Gemini and WhatsApp** 35 steps · calls a model · Google Sheets, WhatsApp](https://millionrounds.com/workflow/doctor-appointment-management-system-with-gemini-and-whatsap)
- [**Assisstant AI cubable with Gemini and Google Calendar** 34 steps · calls a model · Google Calendar](https://millionrounds.com/workflow/assisstant-ai-cubable-with-gemini-and-google-calendar)
- [**Inbox manager with OpenAI and Google Calendar** 34 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/inbox-manager-with-openai-and-google-calendar)
- [**Post-surgery patient triage & follow-up system with Gemini** 36 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/post-surgery-patient-triage-and-follow-up-system-with-gemini)
- [**Summarize meetings and sync action items with Whisper** 36 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/summarize-meetings-and-sync-action-items-with-whisper)
- [**Summarize meetings and sync action items with Whisper** 36 steps · calls a model · Gmail, Google Docs](https://millionrounds.com/workflow/summarize-meetings-and-sync-action-items-with-whisper-2)