# WhatsApp AI assistant for Google Calendar & Gmail management: n8n workflow

> Started by an incoming WhatsApp message, and works across Gmail, Google Calendar and WhatsApp.

Source: https://millionrounds.com/workflow/whatsapp-ai-assistant-for-google-calendar-and-gmail-manageme (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)

# WhatsApp AI assistant for Google Calendar & Gmail management

Started by an incoming WhatsApp message, and works across Gmail, Google Calendar and WhatsApp. It puts Gemini behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 13 steps: a working afternoon to understand properly.

Medium Calls a model: Gemini Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fwhatsapp-ai-assistant-for-google-calendar-and-gmail-manageme)

**13 steps** Medium: a working afternoon

**0** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 3 Logic 1 Service 8

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

- 1 **Google Gemini Chat Model** Lm Chat Google Gemini *Model*
- 2 **Simple Memory** Memory Buffer Window *Model*
- 3 **Send a message in Gmail** Gmail Tool *Service*
- 4 **Get many messages in Gmail** Gmail Tool *Service*
- 5 **Get many events in Google Calendar** Google Calendar Tool *Service*
- 6 **Date & Time** Date Time Tool *Service*
- 7 **Get availability in a calendar in Google Calendar** Google Calendar Tool *Service*
- 8 **Create an event in Google Calendar** Google Calendar Tool *Service*
- 9 **Update an event in Google Calendar** Google Calendar Tool *Service*
- 10 **WhatsApp Trigger** Whats App trigger *Starts it*
- 11 **AI Agent** Agent *Model*
- 12 **Extract User Context** Set *Logic*
- 13 **Send WhatsApp Response** Whats App *Service*

## How it's built

- **Starts on:** An incoming WhatsApp message
- **Steps:** 13
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Calendar, WhatsApp
- **Model:** Gemini
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar and WhatsApp accounts, and a key for Gemini. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an incoming WhatsApp message.

Does it use AI?

Yes. It calls Gemini. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 13 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 13 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%2Fwhatsapp-ai-assistant-for-google-calendar-and-gmail-manageme)
- **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.

- [**AI appointment booking & classification chatbot with OpenAI** 13 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-appointment-booking-and-classification-chatbot-with-opena)
- [**AI-powered calendar & meeting digest with Gmail** 13 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-calendar-and-meeting-digest-with-gmail)
- [**Analyze meeting sentiment with OpenAI and Gmail** 13 steps · calls a model · Gmail, Slack](https://millionrounds.com/workflow/analyze-meeting-sentiment-with-openai-and-gmail)
- [**Automate employee leave approvals with OpenAI and Gmail** 13 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-employee-leave-approvals-with-openai-and-gmail)
- [**Cybersecurity assistant with OpenAI and Telegram** 13 steps · calls a model · Google Calendar, Telegram](https://millionrounds.com/workflow/cybersecurity-assistant-with-openai-and-telegram)
- [**Demo Telegram Voice and Chat AI Assistant with OpenAI** 13 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/demo-telegram-voice-and-chat-ai-assistant-with-openai)