AI Scheduling Assistant for Gmail & Google Calendar
Integrates with:
Overview
Unlock Automated Scheduling and Reclaim Your Time with this AI Agent
This AI Agent acts as your personal scheduling assistant, seamlessly integrating with your Gmail and Google Calendar. It intelligently processes incoming emails using OpenAI's GPT-4 to identify meeting requests. Once a request is detected, the agent utilizes a specialized tool to check your real-time availability in Google Calendar. It then crafts a context-aware reply, suggesting suitable times or proposing alternatives if you're booked, complete with customizable buffer periods. This agent streamlines your communication, marks handled emails as read, and frees you from the tedious back-and-forth of manual scheduling.
Key Features & Benefits
- AI-Powered Email Understanding: Leverages OpenAI's GPT-4 to accurately interpret scheduling intentions from email content.
- Automated Calendar Lookups: Connects to your Google Calendar to fetch real-time availability using a dedicated tool within the agent.
- Intelligent Response Generation: Composes natural, helpful email replies using GPT-4, suggesting meeting slots or alternatives with appropriate buffer times.
- Gmail Integration: Automatically sends replies and marks processed emails as read in your Gmail account.
- Time Savings: Drastically reduces time spent on manual scheduling and email management.
- Improved Responsiveness: Ensures timely responses to meeting requests, enhancing professionalism.
Use Cases
- Automate client meeting scheduling for solopreneurs and consultants directly from their inbox.
- Streamline demo bookings for SaaS sales teams by interpreting email requests and proposing available slots.
- Manage interview scheduling for HR departments, reducing manual coordination.
- Help founders and CTOs efficiently manage their calendars by delegating initial scheduling tasks to an AI assistant.
Prerequisites
- An n8n instance (Cloud or self-hosted).
- OpenAI API Key with access to GPT-4 model.
- Gmail account credentials (OAuth2 setup in n8n).
- Google Calendar account credentials (OAuth2 setup in n8n) with access to the target calendar.
Setup Instructions
- Download the n8n workflow JSON file.
- Import the workflow into your n8n instance.
- Configure the 'Gmail Trigger' node: Connect your Gmail account using OAuth2. Adjust filters if needed (default is unread emails).
- Configure the 'Chat OpenAI' node (connected to 'Classify appointment' LLM Chain): Enter your OpenAI API Key.
- Configure the 'Chat OpenAI1' node (connected to 'Agent'): Enter your OpenAI API Key.
- Configure the 'Google Calendar' node: Connect your Google Calendar account using OAuth2. Update the 'Calendar ID' field under the 'Calendar' parameter to your specific calendar ID (e.g., your_email@gmail.com).
- In the 'Workflow Tool' node (named 'Calendar_Availability'), the 'Workflow ID' parameter is set to
={{ $workflow.id }}by default. This allows the agent to access calendar checking capabilities within this same workflow. No change is typically needed for this field if running as a single, imported workflow. - Configure the 'Send Reply' and 'Mark as read' Gmail nodes: Ensure they use the same Gmail OAuth2 credentials established in step 3.
- Review and customize the system prompt in the 'Agent' node to match your desired tone, buffer times between meetings, and other scheduling preferences.
- Activate the workflow.
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