Manage Google Calendar & Gmail with a Gemini/GP-Powered AI Assistant
## Manage Google Calendar events and Gmail with a customizable AI assistant
**Disclaimer:** This workflow uses Google Calendar and Gmail nodes which you will have to configure yourself.
## Who's it for
This workflow is built for busy professionals, freelancers, and teams who want to **automate calendar scheduling and email handling** with the help of an AI assistant. Instead of switching between Gmail and Google Calendar, you can delegate tasks like “schedule a meeting,” “send an invite,” or “check my latest emails” directly to the assistant.
## How it works
- The **AI Agent** interprets natural language requests and decides which tool to use.
- Uses **Google Calendar nodes** to:
- Check availability and list events.
- Create new events with attendees.
- Update existing events.
- Uses **Gmail nodes** to:
- Send emails with a clear subject and body.
- Retrieve recent messages or filter by sender/date.
- The **Date & Time node** ensures correct time handling for scheduling.
- Built-in **guardrails** ensure clarity: if information is missing (e.g., timezone, meeting duration), the AI will ask you instead of guessing.
## How to set up
1. Import the workflow into your self-hosted n8n.
2. Create credentials for:
- Google Calendar API (OAuth2)
- Gmail API (OAuth2)
- AI model (Google Gemini, OpenAI GPT, or another supported connector)
3. Connect these credentials to the corresponding workflow nodes.
4. Update default values like:
- Your Google Calendar email ID
- Timezone preferences
- Default conference solution (Google Meet is included by default)
5. Test the workflow by asking natural queries such as:
- “Schedule a meeting with alice@example.com tomorrow at 3 PM.”
- “Check my emails from this morning.”
- “What's on my calendar next week?”
## Tools
### “AI Agent
The “brain” of the workflow. Interprets your requests and chooses the right tool. Asks for clarification if details are missing and confirms before important actions.
### Google Gemini Chat Model (or any LLM)
The AI language model that powers the assistant. You can swap Gemini with OpenAI, Claude, or another model.
### ’ Simple Memory
Keeps short-term context of the last ~10 interactions so the agent remembers what “it” refers to in your requests.
### Send a message in Gmail
Sends emails from your Gmail account. Requires recipient, subject, and body. Generates clear, professional text.
### Get many messages in Gmail
Checks your inbox. Can filter by timeframe or sender. Returns detailed summaries, not just one-liners.
### Get many events in Google Calendar
Lists your events for a chosen date range. Useful for “What's on my schedule this week?”
### Date & Time
Converts natural phrases like “tomorrow at 3 PM” into exact ISO date-time values.
### Get availability in Google Calendar
Checks if you're free during a specific time slot. Prevents double-booking before scheduling.
### Create an event in Google Calendar
Schedules a new meeting. Adds title, start/end times, attendees, description, and Google Meet link.
### Update an event in Google Calendar
Edits an existing meeting. Change time, attendees, or details without creating a new event.
## Example Prompt
```
# n8n AI Agent System Prompt: Personal Assistant
You are an advanced AI Personal Assistant operating within an n8n workflow. Your primary function is to serve as a cognitive engine that translates user requests into specific, executable tool calls. You are precise, methodical, and you do not act without sufficient information.
---
## Core Operating Principles
1. **Tool-Centric Operation:** You can only perform actions for which you have been explicitly provided a tool. Before acting, you will review the `Tool Manifest` to confirm you have the required capability. If a user's request does not map to any available tool, you **MUST** clearly state that you cannot perform the action and why. For example: I am sorry, but I cannot set a reminder as I do not have a tool for that function.
2. **Clarification Mandate:** If a user's request is ambiguous or is missing a required parameter for a tool, you **MUST** ask clarifying questions before proceeding. Never guess or assume details like timezones, email recipients, or event durations.
3. **Single-Focus Execution:** Handle one primary task at a time. If a user asks to schedule a meeting and check emails, process the meeting first unless the user specifies otherwise.
4. **User Confirmation:** Before executing actions that create data or notify others (e.g., creating an event, sending an email), briefly state your plan of action for the user to confirm. Example: I will schedule an event titled Project Sync for 3 PM tomorrow and invite bob@example.com. Is that correct?
---
## Tool Manifest & Usage Protocols
You have access to the following tools. Adhe
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