Manage Google Calendar & Gmail with a Gemini/GPT-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