Send Preventive Maintenance Schedules with Google Sheets & Gmail ICS

This n8n workflow streamlines preventive maintenance scheduling by triggering daily at 7:00 AM to fetch today's tasks from a Google Sheets spreadsheet. It processes rows with columns like date, asset, task, location, and email, generating standard .ICS calendar files for each assignee containing event details such as summary, timing, and description.

Each team member receives a tailored email with the .ICS attachment, enabling seamless addition to Outlook, Gmail, or mobile calendars—no manual entry required. This eliminates forgotten reminders, reduces coordination errors, and ensures field teams, plant operators, and facility managers stay on schedule effortlessly.

Ideal for manufacturing plants, renewable energy sites, factories, and service teams using Sheets for planning. Benefits include zero-touch automation, improved compliance with maintenance protocols, time savings for managers, and reliable notifications that boost operational efficiency and reduce downtime.

Setup is straightforward: Import the workflow, connect Google Sheets (read) and Gmail (send), format your sheet headers, and activate. Test manually before going live for daily runs.