{ "workflow": { "id": 6566, "name": "Automate daily interview schedule delivery from Google Calendar to Gmail", "views": 222, "recentViews": 0, "totalViews": 222, "createdAt": "2025-07-28T10:38:36.872Z", "description": "This n8n workflow automatically fetches all interview events scheduled for today from a specified Google Calendar and sends a personalized email to each interviewer. The email contains a formatted HTML table listing their interview details, including meeting times, Google Meet links, and attendees with their response status.\n\nThis ensures all interviewers are informed daily at **8:00 AM IST** without any manual coordination.\n\n## Who’s it for\n- **Interviewers** who want a quick morning packet instead of opening multiple calendar tabs.\n- **Recruiters/coordinators** who need a reliable, zero‑friction daily brief for interviewers.\n- **Teams** that paste CV/notes links directly into calendar events (no file search required).\n\n## How it works\n1. **Cron** triggers daily at **08:00 IST**.\n2. **Google Calendar** reads today’s events from the **Interviews** calendar.\n3. A **Code** step parses each event to identify interviewers and extract candidate details, meeting link, and any `CV:` / `Notes:` links from the description and create a table to share via Gmail.\n4. A **grouping** step compiles a per‑interviewer list for the day.\n5. **Email (Gmail)** sends one digest to interviewer.\n\n## How to set up\n1. Ensure all interviews are scheduled on the Google Calendar named **Interviews** and that interviewers are added as **attendees**.\n2. Add CV: <url> and Notes: <url> in the **event description** when available.\n3. Import the workflow and add credentials:\n - **Google Calendar** (OAuth)\n - **SMTP/Gmail** for sending the email digests\n4. Keep the default **08:00 IST** schedule in the Cron node or adjust as needed.\n\n## Requirements\n- Google Workspace account with access to the **Interviews** calendar.\n- Gmail sender account for digests (App Password if using 2FA).\n- n8n instance (cloud or self‑hosted).\n\n## Steps\n\n### Trigger Schedule\n\n* **Node:** `Schedule Trigger`\n* **Purpose:** Starts the workflow daily at **8:00 AM**.\n\n---\n\n### Fetch Interview Events\n\n* **Node:** `Google Calendar(Fetch Interview Events)`\n* **Purpose:** Retrieves all events (interviews) from the configured calendar.\n* **Output:** Event details including summary, time, and organizer email.\n\n---\n\n### Group & Format Schedule\n\n* **Node:** `HTML Table` (JavaScript Code Node)\n* **Purpose:** Groups events by interviewer email and generates an HTML schedule table.\n* **Output:** Formatted fields:\n\n * `interviewer_email`\n * `subject`\n * `htmlContent`\n\n---\n\n### Send Personalized Emails\n\n* **Node:** `Gmail`\n* **Purpose:** Sends the formatted interview schedule to each interviewer’s email address.\n* **Send To:** Dynamically set using `={{ $json.interviewer_email }}`\n* **Subject:** `\"Interview Reminder\"`\n* **Body:** `={{ $json.htmlContent }}` (HTML)\n\n\n## How to customize the workflow\n- **Parsing rules:** If your event titles follow a pattern (e.g., `Onsite – {Candidate} – {Role}`), tweak the regex in the Code node.\n- **Attendee logic:** Refine how interviewers are detected (e.g., filter only `accepted` responses, or include `tentative`).\n- **Digest format:** Adjust table columns/order, or add role/team labels from the title.\n- **Schedule:** Duplicate the Cron for regional time zones or add a midday refresh.\n\n## Add-ons to level up the Workflow with additional nodes\n- **Reminder pings:** Add 10‑minute pre‑interview reminders via Email or Slack/Teams.\n- **Conflict alerts:** Flag if an interviewer is double‑booked within a 15‑minute window.\n- **Feedback follow‑up:** After the scheduled time, DM or email a standardized feedback form link.\n- **Drive search (optional):** If you later want auto‑attach CVs, add a Google Drive search step (by candidate name) in a designated folder.\n\n## Common troubleshooting points\n- **No events found:** Confirm the calendar name is **Interviews** and that events exist **today**.\n- **Missing links:** If CV/notes links aren’t in the email, add `CV:`/`Notes:` links to the event description.\n- **Email not sent:** Verify SMTP credentials, from‑address permissions, and any sending limits.\n- **Time mismatch:** Confirm workflow timezone and Calendar times are set to **Asia/Kolkata** (or adjust).\n\n## A short note\nIf you need help tailoring the parsing rules, adjusting the schedule or troubleshooting any step, feel free to reach out we will happy to help.", "workflow": { "id": "MvSVpfzaFUWELNTR", "meta": { "instanceId": "14e4c77104722ab186539dfea5182e419aecc83d85963fe13f6de862c875ebfa", "templateCredsSetupCompleted": true }, "name": "Send today’s interview schedule from Google Calendar to each interviewer via email", "tags": [], "nodes": [ { "id": "1ad3eb39-d1e3-455c-ad06-3264c2b6ec91", "name": "About this template", "type": "n8n-nodes-base.stickyNote", "position": [ -180, 720 ], "parameters": { "width": 1220, "height": 240, "content": "## Description\nThis workflow automatically sends daily interview schedules to each interviewer via email. It is triggered every day at 8:00 AM, fetches all interview events from a specified Google Calendar, and groups them by interviewer email (based on the event organizer or creator). Each interviewer then receives a personalized HTML-formatted email listing their interview schedule for the day, including event titles, start and end times." }, "typeVersion": 1 }, { "id": "d25ce1fa-0914-4ec4-aca6-10b232a0e753", "name": "Schedule Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -100, 420 ], "parameters": { "rule": { "interval": [ { "triggerAtHour": 8 } ] } }, "typeVersion": 1.2 }, { "id": "e16e6483-873a-4184-84dc-67120fbcb4a3", "name": "HTML Table", "type": "n8n-nodes-base.code", "position": [ 520, 420 ], "parameters": { "jsCode": "const events = $input.all().map(e => e.json);\n\n// Group events by organizer or creator email\nconst grouped = {};\n\nfor (const event of events) {\n const interviewerEmail = event.organizer?.email || event.creator?.email;\n if (!interviewerEmail) continue;\n\n if (!grouped[interviewerEmail]) grouped[interviewerEmail] = [];\n\n const attendees = (event.attendees || []).map(att => {\n return `${att.email} (${att.responseStatus})`;\n }).join('
');\n\n grouped[interviewerEmail].push({\n summary: event.summary || 'No Title',\n start: event.start?.dateTime || event.start?.date || 'N/A',\n end: event.end?.dateTime || event.end?.date || 'N/A',\n description: event.description || 'No description',\n htmlLink: event.htmlLink || '',\n meetLink: event.conferenceData?.entryPoints?.[0]?.uri || event.hangoutLink || 'N/A',\n attendees: attendees || 'No attendees'\n });\n}\n\nconst output = [];\n\nfor (const [email, interviews] of Object.entries(grouped)) {\n let html = `

Your Interview Schedule for Today

\n \n \n \n \n \n \n \n \n `;\n\n for (const iv of interviews) {\n html += `\n \n \n \n \n \n \n `;\n }\n\n html += `
TitleStartEndDescriptionMeeting LinkAttendees (Status)
${iv.summary}${new Date(iv.start).toLocaleString('en-IN', { timeZone: 'Asia/Kolkata' })}${new Date(iv.end).toLocaleString('en-IN', { timeZone: 'Asia/Kolkata' })}${iv.description}Join${iv.attendees}
`;\n\n output.push({\n json: {\n interviewer_email: email,\n subject: \"Today's Interview Schedule\",\n htmlContent: html\n }\n });\n}\n\nreturn output;\n" }, "typeVersion": 2 }, { "id": "33bd4e2d-fa01-42e4-9daa-c545763df3b9", "name": "Gmail", "type": "n8n-nodes-base.gmail", "position": [ 780, 420 ], "webhookId": "83f6fa30-5040-4cd7-8f80-8de32a34eef4", "parameters": { "sendTo": "={{ $json.interviewer_email }}", "message": "={{ $json.htmlContent }}", "options": {}, "subject": "Interview Reminder" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 }, { "id": "e9103f86-7674-4b4f-856e-babae68f6c0f", "name": "Google Calendar(Fetch Interview Events)", "type": "n8n-nodes-base.googleCalendar", "position": [ 220, 420 ], "parameters": { "options": {}, "calendar": { "__rl": true, "mode": "list", "value": "user@example.com", "cachedResultName": "user@example.com" }, "operation": "getAll", "returnAll": true }, "credentials": { "googleCalendarOAuth2Api": { "id": "credential-id", "name": "googleCalendarOAuth2Api Credential" } }, "typeVersion": 1.3 }, { "id": "0b2f912b-19af-4c90-a42b-4f32daf6e73a", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -180, 320 ], "parameters": { "color": 7, "width": 1220, "height": 360, "content": "## Send today’s interview schedule from Google Calendar to each interviewer via email" }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "61b63191-87b5-4974-99fa-7437035c1dcd", "connections": { "HTML Table": { "main": [ [ { "node": "Gmail", "type": "main", "index": 0 } ] ] }, "Schedule Trigger": { "main": [ [ { "node": "Google Calendar(Fetch Interview Events)", "type": "main", "index": 0 } ] ] }, "Google Calendar(Fetch Interview Events)": { "main": [ [ { "node": "HTML Table", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 6, "nodeTypes": { "n8n-nodes-base.code": { "count": 1 }, "n8n-nodes-base.gmail": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.googleCalendar": { "count": 1 }, "n8n-nodes-base.scheduleTrigger": { "count": 1 } } }, "status": "published", "user": { "name": "WeblineIndia", "username": "weblineindia", "bio": "A Leading Software Engineering, Consulting & Outsourcing Services Company in USA & India serving Clients Globally since 1999.", "verified": true, "links": [ "https://www.weblineindia.com/" ], "avatar": "https://gravatar.com/avatar/a229d43aefca4588581583c58bb37b4773aebbdf4c1fef86a08bb1d38eae91fa?r=pg&d=retro&size=200" }, "nodes": [ { "id": 317, "icon": "file:googleCalendar.svg", "name": "n8n-nodes-base.googleCalendar", "codex": { "data": { "resources": { "generic": [ { "url": "https://n8n.io/blog/how-to-host-virtual-coffee-breaks-with-n8n/", "icon": "☕️", "label": "How to host virtual coffee breaks with n8n" }, { "url": "https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/", "icon": "🎫", "label": "Supercharging your conference registration process with n8n" }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "💡", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": "https://n8n.io/blog/your-business-doesnt-need-you-to-operate/", "icon": " 🖥️", "label": "Hey founders! 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