{ "workflow": { "id": 7700, "name": "Send preventive maintenance schedules with Google Sheets and Gmail ICS invites", "views": 792, "recentViews": 0, "totalViews": 792, "createdAt": "2025-08-21T10:42:35.858Z", "description": "# ๐Ÿ—“ Preventive Maintenance Scheduler via ICS Email (n8n | Google Sheets | Gmail)\n\nThis workflow automatically reads your daily preventive maintenance schedule from Google Sheets and sends each assigned team member a personalized calendar invite (.ICS) as an email attachment. No more manual reminders or copying events โ€” your operations and field teams will always be on schedule with clear, actionable reminders!\n\n## Whoโ€™s it For\n\n- Maintenance teams at plants, renewable sites, factories.\n- Facility and operations managers.\n- Any field crew, service team or org using Google Sheets and email for coordination.\n- Businesses wanting reliable, zero-touch preventive maintenance notifications.\n\n## How it Works\n\n1. **Daily Trigger:** Workflow runs automatically every morning at 7:00 AM.\n2. **Read Maintenance Tasks:** Pulls all scheduled maintenance for *today* from Google Sheets.\n3. **Generate ICS Data:** Prepares universal calendar event details: summary, location, time, assignee, etc.\n4. **Create ICS File:** Converts event data into a standard `.ics` calendar invite file with correct timings and description.\n5. **Send Calendar Invite Email:** Sends a personalized email to each assignee, with the `.ics` file attached โ€” ready to add to Outlook, Gmail or mobile calendar.\n\n## How to Set Up\n\n1. **Import the workflow JSON** into your n8n instance.\n2. **Set up connections in n8n:**\n- Authenticate Google Sheets (read access) and Gmail (send access).\n3. **Format your Google Sheet** with headers:\n`date`, `asset`, `task`, `location`, `email`\n4. **Activate the workflow.** It runs daily on schedule. You can test it manually for validation.\n5. **Each day**: Team members with tasks scheduled for that date are sent their personalized event invite.\n\n## Requirements\n\n| Tool | Purpose |\n|-----------------|---------------------------------------|\n| n8n Instance | Run and schedule the automation |\n| Google Sheets | Source of maintenance schedule/tasks |\n| Gmail (or SMTP) | Email platform to send calendar files |\n\n## How to Customize\n\n| Customization | How |\n|----------------------------------------|------------------------------------------------------------|\n| Change calendar invite/event wording | Edit title or description in the \"Create ICS File\" node |\n| Adjust event start/end times | Modify time logic in \"Generate ICS Data\" node |\n| Change daily send time | Tweak time in \"Daily Trigger\" node |\n| Use a different email provider (SMTP) | Swap Gmail node for SMTP node; link correct credentials |\n| Add extra notifications (SMS/Slack) | Add appropriate node after or before Send Email node |\n\n## Addโ€‘ons\n\n| Add-on | Description |\n|-------------------------|----------------------------------------------|\n| Recurring Tasks | Automate repeated tasks via your sheet/setup |\n| Email Logging | Log sent invites in another sheet/db |\n| WhatsApp/SMS Alerts | Add Twilio or WhatsApp for instant alerts |\n| Manager Summary | Send daily reports or dashboards to leads |\n| Pre-alerts | Add reminder emails 1hr / 1 day before event |\n\n## Use Case Examples\n\n- Wind turbine engineers receive daily calendar invites for inspections.\n- Solar O&M operators are automatically reminded for inverter cleaning via calendar sync.\n- Facility staff gets scheduled reminders for HVAC or safety checks without manual admin.\n- Managers have a clear audit trail of which reminders were sent on time.\n\n## Common Troubleshooting\n\n| Issue | Possible Cause | Solution |\n|-------------------------------------|---------------------------------------|-------------------------------------------------------|\n| No email received | Gmail/SMTP misconfigured | Check node credentials, token or SMTP settings |\n| Calendar file comes as .txt | Wrong file type/extension/MIME | Ensure \"Create ICS File\" outputs `.ics` and `text/calendar` |\n| No invites sent for today | No matching rows in Google Sheet | Check date/value format; add sample data for today |\n| Google Sheets returns error | Wrong Sheet ID/tab, access issue | Confirm correct Google Sheet is linked and shared |\n| Event time/zone is incorrect | Code nodeโ€™s time logic not matching | Adjust start/end time settings in the code node |\n\n## Need Help?\n\nWant guided setup, advanced reporting, Outlook synchronization or a full preventive maintenance dashboard?\n\n๐Ÿ‘‰ **Contact WeblineIndia โ€” Your [n8n Automation ](https://www.weblineindia.com/n8n-automation/) partner for smart preventive maintenance and calendar-driven ops!**", "workflow": { "id": "dZK8ffaLQG6lZMAM", "meta": { "instanceId": "14e4c77104722ab186539dfea5182e419aecc83d85963fe13f6de862c875ebfa" }, "name": "Maintenance-Scheduler-Via-ICS-Email", "tags": [], "nodes": [ { "id": "c45ddf2c-d266-4ca6-afce-5a9daddb4234", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -680, -120 ], "parameters": { "width": 1240, "height": 320, "content": "## Preventive Maintenance Scheduler via ICS Email (n8n | Google Sheets | SMTP)" }, "typeVersion": 1 }, { "id": "8cfde48b-026c-4164-9e31-bddba8badfe0", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -680, 220 ], "parameters": { "width": 1240, "height": 360, "content": "\n**Preventive Maintenance Scheduler (Google Sheets โ†’ ICS โ†’ Email)**\n\n**1. Daily Trigger**\n - Triggers workflow daily at desired time.\n\n**2. Read Maintenance Tasks**\n - Reads maintenance tasks scheduled for today from a configured sheet.\n\n**3. Generate ICS Data**\n - Prepares ICS event data: event title, start/end, assignee, and details.\n\n**4. Create ICS File**\n - Converts event data to a standard .ics calendar file with MIME type text/calendar.\n\n**5. Send Calendar Invite Email**\n - Sends personalized calendar invite (.ics) as an email attachment to the assigned person.\n\n" }, "typeVersion": 1 }, { "id": "43d85eb1-15f2-4dcd-8dba-bf262da239a6", "name": "Daily Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -580, -20 ], "parameters": { "rule": { "interval": [ { "triggerAtHour": 7 } ] } }, "typeVersion": 1.2 }, { "id": "e8f95d48-7616-4c97-83c1-9e73046d0d6b", "name": "Read Maintenance Tasks", "type": "n8n-nodes-base.googleSheets", "position": [ -380, -20 ], "parameters": { "options": {}, "filtersUI": { "values": [ { "lookupValue": "={{ $json[\"Day of month\"] }}/{{ $json.Month }}/{{ $json.Year }}", "lookupColumn": "date" } ] }, "sheetName": { "__rl": true, "mode": "list", "value": "gid=0", "cachedResultUrl": "", "cachedResultName": "Sheet1" }, "documentId": { "__rl": true, "mode": "list", "value": "1bYe5FlYuNNcajCWA5WW8f1wfNbVEMwIP9nyAcZtZeCc", "cachedResultUrl": "", "cachedResultName": "Preventive_Maintenance_Scheduler_final" } }, "credentials": { "googleSheetsOAuth2Api": { "id": "credential-id", "name": "googleSheetsOAuth2Api Credential" } }, "typeVersion": 4.6 }, { "id": "fc964f2f-3323-40ee-83d6-e54b7ab95da9", "name": "Generate ICS Data", "type": "n8n-nodes-base.code", "position": [ -180, -20 ], "parameters": { "jsCode": "// Utility function: pad number to 2 digits\nfunction pad(n) { return n < 10 ? '0' + n : n; }\n\nconst result = [];\nfor (const item of $input.all()) {\n // Parse and convert date to iCal format (YYYYMMDDT090000Z)\n let rawDate = item.json.date;\n // Your date is \"30/July/2025\", convert it to YYYYMMDD\n const monthNames = {\n \"January\": \"01\", \"February\": \"02\", \"March\": \"03\", \"April\": \"04\",\n \"May\": \"05\", \"June\": \"06\", \"July\": \"07\", \"August\": \"08\",\n \"September\": \"09\", \"October\": \"10\", \"November\": \"11\", \"December\": \"12\"\n };\n // Split and parse date\n let [day, month, year] = rawDate.split(\"/\");\n let eventDate = `${year}${monthNames[month]}${pad(Number(day))}`;\n // Set time: 09:00 to 10:00 UTC (adjust as needed)\n let dtStart = `${eventDate}T090000Z`;\n let dtEnd = `${eventDate}T100000Z`;\n // Push the ICS content as a new field\n result.push({\n json: {\n ...item.json,\n dtStart: dtStart,\n dtEnd: dtEnd\n }\n });\n}\n\nreturn result;\n" }, "typeVersion": 2 }, { "id": "82b85f31-4329-47ad-a1d0-a4a9959b13e4", "name": "Create ICS File", "type": "n8n-nodes-base.convertToFile", "position": [ 40, -20 ], "parameters": { "end": "={{ $json.dtEnd }}", "start": "={{ $json.dtStart }}", "title": "=Maintenance", "operation": "iCal", "additionalFields": { "location": "={{ $json.location }}", "description": "=Asset - {{ $json.asset }}\nTask - {{ $json.task }}" } }, "typeVersion": 1.1 }, { "id": "63532b15-5a17-4813-9c7a-b51ad825d99b", "name": "Send Calendar Invite Email", "type": "n8n-nodes-base.gmail", "position": [ 260, -20 ], "webhookId": "03bf7b9d-1dff-406d-96bd-36d2ac261e96", "parameters": { "sendTo": "={{ $('Read Maintenance Tasks').item.json.email }}", "message": "=Hello,\n\nYou have a scheduled preventive maintenance task today.\n\nDetails:\n- Asset: {{ $('Read Maintenance Tasks').item.json.asset }}\n- Task: {{ $('Read Maintenance Tasks').item.json.task }}\n- Location: {{ $('Read Maintenance Tasks').item.json.location }}\n- Date: {{ $('Read Maintenance Tasks').item.json.date }}\n\nPlease find the calendar invite attached. Add it to your calendar so you donโ€™t miss the task.\n\nThank you,\nMaintenance Team\n", "options": { "attachmentsUi": { "attachmentsBinary": [ { "property": "=data" } ] }, "appendAttribution": false }, "subject": "=Preventive Maintenance Task: {{ $('Read Maintenance Tasks').item.json.task }} for {{ $('Read Maintenance Tasks').item.json.asset }} on {{ $('Read Maintenance Tasks').item.json.date }}" }, "credentials": { "gmailOAuth2": { "id": "credential-id", "name": "gmailOAuth2 Credential" } }, "typeVersion": 2.1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "282a4855-9d31-4c25-b05a-c034b9849839", "connections": { "Daily Trigger": { "main": [ [ { "node": "Read Maintenance Tasks", "type": "main", "index": 0 } ] ] }, "Create ICS File": { "main": [ [ { "node": "Send Calendar Invite Email", "type": "main", "index": 0 } ] ] }, "Generate ICS Data": { "main": [ [ { "node": "Create ICS File", "type": "main", "index": 0 } ] ] }, "Read Maintenance Tasks": { "main": [ [ { "node": "Generate ICS Data", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 7, "nodeTypes": { "n8n-nodes-base.code": { "count": 1 }, "n8n-nodes-base.gmail": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "n8n-nodes-base.googleSheets": { "count": 1 }, "n8n-nodes-base.convertToFile": { "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": 18, "icon": "file:googleSheets.svg", "name": "n8n-nodes-base.googleSheets", "codex": { "data": { "alias": [ "CSV", "Sheet", "Spreadsheet", "GS" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/love-at-first-sight-ricardos-n8n-journey/", "icon": "โค๏ธ", "label": "Love at first sight: Ricardoโ€™s n8n journey" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "๐Ÿงฌ", "label": "Why business process automation with n8n can change your daily life" }, { "url": "https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/", "icon": "๐Ÿงพ", "label": "Automatically Adding Expense Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n" }, { "url": "https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/", "icon": "๐ŸŽซ", "label": "Supercharging your conference registration process with n8n" }, { "url": "https://n8n.io/blog/creating-triggers-for-n8n-workflows-using-polling/", "icon": "โฒ", "label": "Creating triggers for n8n workflows using polling" }, { "url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/", "icon": "store", "label": "6 e-commerce workflows to power up your Shopify s" }, { "url": "https://n8n.io/blog/migrating-community-metrics-to-orbit-using-n8n/", "icon": "๐Ÿ“ˆ", "label": "Migrating Community Metrics to Orbit using n8n" }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "๐Ÿ’ก", "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": " ๐Ÿ–ฅ๏ธ", "label": "Hey founders! 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