Automate email triage & meeting scheduling with Gmail, GPT-4 & Google Calendar

This workflow acts as your personal inbox assistant. It automatically filters, classifies, and responds to incoming emails using AI, saving you from manually sorting through leads or inquiries 24/7.

👥 Who’s it for

• Freelancers & Consultants handling their own sales pipeline.
• Sales Professionals who need to book meetings instantly.
• Small Business Owners who want to automate customer support or lead triage.
• Agencies managing inbound inquiries for multiple clients.

⚙️ How it works

This workflow monitors your Gmail inbox and processes emails in three main stages:

1. Filtering: It first checks if the sender is on your "Whitelist" (a Google Sheet). It also ignores automated calendar replies (like "Accepted" or "Declined" notifications) to prevent loops.
2. AI Analysis: OpenAI (GPT-4) reads the email body to understand the sender's intent.
3. Action: Based on the intent, it takes one of three paths:
   • Schedule Meeting: If the lead wants to meet, it creates a Google Calendar event, sends a confirmation email with the link, and notifies you on Telegram.
   • Auto Reply: If the lead declines or isn't interested, it sends a polite, context-aware "thank you" email.
   • Needs Review: If the email is unclear, it waits (configurable delay) and sends a gentle follow-up email to re-engage them.

📋 Requirements

• n8n (Self-hosted or Cloud)
• Gmail Account (Connected via OAuth2)
• Google Sheets (For the whitelist)
• Google Calendar (For booking meetings)
• OpenAI API Key (GPT-4o-mini or similar model)
• Telegram (Optional, for notifications)

🛠️ How to set up

1. Prepare the Whitelist: Create a Google Sheet with three columns: email, first_name, and company. Add the email addresses you want the bot to respond to.
2. Configure Credentials: Connect your Google (Gmail, Sheets, Calendar) and OpenAI accounts in the workflow credentials settings.
3. Link the Sheet: In the "Get row(s) in sheet" node, select your whitelist spreadsheet.
4. Set the Model: Check the "Message a model" nodes to ensure your OpenAI model (e.g., gpt-4o-mini) is selected.
5. Telegram (Optional): If you want notifications, create a bot with @BotFather and add your Chat ID/Credentials. If not, you can disable/remove the Telegram nodes.

🎨 How to customize the workflow

• Adjust the Delay: The "Wait" node is currently set to minutes for testing. Change this to 3 Days (or your preferred duration) for a real-world scenario.
• Brand Your Emails: Open the Code nodes (e.g., "Personalize AI Reply"). You will see HTML code inside. Update the senderName, senderEmail, and footer text to match your brand identity.
• Refine AI Prompts: You can modify the system prompt in the "Message a model" node to change the AI's tone (e.g., make it more formal or casual).

🧑‍💻 Creator Information

Developed by: Adem Tasin
🌐 Website: ademtasin.com
💼 LinkedIn: Adem Tasin