Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

Who is this for? This workflow is designed for Scrum Masters and Agile Coaches who prepare and coordinate Sprint Planning sessions , using Google Calendar , Google Sheets , and OpenAI . What ...

Best for

Project Management automation workflows
AI Summarization automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.manualtrigger, n8n-nodes-base.scheduletrigger, n8n-nodes-base.noop, n8n-nodes-base.googlecalendar, n8n-nodes-base.stickynote, n8n-nodes-base.googlesheets, n8n-nodes-base.splitinbatches, @n8n/n8n-nodes-langchain.agent

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Willemijn.

Original n8n.io source

1.1 Workflow description

Title: Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams
Workflow name: Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams

👤 Who is this for?

This workflow is designed for Scrum Masters and Agile Coaches who prepare and coordinate Sprint Planning sessions, using Google Calendar, Google Sheets, and OpenAI.

🧩 What problem is this workflow solving?

It solves the manual and time-consuming task of collecting, validating, and preparing backlog items for sprint planning—especially when coordinating with distributed teams or large product backlogs.

⚙️ What this workflow does

Every week, the workflow:

Detects if a Sprint Planning event is coming up.
Retrieves relevant backlog items marked as “Ready for Sprint Planning” or “Active in Sprint.”
Checks each user story against the Definition of Ready (DoR) using AI.
Adds AI-generated feedback per story in the backlog.
Drafts a personalized preparation email for the team and sends it after Scrum Master approval.
Optionally, generates Sprint Goal suggestions for the Product Owner.

🚀 Setup

Connect your Google Calendar, Sheets, and Gmail accounts.
Then configure variables like event names, sheet names, and email addresses in the “Start Here” node.

🛠️ How to customize this workflow to your needs

Swap Google Sheets with Jira or another tool.
Adjust status filters and column mappings.
Tweak AI prompts for tone, language, or preferred practices.
Change email logic for different approval flows.

🔥 Unique Selling Points (USPs)

Validated by a Scrum Master with 10+ years of experience
AI-driven backlog validation and email drafting.
Weekly automation with human approval loops.
Clear, structured output aligned with agile best practices.
Fully customizable for any Scrum environment.

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - When clicking ‘Test workflow’

Type / Role: n8n-nodes-base.manualTrigger - manualTrigger
Config choices: Version 1

Block 2 - Schedule Trigger

Type / Role: n8n-nodes-base.scheduleTrigger - scheduleTrigger
Config choices: Version 1.2

Block 3 - No Operation, do nothing

Type / Role: n8n-nodes-base.noOp - noOp
Config choices: Version 1

Block 4 - Load Calendar of Scrum Master

Type / Role: n8n-nodes-base.googleCalendar - googleCalendar
Config choices: Version 1.3

Block 5 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 6 - Sticky Note7

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 7 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 8 - Sticky Note4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 9 - Read DoR criteria

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.5

Block 10 - Loop Over Items for DoR check

Type / Role: n8n-nodes-base.splitInBatches - splitInBatches
Config choices: Version 3

Block 11 - Compare User Story to DoR Criterium

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 1.9

Block 12 - If no event do nothing

Type / Role: n8n-nodes-base.noOp - noOp
Config choices: Version 1

Block 13 - Take backlog link for further referral

Type / Role: n8n-nodes-base.googleDrive - googleDrive
Config choices: Version 3

Block 14 - Update Scrum feedback in Backlog

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.5

Block 15 - OpenAI Scrum Master Emailer

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 16 - OpenAI Scrum Master Story Feedback

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 17 - OpenAI Scrum Master DoR Check

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 18 - Sticky Note6

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 19 - Aggregate DoR check to User Story Level

Type / Role: n8n-nodes-base.aggregate - aggregate
Config choices: Version 1

Block 20 - Add DoR feedback to User Story

Type / Role: n8n-nodes-base.merge - merge
Config choices: Version 3.1

Block 21 - Provide Scrum Master Feedback on the story

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 1.9

Block 22 - Combine stories into one list

Type / Role: n8n-nodes-base.aggregate - aggregate
Config choices: Version 1

Block 23 - Sticky Note5

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 24 - Error Trigger

Type / Role: n8n-nodes-base.errorTrigger - errorTrigger
Config choices: Version 1

Showing the first 24 of 52 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams
Complexity	advanced
Nodes	52
Categories	Project Management, AI Summarization
Author	Willemijn
Published	14 May 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/4038/4038.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Project Management workflows AI Summarization workflows

Frequently asked questions

What does Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams do?

Who is this for? This workflow is designed for Scrum Masters and Agile Coaches who prepare and coordinate Sprint Planning sessions , using Google Calendar , Google Sheets , and OpenAI . What ...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Project Management, AI Summarization use case.

Willemijn

2 workflows

Nodes

n8n-nodes-base.manualtrigger n8n-nodes-base.scheduletrigger n8n-nodes-base.noop n8n-nodes-base.googlecalendar n8n-nodes-base.stickynote n8n-nodes-base.googlesheets n8n-nodes-base.splitinbatches @n8n/n8n-nodes-langchain.agent

Complexity

advanced

Published 14 May 2025

Likes 0

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Install path: /data/workflows/4038/4038.json

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Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

👤 Who is this for?

🧩 What problem is this workflow solving?

⚙️ What this workflow does

🚀 Setup

🛠️ How to customize this workflow to your needs

🔥 Unique Selling Points (USPs)

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - When clicking ‘Test workflow’

Block 2 - Schedule Trigger

Block 3 - No Operation, do nothing

Block 4 - Load Calendar of Scrum Master

Block 5 - Sticky Note

Block 6 - Sticky Note7

Block 7 - Sticky Note1

Block 8 - Sticky Note4

Block 9 - Read DoR criteria

Block 10 - Loop Over Items for DoR check

Block 11 - Compare User Story to DoR Criterium

Block 12 - If no event do nothing

Block 13 - Take backlog link for further referral

Block 14 - Update Scrum feedback in Backlog

Block 15 - OpenAI Scrum Master Emailer

Block 16 - OpenAI Scrum Master Story Feedback

Block 17 - OpenAI Scrum Master DoR Check

Block 18 - Sticky Note6

Block 19 - Aggregate DoR check to User Story Level

Block 20 - Add DoR feedback to User Story

Block 21 - Provide Scrum Master Feedback on the story

Block 22 - Combine stories into one list

Block 23 - Sticky Note5

Block 24 - Error Trigger

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions