Manage tasks & send scheduled reminders with Telegram Bot, Google Sheets & GPT-4o mini

This n8n automation lets you build a complete AI-powered task management system that integrates Telegram, Google Sheets, and GPT-4o mini to help users easily manage to-do lists and receive daily task reminders.

Users can interact with the system via Telegram, while the AI assistant (powered by GPT-4o mini) processes commands naturally, updates a central Google Sheet, and ensures scheduled reminders are sent for pending tasks.

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✨ Key Features

✅ Add, list, update, complete, or delete tasks via Telegram ✅ AI-powered conversational responses using GPT-4o ✅ All tasks stored and synced in Google Sheets ✅ Daily scheduled task summary and pending reminders sent to Telegram ✅ Friendly, human-like assistant responses ✅ Fully configurable and easy to set up

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🛠️ Workflow Functionality Breakdown

1. User Interacts on Telegram

• Sends commands like:

  • add buy groceries
  • list tasks
  • complete submit report
  • delete dentist appointment

2. AI-Powered Processing

• A GPT-4o agent processes user messages
• Ensures clear, friendly responses
• Determines task intent: add, update, delete, list, complete

3. Google Sheets Sync

• Every operation is logged to Google Sheets

• Google Sheets acts as the master task database

• Sheet structure includes:

  • Task
  • Status (pending or done)
  • Created At (timestamp)
  • Due Date (optional)
  • Notes (optional)

4. Scheduled Daily Task Summary

• At 9 PM daily, the workflow:

  • Fetches tasks from Google Sheets
  • Generates a warm, conversational summary via GPT-4o
  • Sends the summary to the user on Telegram

5. Automated Reminders

• Checks for pending tasks due today
• Sends reminder messages to Telegram

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✅ Prerequisites

Before setting up the workflow, ensure you have:

✔️ An n8n instance (Cloud or self-hosted) ✔️ A Telegram Bot Token ✔️ Access to Google Sheets API (OAuth2 credentials) ✔️ An OpenAI API Key with GPT-4o access ✔️ A Google Sheet structured as per the specification below

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📝 Google Sheet Structure

Your Google Sheet should have the following columns:

Column Name	Description
Task	Short task description
Status	pending or done
Created At	Date & time task was created (YYYY-MM-DD HH:mm:ss)
Due Date	(Optional) When task is due (YYYY-MM-DD HH:mm:ss)
Notes	(Optional) Additional details

Important: The first row should be the header row with these exact column names.

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🔧 Setup Instructions

1. Telegram Bot Setup

• Create a bot via BotFather
• Obtain the Bot Token
• Connect Telegram Trigger and Telegram Send nodes using your Bot Token in n8n

2. Google Sheets API Setup

• Follow n8n Google Sheets integration guide
• Set up OAuth2 credentials
• Provide access to your task Google Sheet

3. OpenAI API Setup

• Obtain an API key from OpenAI
• Ensure GPT-4o mini access is enabled
• Add OpenAI credentials to relevant nodes

4. Sheet Linking

• Replace the Google Sheet ID in the workflow with your own
• Confirm sheet names and column structure match exactly

5. Schedule Configuration (Optional)

• Adjust the daily summary time (Schedule Trigger node) as desired

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⚙️ Configuration Options

• 🔧 Adjust AI prompt instructions for tone/style
• 🔧 Change reminder times in the schedule trigger
• 🔧 Customize Google Sheet columns if needed (update mappings accordingly)
• 🔧 Add multi-user support with chat ID checks (advanced)

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📂 Files Included

• Full n8n JSON workflow ready to import

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💡 Tips

• You can extend this with Slack, WhatsApp, or Email reminders
• Combine with Notion, ClickUp, or CRM integrations for more powerful task management
• Consider adding a "Priority" column for advanced sorting

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Ready to stay organized with AI-powered task management? Import this workflow, link your accounts, and your Telegram assistant is good to go! 🚀

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