Meeting management agent

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Important notice

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

1. Workflow Overview

Use cases are many: Let users book, check, reschedule, or cancel meetings directly from Telegram. Perfect for solopreneurs, agencies, or teams who want an AI powered assistant that prevents double ...

Best for

AI Chatbot automation workflows
Multimodal AI automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.telegramtrigger, @n8n/n8n-nodes-langchain.agent, n8n-nodes-base.gmailtool, n8n-nodes-base.telegram, n8n-nodes-base.datetimetool, n8n-nodes-base.googlecalendartool, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.memorybufferwindow

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Meeting management agent
Workflow name: Meeting management agent

Use cases are many: Let users book, check, reschedule, or cancel meetings directly from Telegram. Perfect for solopreneurs, agencies, or teams who want an AI-powered assistant that prevents double-bookings, manages Google Calendar, and even sends email invites automatically.

Good to know At time of writing, this workflow uses OpenAI GPT-4.1-mini for natural conversation handling. See OpenAI Pricing for updated info. This workflow relies on Google Calendar for scheduling — if the model says “conflict found,” it means an event already exists in that time slot.

How it works

Telegram Chat: A user types natural requests like “Book a meeting with Sarah tomorrow at 2 PM” or “Do I have meetings on Friday?”.
AI Agent (OpenAI): Interprets the request, calculates dates (using Date & Time), and decides whether to create, update, or delete a meeting.
Conflict Checking: Before booking, the agent checks Google Calendar for existing events to avoid overlaps.
Meeting Management:
- Create: Adds new events with title, description, attendees.
- Update: Edits existing events.
- Delete: Cancels meetings if requested.
- Get: Lists all meetings for a date or time range.
Notifications: Replies instantly on Telegram and, if needed, sends a Gmail email with meeting details.
Memory: Keeps context of the conversation so users can speak naturally (“reschedule that meeting to 4 PM instead”).

How to use

Start a Telegram chat with the bot.
Type a request in plain English (no need for structured inputs).
The agent will confirm or suggest alternatives if a conflict exists.
Meetings appear in Google Calendar and details can be emailed via Gmail.

Requirements

Telegram bot connected to n8n
OpenAI API key (for AI-driven scheduling assistant)
Google Calendar account (for event creation & conflict checking)
Gmail account (for sending invites & confirmations)

Customising this workflow

Add support for multiple calendars (work, personal, shared).
Change the conflict-resolution logic (e.g., auto-suggest nearest free slot).
Include recurring meetings (weekly standups, monthly reviews).
Add Slack or WhatsApp integration for multi-platform scheduling.
Extend Gmail invites with calendar attachments (.ics files).

👉 Rakin Jakaria

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 - Telegram Trigger

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

Block 2 - AI Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2

Block 3 - Gmail

Type / Role: n8n-nodes-base.gmailTool - gmailTool
Config choices: Version 2.1

Block 4 - Telegram

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

Block 5 - Date & Time

Type / Role: n8n-nodes-base.dateTimeTool - dateTimeTool
Config choices: Version 2

Block 6 - Get

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

Block 7 - Update

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

Block 8 - Delete

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

Block 9 - Create

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

Block 10 - OpenAI

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

Block 11 - Memory

Type / Role: @n8n/n8n-nodes-langchain.memoryBufferWindow - memoryBufferWindow
Config choices: Version 1.3

Block 12 - Sticky Note

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

Block 13 - Sticky Note3

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

3. Summary Table

Workflow	Meeting management agent
Complexity	intermediate
Nodes	13
Categories	AI Chatbot, Multimodal AI
Author	Rakin Jakaria
Published	26 Aug 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/7904/7904.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 AI Chatbot workflows Multimodal AI workflows

Frequently asked questions

What does Meeting management agent do?

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 AI Chatbot, Multimodal AI use case.

Rakin Jakaria

11 workflows

Nodes

n8n-nodes-base.telegramtrigger @n8n/n8n-nodes-langchain.agent n8n-nodes-base.gmailtool n8n-nodes-base.telegram n8n-nodes-base.datetimetool n8n-nodes-base.googlecalendartool @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.memorybufferwindow

Complexity

intermediate

Published 26 Aug 2025

Likes 0

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Install path: /data/workflows/7904/7904.json

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Meeting management agent

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Telegram Trigger

Block 2 - AI Agent

Block 3 - Gmail

Block 4 - Telegram

Block 5 - Date & Time

Block 6 - Get

Block 7 - Update

Block 8 - Delete

Block 9 - Create

Block 10 - OpenAI

Block 11 - Memory

Block 12 - Sticky Note

Block 13 - Sticky Note3

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