Triage emails and draft Gmail replies using Gemini and Google Calendar

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1. Workflow Overview

Who it's for This workflow is for professionals and small business owners who receive a high volume of emails and want to automate triage, labeling, and draft reply generation — without losing the ...

Best for

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

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.gmail, n8n-nodes-base.gmailtrigger, n8n-nodes-base.filter, @n8n/n8n-nodes-langchain.agent, n8n-nodes-base.switch, n8n-nodes-base.code, n8n-nodes-base.googlecalendartool

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Triage emails and draft Gmail replies using Gemini and Google Calendar
Workflow name: Triage emails and draft Gmail replies using Gemini and Google Calendar

Who it's for

This workflow is for professionals and small business owners who receive a high volume of emails and want to automate triage, labeling, and draft reply generation — without losing the human touch before sending.

How it works

A Gmail trigger polls the inbox every minute for new unread emails and retrieves the current date.
The full email message is fetched, and any existing processing labels are stripped from the thread.
A Gemini 2.5 Pro AI Agent reads the email (and the full thread via a Gmail Thread tool), checks Google Calendar for availability, then classifies the email into one of six categories (Urgent, Reply, Read, Notification, Newsletter, Invoice) and drafts an HTML reply when needed.
A Switch node routes the output: emails requiring a reply (Urgent or Reply) pass through a JavaScript node that appends an HTML signature before saving the message as a Gmail draft.
All paths converge to fetch the matching Gmail label, filter for validity, apply it to the thread, and mark the message as unread so it surfaces for human review.

How to set up

Connect a Gmail OAuth2 credential to all Gmail nodes (trigger, fetch, remove label, draft, label, mark unread)
Connect a Google Gemini (PaLM) API credential to the Gemini Chat Model node
Connect a Google Calendar OAuth2 credential to the Google Calendar Tool node
Configure the Gmail Trigger label/filter to match your inbox setup
Update the label IDs in Remove Label from Thread, Get label for response, and Labelliser to match your Gmail labels
Customize the HTML signature in the Build HTML Signature code node

Requirements

Gmail account with OAuth2 access
Google Gemini (PaLM) API key
Google Calendar account

How to customize

Adjust the AI Agent's system prompt to change tone, add new label categories, or modify the reply structure.
Extend the Switch node with additional branches (e.g., forward to a team member, archive automatically, create a CRM task).
Replace the Gmail draft step with a direct send for fully automated responses on low-risk categories like Notifications.

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 - Sticky Note13

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

Block 2 - Sticky Note16

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

Block 3 - Sticky Note1

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

Block 4 - Sticky Note2

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

Block 5 - Sticky Note5

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

Block 6 - Sticky Note6

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

Block 7 - Fetch Email Details

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

Block 8 - Add Label to Email

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

Block 9 - When New Email Arrives

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

Block 10 - Send Response Email

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

Block 11 - Filter Valid Label

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2.2

Block 12 - Draft and Label Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 13 - Send Draft Email

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

Block 14 - Route by Draft Type

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.3

Block 15 - Build HTML Signature

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

Block 16 - Get Current Date

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

Block 17 - Remove Label from Thread

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

Block 18 - Google Calendar Tool

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

Block 19 - Gemini Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatGoogleGemini - lmChatGoogleGemini
Config choices: Version 1

Block 20 - Gmail Thread Tool

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

Block 21 - Structured Output Parser

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

Block 22 - Mark Email as Unread

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.2

Block 23 - Sticky Note7

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

Block 24 - Sticky Note8

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

Showing the first 24 of 25 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Triage emails and draft Gmail replies using Gemini and Google Calendar
Complexity	advanced
Nodes	25
Categories	Ticket Management, AI Summarization
Author	Allan Vaccarizi
Published	28 Apr 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/15369/15369.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 Ticket Management workflows AI Summarization workflows

Frequently asked questions

What does Triage emails and draft Gmail replies using Gemini and Google Calendar 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 Ticket Management, AI Summarization use case.

Allan Vaccarizi

39 workflows

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.gmail n8n-nodes-base.gmailtrigger n8n-nodes-base.filter @n8n/n8n-nodes-langchain.agent n8n-nodes-base.switch n8n-nodes-base.code n8n-nodes-base.googlecalendartool

Complexity

advanced

Published 28 Apr 2026

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/15369/15369.json

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Triage emails and draft Gmail replies using Gemini and Google Calendar

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Who it's for

How it works

How to set up

Requirements

How to customize

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Sticky Note13

Block 2 - Sticky Note16

Block 3 - Sticky Note1

Block 4 - Sticky Note2

Block 5 - Sticky Note5

Block 6 - Sticky Note6

Block 7 - Fetch Email Details

Block 8 - Add Label to Email

Block 9 - When New Email Arrives

Block 10 - Send Response Email

Block 11 - Filter Valid Label

Block 12 - Draft and Label Agent

Block 13 - Send Draft Email

Block 14 - Route by Draft Type

Block 15 - Build HTML Signature

Block 16 - Get Current Date

Block 17 - Remove Label from Thread

Block 18 - Google Calendar Tool

Block 19 - Gemini Chat Model

Block 20 - Gmail Thread Tool

Block 21 - Structured Output Parser

Block 22 - Mark Email as Unread

Block 23 - Sticky Note7

Block 24 - Sticky Note8

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