Automate Email Triage & Meeting Scheduling with Gmail, Gpt-4 & Google Calendar

The workflow JSON

Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →

{
  "id": "896WetNRzIGunBT8",
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "name": "AI-Powered Inbound Email Assistant with Smart Classification & Auto-Response",
  "tags": [],
  "nodes": [
    {
      "id": "3fae9082-b21d-4251-92e1-2361d9803ec8",
      "name": "Function Node: Parse Email Content",
      "type": "n8n-nodes-base.code",
      "position": [
        240,
        32
      ],
      "parameters": {
        "jsCode": "function decodeBase64(input) {\n  try {\n    return Buffer.from(input, \"base64\").toString(\"utf8\");\n  } catch (e) {\n    return \"\";\n  }\n}\n\n// === Gmail Trigger Payload ===\nconst payload = $json.payload || {};\nconst headers = payload.headers || [];\n\n// === BODY (multi-part fallback) ===\nlet bodyRaw =\n  payload.body?.data ||\n  payload.parts?.find(p => p.mimeType?.includes(\"text/plain\"))?.body?.data ||\n  payload.parts?.[0]?.parts?.find(p => p.mimeType?.includes(\"text/plain\"))?.body?.data ||\n  \"\";\n\nlet body = decodeBase64(bodyRaw).trim();\n\n// === Snippet fallback ===\n// E\u011fer body bo\u015fsa Gmail trigger snippet\u2019\u0131n\u0131 kullan\nif (!body || body.length < 10) {\n  body = $json.snippet || \"(no message content)\";\n}\n\n// === FROM & SUBJECT ===\nlet fromHeader =\n  headers.find(h => h.name?.toLowerCase() === \"from\")?.value ||\n  $json.From ||  // root-level fallback\n  \"\";\nlet subjectHeader =\n  headers.find(h => h.name?.toLowerCase() === \"subject\")?.value ||\n  $json.Subject ||  // root-level fallback\n  \"(no subject)\";\n\n// === Clean Email ===\nlet from_email = fromHeader;\nconst emailMatch = fromHeader.match(/<(.+?)>/);\nif (emailMatch) from_email = emailMatch[1].trim();\n\n// === Lead Name ===\nconst leadNameMatch = fromHeader.match(/^(.+?)\\s*</);\nconst lead_name = leadNameMatch ? leadNameMatch[1].trim() : \"Unknown Lead\";\n\n// === Output ===\nreturn [\n  {\n    json: {\n      lead_name,\n      from_email,\n      subject: subjectHeader,\n      last_message: body,\n      context_language: \"en\",\n      calendar_link: \"https://calendar.google.com/calendar/u/0/r\",\n    },\n  },\n];\n"
      },
      "typeVersion": 2
    },
    {
      "id": "116f79fd-ce8d-4b66-bd3d-7083bfe5570a",
      "name": "Message a model",
      "type": "@n8n/n8n-nodes-langchain.openAi",
      "position": [
        1104,
        -144
      ],
      "parameters": {
        "modelId": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4.1-mini",
          "cachedResultName": "GPT-4.1-MINI"
        },
        "options": {
          "maxTokens": 300,
          "temperature": 0.7
        },
        "messages": {
          "values": [
            {
              "role": "system",
              "content": "=You are an AI Email Assistant for a Gmail-based outreach workflow built on n8n.\n\nYour task:\n- Read the incoming email carefully, especially the message body below:\n---\nEMAIL CONTENT:\n\"{{ $json.last_message }}\"\n---\n- Respond politely, professionally, and concisely (under 150 words).\n- Classify the intent into one of three strict categories.\n- If the email body or subject is missing, unclear, or too short to determine intent, set \"action\": \"needs_review\" instead of guessing.\n\n---\n\n### ACTION CATEGORIES\n\n1. **schedule_meeting**\n   - The lead clearly wants to book, schedule, or discuss a meeting, call, or demo.\n   - Phrases may include: \"schedule a call\", \"book a time\", \"discuss this\", \"set up a meeting\", \"can we talk\".\n   - Your reply must include the Google Calendar link provided in {{ $json.calendar_link }}.\n\n2. **auto_reply**\n   - The lead politely declines, says they\u2019re not interested, already reviewed, or will contact later.\n   - Example phrases: \"no meeting needed\", \"already reviewed\", \"thank you, not now\", \"I\u2019ll get back to you\", \"maybe later\".\n   - Respond briefly, thank them, and DO NOT include the calendar link.\n\n3. **needs_review**\n   - The message is unclear, off-topic, empty, or requires human judgment.\n   - Example: \u201cCan you send more details?\u201d, \u201cWhat exactly do you offer?\u201d.\n   - Return this category if you are uncertain about intent.\n\n---\n\n### RESPONSE GUIDELINES\n\n- Always reply in the same language as the lead ({{ $json.context_language }}).\n- Do not invent any details or new links.\n- Keep tone friendly and natural.\n- Include a one-sentence CRM summary of what the lead expressed.\n- You MUST always output a valid JSON object in this exact schema:\n\n{\n  \"reply\": \"the full email reply text\",\n  \"summary\": \"short CRM summary (1 sentence)\",\n  \"action\": \"schedule_meeting\" | \"auto_reply\" | \"needs_review\"\n}\n"
            }
          ]
        },
        "jsonOutput": true
      },
      "typeVersion": 1.8
    },
    {
      "id": "e2927aab-b7a2-4897-896a-915933150257",
      "name": "Gmail Trigger",
      "type": "n8n-nodes-base.gmailTrigger",
      "position": [
        -96,
        -96
      ],
      "parameters": {
        "filters": {},
        "pollTimes": {
          "item": [
            {
              "mode": "everyMinute"
            }
          ]
        }
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "494647f1-82f4-485d-990b-d70a3a4e5393",
      "name": "Switch",
      "type": "n8n-nodes-base.switch",
      "position": [
        1584,
        0
      ],
      "parameters": {
        "rules": {
          "values": [
            {
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "id": "124b3761-030e-4532-89c7-6e870cee3bc9",
                    "operator": {
                      "type": "string",
                      "operation": "equals"
                    },
                    "leftValue": "={{$json[\"message\"][\"content\"][\"action\"]}}",
                    "rightValue": "=schedule_meeting"
                  }
                ]
              }
            },
            {
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "id": "3abc94b2-e672-44ec-aabb-a6e68166bf7e",
                    "operator": {
                      "name": "filter.operator.equals",
                      "type": "string",
                      "operation": "equals"
                    },
                    "leftValue": "={{$json[\"message\"][\"content\"][\"action\"]}}",
                    "rightValue": "auto_reply"
                  }
                ]
              }
            },
            {
              "conditions": {
                "options": {
                  "version": 2,
                  "leftValue": "",
                  "caseSensitive": true,
                  "typeValidation": "strict"
                },
                "combinator": "and",
                "conditions": [
                  {
                    "id": "0de1ef2c-906b-43df-89cc-a99ce27e78ba",
                    "operator": {
                      "name": "filter.operator.equals",
                      "type": "string",
                      "operation": "equals"
                    },
                    "leftValue": "={{$json[\"message\"][\"content\"][\"action\"]}}",
                    "rightValue": "needs_review"
                  }
                ]
              }
            }
          ]
        },
        "options": {}
      },
      "typeVersion": 3.3,
      "alwaysOutputData": false
    },
    {
      "id": "aa514acf-6fa0-4460-843f-f1fa67a16541",
      "name": "Merge",
      "type": "n8n-nodes-base.merge",
      "position": [
        1424,
        16
      ],
      "parameters": {
        "mode": "combine",
        "options": {},
        "combineBy": "combineByPosition"
      },
      "typeVersion": 3.2,
      "alwaysOutputData": false
    },
    {
      "id": "33d04a4a-fdd8-41fd-a9f8-bf5a1f1a45e0",
      "name": "Get row(s) in sheet",
      "type": "n8n-nodes-base.googleSheets",
      "position": [
        240,
        -224
      ],
      "parameters": {
        "sheetName": {
          "__rl": true,
          "mode": "list",
          "value": "",
          "cachedResultUrl": "",
          "cachedResultName": ""
        },
        "documentId": {
          "__rl": true,
          "mode": "id",
          "value": ""
        }
      },
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 4.7
    },
    {
      "id": "d639f63f-a53d-47be-b11c-a372cf2a4b8e",
      "name": "Merge (Allowed)",
      "type": "n8n-nodes-base.merge",
      "position": [
        496,
        -160
      ],
      "parameters": {
        "mode": "combine",
        "options": {},
        "advanced": true,
        "mergeByFields": {
          "values": [
            {
              "field1": "=email",
              "field2": "=from_email"
            }
          ]
        }
      },
      "typeVersion": 3.2,
      "alwaysOutputData": false
    },
    {
      "id": "501cead7-0f59-49f0-b15e-ba81be8c0862",
      "name": "Create an event",
      "type": "n8n-nodes-base.googleCalendar",
      "position": [
        1872,
        -176
      ],
      "parameters": {
        "end": "={{ $now.plus(2, 'hour') }}",
        "calendar": {
          "__rl": true,
          "mode": "id",
          "value": ""
        },
        "additionalFields": {
          "summary": "={{ $json.subject }}\nLead : {{ $json.lead_name }}",
          "attendees": [
            "={{ $json.from_email }}"
          ],
          "description": "=Lead Mail: {{ $json.from_email }}\nSummary: {{ $json.message.content.summary }}\n"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "899ee580-3458-4196-8f18-3bf4896a3ade",
      "name": "Personalize AI Reply",
      "type": "n8n-nodes-base.code",
      "position": [
        2128,
        -112
      ],
      "parameters": {
        "jsCode": "// --- MailPilot: Personalize AI Reply (Schedule Meeting Case, Human Style) ---\nreturn $input.all().map(item => {\n  // === Input verileri ===\n  const name = item.json.first_name || item.json.lead_name || \"there\";\n  const company = item.json.company || \"\";\n  const replyText =\n    item.json.message?.content?.body ||\n    item.json.reply ||\n    \"Thanks for getting back to me!\";\n\n  const link =\n    item.json.calendar_link ||\n    item.json.htmlLink ||\n    item.json.link ||\n    \"\";\n\n  // === Header ===\n  const header = \"\ud83d\udcc5 Let's Schedule a Quick Call\";\n\n  // === HTML Body ===\n  const html = `\n  <div style=\"font-family: Arial, sans-serif; font-size:15px; color:#202124; line-height:1.6; max-width:600px; margin:0 auto;\">\n    <h2 style=\"color:#1a73e8; font-size:18px; margin-bottom:16px;\">${header}</h2>\n    \n    <p>Hi ${name},</p>\n    \n    <p>${replyText}</p>\n    \n    <p>You can book a quick call using my calendar link below:</p>\n    <p><a href=\"${link}\" target=\"_blank\" style=\"color:#1a73e8;\">${link}</a></p>\n    \n    <p>Looking forward to connecting soon!</p>\n    \n    <p>Best regards,<br>\n    <strong>Your Name</strong><br>\n    <small>Your Company</small><br>\n    <a href=\"mailto:yourmail\" style=\"color:#1a73e8;\">yourmail</a></p>\n  </div>\n  `;\n\n  item.json.subject =\n    item.json.subject || \"Schedule a Quick Call \u2014 MailPilot AI Reply\";\n  item.json.finalMessage = html;\n  return item;\n});\n"
      },
      "typeVersion": 2
    },
    {
      "id": "fbe4b687-adda-4403-bdb4-0b542d7a901f",
      "name": "Wait",
      "type": "n8n-nodes-base.wait",
      "position": [
        1872,
        560
      ],
      "parameters": {
        "unit": "minutes",
        "amount": 3
      },
      "typeVersion": 1.1
    },
    {
      "id": "bc8533fd-78f5-4f10-885a-f129125fbfe3",
      "name": "Send AI Reminder Email",
      "type": "n8n-nodes-base.gmail",
      "position": [
        2576,
        560
      ],
      "parameters": {
        "sendTo": "={{ $('Switch').item.json.from_email }}",
        "message": "={{ $json.finalMessage }}",
        "options": {
          "appendAttribution": false
        },
        "subject": "={{ $json.subject }}"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "bb8ef98d-1e84-4745-8cd6-d4f07a911e9b",
      "name": "AI Reminder Generator",
      "type": "@n8n/n8n-nodes-langchain.openAi",
      "position": [
        2080,
        560
      ],
      "parameters": {
        "modelId": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4.1-mini",
          "cachedResultName": "GPT-4.1-MINI"
        },
        "options": {},
        "messages": {
          "values": [
            {
              "content": "=You are an AI assistant for a Gmail-based outreach workflow built on n8n.\nThis branch is for FOLLOW-UP when the lead did NOT clearly ask to schedule.\n\nGoals:\n- Re-engage the lead kindly after a few days.\n- Keep tone friendly, concise, and human-like (under 90 words).\n- Use the same language as the lead ({{ $json.context_language }}).\n- Briefly reference the latest message if relevant ({{ $json.last_message }}).\n\nSTRICT RULES:\n- Do NOT include any calendar/scheduling links.\n- Do NOT suggest booking or \u201cpick a time\u201d.\n- Ask ONE short clarifying question that moves the conversation forward.\n\nOutput strictly as JSON:\n{\n  \"subject\": \"short email subject line\",\n  \"body\": \"personalized follow-up email text WITHOUT any links\"\n}\n"
            }
          ]
        },
        "jsonOutput": true
      },
      "credentials": {
        "openAiApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.8
    },
    {
      "id": "f30a301c-3f3c-4e90-83c8-2b337753f32f",
      "name": "Personalize Greeting",
      "type": "n8n-nodes-base.code",
      "position": [
        2416,
        560
      ],
      "parameters": {
        "jsCode": "// --- MailPilot: Personalize Greeting (Clean white, no background) ---\nreturn $input.all().map(item => {\n  // === 1) Input De\u011ferleri ===\n  const name = item.json.first_name || item.json.lead_name || \"there\";\n  const subject = item.json.subject || \"Following up\";\n  const content = item.json.message?.content?.body || item.json.body || \"\";\n  const senderName = \"Your Name\";\n  const senderEmail = \"Your Mail\";\n\n  // === 2) Ba\u015fl\u0131k (Friendly follow-up tone) ===\n  const header = \"\ud83d\udcac Just Checking In \u2014 Hope You're Doing Well\";\n\n  // === 3) HTML Body (Outbound tarz\u0131 sade) ===\n  const htmlBody = `\n  <div style=\"font-family: Arial, sans-serif; font-size:15px; color:#202124; line-height:1.6; max-width:600px; margin:0 auto;\">\n    <h2 style=\"color:#1a73e8; font-size:18px; margin-bottom:16px;\">${header}</h2>\n\n    <p>Hi ${name},</p>\n\n    <p>I just wanted to quickly follow up on our previous conversation.</p>\n    <p>${content || \"I\u2019d love to reconnect and see how things are going on your end.\"}</p>\n\n    <p>Best regards,<br>\n    <strong>${senderName}</strong><br>\n    <small>Your Company</small><br>\n    <a href=\"mailto:${senderEmail}\" style=\"color:#1a73e8;\">${senderEmail}</a></p>\n  </div>\n  `;\n\n  // === 4) Output ===\n  item.json.subject = subject;\n  item.json.finalMessage = htmlBody;\n  return item;\n});\n"
      },
      "typeVersion": 2
    },
    {
      "id": "06db529f-f27c-44db-9c88-2c95433f7b2a",
      "name": "Send a text message (New Meeting)",
      "type": "n8n-nodes-base.telegram",
      "position": [
        2160,
        -352
      ],
      "parameters": {
        "text": "=\ud83d\uddd3 New Meeting Booked!\n\n\ud83d\udc64 Lead: {{ $('Switch').item.json.lead_name }}\n\ud83d\udd52 When: {{ new Date($json.start?.dateTime || Date.now()).toLocaleString('en-EN', { timeZone: $json.start?.timeZone || 'Europe/Istanbul', dateStyle: 'medium', timeStyle: 'short' }) }}\n\ud83e\uddfe Subject: {{ $json.summary || 'No subject' }}\n\ud83d\udd17 Calendar: {{ $json.htmlLink || $json.hangoutLink || $json.meetingLink || '\u2014' }}\n\n\ud83e\udde0 Description:\n{{ $json.description || 'No description available.' }}\n",
        "additionalFields": {
          "appendAttribution": false
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "73e5ebe7-8a37-439e-a00b-576cf3a90699",
      "name": "Send AI Reply (schedule_meeting)",
      "type": "n8n-nodes-base.gmail",
      "position": [
        2320,
        -112
      ],
      "parameters": {
        "sendTo": "={{ $('Switch').item.json.from_email }}",
        "message": "={{ $json.finalMessage }}\n",
        "options": {
          "appendAttribution": false
        },
        "subject": "={{ $('Switch').item.json.subject }}"
      },
      "typeVersion": 2.1
    },
    {
      "id": "4eff830f-78cf-4f82-86c2-6c291cce77b1",
      "name": "Send AI Reply (auto_reply)",
      "type": "n8n-nodes-base.gmail",
      "position": [
        2224,
        224
      ],
      "parameters": {
        "sendTo": "={{ $json.from_email }}",
        "message": "={{ $json.finalMessage }}\n",
        "options": {
          "appendAttribution": false
        },
        "subject": "=Re: {{ $json.subject }}\n"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "b6e28f76-f30e-46d7-9e75-58e79c5b7178",
      "name": "Personalize Auto Reply",
      "type": "n8n-nodes-base.code",
      "position": [
        2048,
        224
      ],
      "parameters": {
        "jsCode": "// --- MailPilot: Personalize Auto Reply (Thank You / Not Interested Case, Human Style) ---\nreturn $input.all().map(item => {\n  // === Input verileri ===\n  const name = item.json.first_name || item.json.lead_name || \"there\";\n  const company = item.json.company || \"\";\n  const replyText =\n    item.json.message?.content?.body ||\n    item.json.reply ||\n    \"Thanks for your response!\";\n\n  // === Header ===\n  const header = \"\ud83d\udcac Thanks for Your Interest \u2014 Stay Connected!\";\n\n  // === HTML Body ===\n  const html = `\n  <div style=\"font-family: Arial, sans-serif; font-size:15px; color:#202124; line-height:1.6; max-width:600px; margin:0 auto;\">\n    <h2 style=\"color:#34a853; font-size:18px; margin-bottom:16px;\">${header}</h2>\n    \n    <p>Hi ${name},</p>\n    \n    <p>${replyText}</p>\n    \n    <p>If you ever want to revisit automation ideas or explore new workflows in the future, I\u2019d be happy to help anytime.</p>\n    \n    <p>Best regards,<br>\n    <strong>Your Name</strong><br>\n    <small>Your Company Name</small><br>\n    <a href=\"mailto:yourmail\" style=\"color:#1a73e8;\">yourmail</a></p>\n  </div>\n  `;\n\n  item.json.subject =\n    item.json.subject || \"mail\";\n  item.json.finalMessage = html;\n  return item;\n});\n"
      },
      "typeVersion": 2
    },
    {
      "id": "d6d97fa3-49d6-445f-9791-300d23e587c2",
      "name": "If",
      "type": "n8n-nodes-base.if",
      "position": [
        688,
        -160
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "version": 2,
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "or",
          "conditions": [
            {
              "id": "9c58d318-d7ce-4e67-85c5-3114b3d11a07",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Kabul Edildi"
            },
            {
              "id": "6f4a183d-f826-4b01-8010-2e9c7aadf1cd",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Accepted"
            },
            {
              "id": "8f080a00-4300-41e0-826c-31429684387b",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Reddedildi"
            },
            {
              "id": "80ba6773-f2df-46fc-bdd6-1cc4b8b91c6b",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Declined"
            },
            {
              "id": "8b0db750-18a9-4012-bbe0-51e7ca9bafc2",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Belki"
            },
            {
              "id": "78955e1e-f299-4b2b-8597-1855c4ee72f5",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Tentative"
            },
            {
              "id": "ceb85329-5529-4544-acc3-3dd10588400f",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Ge\u00e7ici Olarak Kabul Edildi"
            },
            {
              "id": "6005c931-dade-4856-9c0f-6f45668bd175",
              "operator": {
                "type": "string",
                "operation": "contains"
              },
              "leftValue": "={{ $json.subject }}",
              "rightValue": "Temporarily Accepted"
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "adc3deb0-8604-4c26-8a4e-fb6f24ec0dd3",
      "name": "Send a text message (meet accepted)",
      "type": "n8n-nodes-base.telegram",
      "position": [
        912,
        -272
      ],
      "parameters": {
        "text": "=\ud83d\udce9 Calendar Response Received\n\n\ud83d\udc64 Lead: {{ $json.first_name }}\n\ud83d\udce7 Email: {{ $json.email }}\n\ud83d\uddd3\ufe0f Meeting: {{ $json.subject_hint }}\n\ud83d\udccd Status: {{ $json.subject }}\n\n\u2014 The lead responded to your calendar invitation.\n",
        "additionalFields": {
          "appendAttribution": false
        }
      },
      "credentials": {
        "telegramApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "07a341c6-3166-4a6d-baba-2bfa619d9070",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -512,
        -416
      ],
      "parameters": {
        "width": 320,
        "height": 736,
        "content": "## AI-Powered Inbound Email Assistant with Smart Classification & Auto-Response\n\nThis workflow acts as your personal email assistant. It reads incoming emails, checks if the sender is on your \"whitelist\" (Google Sheets), and uses AI to determine what they want.\n\n### How it works\n1. **Monitors Gmail:** Triggers when a new email arrives.\n2. **Filters & Verifies:** Checks your Google Sheet to ensure the sender is allowed and ignores automated calendar replies.\n3. **AI Classification:** GPT-4 analyzes the intent:\n   - **Schedule:** Books a meeting on Google Calendar and sends a confirmation.\n   - **Decline:** Sends a polite, context-aware \"thank you\" email.\n   - **Unclear:** Waits (e.g., 3 days) and sends a gentle follow-up.\n\n### Setup Steps\n1. **Credentials:** Connect Gmail, Google Sheets, OpenAI, and Google Calendar accounts.\n2. **Whitelist:** Create a Google Sheet with columns: `email`, `first_name`, `company`.\n3. **Config:** Update the \"Wait\" node for your preferred delay (default is set to minutes for testing)."
      },
      "typeVersion": 1
    },
    {
      "id": "8594bbc6-21a2-492f-9069-5c4ed7efd33d",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -160,
        -416
      ],
      "parameters": {
        "color": 7,
        "width": 800,
        "height": 608,
        "content": "## 1.  Ingestion & Filtering \ud83d\udce5\nMonitors your inbox, verifies the sender against your allowed list in Google Sheets, and filters out automated calendar responses (Accept/Decline notifications) to prevent loops."
      },
      "typeVersion": 1
    },
    {
      "id": "327fcb92-8f11-4111-a453-a0148256c87c",
      "name": "Sticky Note2",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        672,
        -416
      ],
      "parameters": {
        "color": 7,
        "width": 1072,
        "height": 608,
        "content": "##  2. AI Analysis & Routing \ud83e\udde0\nParses the email body and uses GPT-4 to classify the lead's intent into three categories: Schedule Meeting, Auto-Reply (Not Interested), or Needs Review."
      },
      "typeVersion": 1
    },
    {
      "id": "b1de9ca0-f9bf-47a3-84b6-785f9bfeddd2",
      "name": "Sticky Note3",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1760,
        -496
      ],
      "parameters": {
        "color": 7,
        "width": 784,
        "height": 576,
        "content": "##  3. Booking & Confirmation \ud83d\udcc5\nAutomatically creates a Google Calendar event for the lead, sends a personalized HTML confirmation email with the link, and notifies you via Telegram."
      },
      "typeVersion": 1
    },
    {
      "id": "627689e6-dddf-43c6-af69-e64a9f5ed49b",
      "name": "Sticky Note4",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1888,
        96
      ],
      "parameters": {
        "color": 7,
        "width": 800,
        "height": 304,
        "content": "## 4. Polite Decline \ud83d\udcac\nGenerates and sends a courteous, AI-driven response for leads who aren't interested at the moment, without including calendar links."
      },
      "typeVersion": 1
    },
    {
      "id": "62aff496-ea90-4f52-976d-b457b6b1cdac",
      "name": "Sticky Note5",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1808,
        416
      ],
      "parameters": {
        "color": 7,
        "width": 976,
        "height": 336,
        "content": "##  5. Re-engagement \u23f3\nWaits for a set period (configurable), then generates a gentle, context-aware follow-up email to re-engage leads who were unclear or didn't respond."
      },
      "typeVersion": 1
    }
  ],
  "active": false,
  "settings": {
    "timezone": "Europe/Istanbul",
    "callerPolicy": "workflowsFromSameOwner",
    "availableInMCP": false,
    "executionOrder": "v1"
  },
  "versionId": "9ac8867f-5901-45b5-b23e-623706f75436",
  "connections": {
    "If": {
      "main": [
        [
          {
            "node": "Send a text message (meet accepted)",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Message a model",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Wait": {
      "main": [
        [
          {
            "node": "AI Reminder Generator",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Merge": {
      "main": [
        [
          {
            "node": "Switch",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Switch": {
      "main": [
        [
          {
            "node": "Create an event",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Personalize Auto Reply",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Wait",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Gmail Trigger": {
      "main": [
        [
          {
            "node": "Function Node: Parse Email Content",
            "type": "main",
            "index": 0
          },
          {
            "node": "Get row(s) in sheet",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Create an event": {
      "main": [
        [
          {
            "node": "Personalize AI Reply",
            "type": "main",
            "index": 0
          },
          {
            "node": "Send a text message (New Meeting)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Merge (Allowed)": {
      "main": [
        [
          {
            "node": "If",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Message a model": {
      "main": [
        [
          {
            "node": "Merge",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Get row(s) in sheet": {
      "main": [
        [
          {
            "node": "Merge (Allowed)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Personalize AI Reply": {
      "main": [
        [
          {
            "node": "Send AI Reply (schedule_meeting)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Personalize Greeting": {
      "main": [
        [
          {
            "node": "Send AI Reminder Email",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "AI Reminder Generator": {
      "main": [
        [
          {
            "node": "Personalize Greeting",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Personalize Auto Reply": {
      "main": [
        [
          {
            "node": "Send AI Reply (auto_reply)",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send AI Reminder Email": {
      "main": [
        []
      ]
    },
    "Send AI Reply (auto_reply)": {
      "main": [
        []
      ]
    },
    "Send AI Reply (schedule_meeting)": {
      "main": [
        []
      ]
    },
    "Send a text message (New Meeting)": {
      "main": [
        []
      ]
    },
    "Function Node: Parse Email Content": {
      "main": [
        [
          {
            "node": "Merge",
            "type": "main",
            "index": 1
          },
          {
            "node": "Merge (Allowed)",
            "type": "main",
            "index": 1
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• gmailOAuth2
• googleSheetsOAuth2Api
• openAiApi
• telegramApi

About this workflow

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.

Source: https://n8n.io/workflows/11243/ — original creator credit. Request a take-down →

More AI & RAG workflows → · Browse all categories →

Related workflows

Workflows that share integrations, category, or trigger type with this one. All free to copy and import.