Autonomous Meeting Scheduler with Gpt-4o-mini, Telegram, and Google Calendar

The workflow JSON

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{
  "nodes": [
    {
      "id": "bf47fb65-15dd-44e7-a0ed-8bad3d6b21f8",
      "name": "Main Instructions",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -304,
        -432
      ],
      "parameters": {
        "color": 4,
        "width": 404,
        "height": 1424,
        "content": "## \ud83e\udd16 PRIVATE AI VIRTUAL ASSISTANT\n\n**What you're looking at:**\nA production-ready AI assistant that handles business tasks through natural conversation on Telegram. This example shows meeting scheduling, but the architecture supports ANY business automation you can imagine.\n\n**Why this is powerful:**\n- **Natural language interface:** Talk to your assistant like a human\n- **Autonomous execution:** AI decides which tools to use and executes multi-step workflows\n- **Context-aware:** Remembers conversations, understands your business\n- **Infinitely extensible:** Add new capabilities by connecting tools and updating instructions\n- **Privacy-first:** Your data stays in your Google Sheets/Calendar\n\n**Current capabilities (Meeting Scheduler):**\n\u2705 Natural language request parsing\n\u2705 CRM contact lookup from Google Sheets\n\u2705 Google Calendar availability checking\n\u2705 Intelligent time slot proposals\n\u2705 Automated event creation\n\u2705 Professional email confirmations\n\u2705 Conversation logging & analytics\n\u2705 Error handling & notifications\n\n**Easy to expand to:**\n\ud83d\udca1 Invoice generation & tracking\n\ud83d\udca1 Customer support automation\n\ud83d\udca1 Report generation from multiple sources\n\ud83d\udca1 Lead qualification & scoring\n\ud83d\udca1 Task management & reminders\n\ud83d\udca1 Email drafting & management\n\ud83d\udca1 Research & summarization\n\ud83d\udca1 Data entry & processing\n\ud83d\udca1 ...literally anything you need\n\n**How to customize:**\n1. Edit AI Agent system prompt (your \"instruction manual\")\n2. Connect new tools (APIs, databases, services)\n3. AI automatically learns to use them\n4. No code changes needed!\n\n**Perfect for:**\n\ud83c\udfaf Entrepreneurs automating operations\n\ud83c\udfaf Consultants managing clients\n\ud83c\udfaf Sales teams coordinating outreach\n\ud83c\udfaf Teams reducing manual work\n\ud83c\udfaf Anyone building custom automation\n\n**Tech stack:**\n- Telegram (natural interface)\n- OpenAI GPT-4o (autonomous reasoning)\n- Google Sheets (CRM/logging)\n- Google Calendar (scheduling)\n- Gmail (communications)\n\n**Getting started:**\n1. Connect your credentials\n2. Set up CRM in Google Sheets\n3. Customize AI prompt for your needs\n4. Start chatting with your assistant!\n\n\ud83d\ude80 **This is the future of personal business automation**"
      },
      "typeVersion": 1
    },
    {
      "id": "08613d19-4e62-4225-86cd-5c33bf4325c8",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        144,
        -432
      ],
      "parameters": {
        "color": 6,
        "content": "## 1\ufe0f\u20e3 TRIGGER\n\nReceives messages from Telegram.\nUser sends: \"Schedule meeting with Anna on Friday\""
      },
      "typeVersion": 1
    },
    {
      "id": "868b5e9c-985b-4015-bc97-450178ed739a",
      "name": "Sticky Note1",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        432,
        -432
      ],
      "parameters": {
        "color": 6,
        "content": "## 2\ufe0f\u20e3 PREPARE DATA\n\nExtracts:\n- User's message text\n- Chat ID\n- User name"
      },
      "typeVersion": 1
    },
    {
      "id": "d5073eaf-d908-4a00-b582-cadb1d054225",
      "name": "Sticky Note2",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        704,
        -432
      ],
      "parameters": {
        "color": 5,
        "content": "## 3\ufe0f\u20e3 LOAD CRM DATA\n\nFetches contact database from Google Sheets.\nFormat: Name | Email | Phone"
      },
      "typeVersion": 1
    },
    {
      "id": "a93b82a9-782e-41d6-94f1-21121579ac8d",
      "name": "Sticky Note3",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        992,
        -432
      ],
      "parameters": {
        "color": 3,
        "width": 280,
        "height": 200,
        "content": "## 4\ufe0f\u20e3 AI AGENT\n\nProcesses request:\n\u2705 Finds contact in CRM\n\u2705 Checks calendar availability\n\u2705 Proposes 3 time slots\n\u2705 Confirms selection\n\u2705 Creates meeting"
      },
      "typeVersion": 1
    },
    {
      "id": "60864fb3-8e64-48eb-8c55-d1d622227fb9",
      "name": "Sticky Note4",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1312,
        -432
      ],
      "parameters": {
        "color": 4,
        "height": 224,
        "content": "## 5\ufe0f\u20e3 SEND RESPONSE\n\nReplies to user on Telegram with:\n- Available time slots\n- Confirmation message\n- Meeting details"
      },
      "typeVersion": 1
    },
    {
      "id": "c56fe12f-7dc0-484b-bf26-07be9b128140",
      "name": "Sticky Note5",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        1584,
        -432
      ],
      "parameters": {
        "color": 7,
        "width": 260,
        "height": 180,
        "content": "## 6\ufe0f\u20e3 CREATE EVENT & EMAIL\n\nOn confirmation:\n\u2705 Creates Google Calendar event\n\u2705 Sends email to attendee\n\u2705 Invites both parties"
      },
      "typeVersion": 1
    },
    {
      "id": "e2fafb54-d29c-41f5-a27b-eacdf06d19ac",
      "name": "Telegram Trigger",
      "type": "n8n-nodes-base.telegramTrigger",
      "position": [
        192,
        -176
      ],
      "parameters": {
        "updates": [
          "message"
        ],
        "additionalFields": {}
      },
      "typeVersion": 1.2
    },
    {
      "id": "c341f437-2ee8-44aa-8244-d450f6090d3d",
      "name": "Prepare Data",
      "type": "n8n-nodes-base.set",
      "position": [
        368,
        -176
      ],
      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "user-message",
              "name": "user_message",
              "type": "string",
              "value": "={{ $json.message.text }}"
            },
            {
              "id": "chat-id",
              "name": "chat_id",
              "type": "string",
              "value": "={{ $json.message.chat.id }}"
            },
            {
              "id": "user-name",
              "name": "user_name",
              "type": "string",
              "value": "={{ $json.message.from.first_name }}"
            }
          ]
        }
      },
      "typeVersion": 3.4
    },
    {
      "id": "5ec6cefc-a890-4835-ad74-d995f6b80eba",
      "name": "Load CRM Data",
      "type": "n8n-nodes-base.googleSheets",
      "position": [
        544,
        -176
      ],
      "parameters": {
        "options": {},
        "sheetName": {
          "__rl": true,
          "mode": "name",
          "value": "CRM"
        },
        "documentId": {
          "__rl": true,
          "mode": "id",
          "value": "YOUR_GOOGLE_SHEET_ID"
        },
        "authentication": "serviceAccount"
      },
      "typeVersion": 4.6
    },
    {
      "id": "9b0aa7f7-f978-4b12-8373-6ad750c1ef52",
      "name": "AI Agent",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        752,
        -176
      ],
      "parameters": {
        "text": "=Current date: {{ $now.setZone('Europe/Warsaw').toFormat('yyyy-MM-dd') }}\nUser message: {{ $('Prepare Data').item.json.user_message }}\nCRM contacts: {{ JSON.stringify($('Load CRM Data').all().map(item => ({name: item.json.Name, email: item.json.Email}))) }}",
        "options": {
          "maxIterations": 10,
          "systemMessage": "You are a scheduling assistant. Help users book meetings by:\n1. Finding contacts in the CRM database\n2. Checking Google Calendar for availability (9 AM - 4 PM)\n3. Proposing 3 available time slots\n4. Creating calendar events after user confirms\n\nAlways respond in a friendly, concise manner. When proposing times, format as:\n'I checked the calendar. Here are 3 available slots:\n\u2022 10:00-11:00\n\u2022 14:00-15:00  \n\u2022 16:00-17:00\nWhich time works for you?'\n\nOutput JSON format:\n{\n  \"message\": \"response to user\",\n  \"action\": \"propose_slots\" or \"create_event\" or \"clarify\",\n  \"contact_email\": \"user@example.com\",\n  \"meeting_date\": \"YYYY-MM-DD\",\n  \"meeting_time\": \"HH:00\"\n}"
        },
        "promptType": "define",
        "hasOutputParser": true
      },
      "typeVersion": 1.9
    },
    {
      "id": "6be1dd14-4e9b-4e2e-9b63-d290986c4ff9",
      "name": "OpenAI Model",
      "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
      "position": [
        576,
        32
      ],
      "parameters": {
        "model": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4o-mini"
        },
        "options": {}
      },
      "typeVersion": 1.2
    },
    {
      "id": "ad13639a-4ec2-4c0e-a4b0-c2c7ad2da243",
      "name": "Google Calendar Tool",
      "type": "n8n-nodes-base.googleCalendarTool",
      "position": [
        752,
        32
      ],
      "parameters": {
        "calendar": {
          "__rl": true,
          "mode": "id",
          "value": "YOUR_CALENDAR_ID"
        },
        "additionalFields": {}
      },
      "typeVersion": 1.3
    },
    {
      "id": "d9d903ea-2975-4e28-8a39-66e3c9f39459",
      "name": "CRM Search Tool",
      "type": "n8n-nodes-base.googleSheetsTool",
      "position": [
        912,
        32
      ],
      "parameters": {
        "options": {},
        "sheetName": {
          "__rl": true,
          "mode": "name",
          "value": "CRM"
        },
        "documentId": {
          "__rl": true,
          "mode": "id",
          "value": "YOUR_GOOGLE_SHEET_ID"
        }
      },
      "typeVersion": 4.6
    },
    {
      "id": "3f024701-0593-45b8-bd46-3ad1e31de8bf",
      "name": "Send Response",
      "type": "n8n-nodes-base.telegram",
      "position": [
        1088,
        -176
      ],
      "parameters": {
        "text": "={{ $json.output.message || $json.message }}",
        "chatId": "={{ $('Prepare Data').item.json.chat_id }}",
        "additionalFields": {
          "appendAttribution": false
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "bf820462-92f0-4de7-af70-a0f815fd0574",
      "name": "Should Create Event?",
      "type": "n8n-nodes-base.if",
      "position": [
        1104,
        32
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "options": {
            "leftValue": "",
            "caseSensitive": true,
            "typeValidation": "strict"
          },
          "combinator": "and",
          "conditions": [
            {
              "id": "action-check",
              "operator": {
                "type": "string",
                "operation": "equals"
              },
              "leftValue": "={{ $json.output.action }}",
              "rightValue": "create_event"
            }
          ]
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "6a96d132-44fd-4c7c-a91d-2d4560d61d18",
      "name": "Create Calendar Event",
      "type": "n8n-nodes-base.googleCalendar",
      "position": [
        1344,
        -80
      ],
      "parameters": {
        "end": "={{ $json.output.meeting_date }}T{{ String(parseInt($json.output.meeting_time.split(':')[0]) + 1).padStart(2, '0') }}:00:00",
        "start": "={{ $json.output.meeting_date }}T{{ $json.output.meeting_time }}:00",
        "calendar": {
          "__rl": true,
          "mode": "id",
          "value": "YOUR_CALENDAR_ID"
        },
        "additionalFields": {
          "summary": "Meeting: {{ $('Prepare Data').item.json.user_name }} & {{ $json.output.contact_name }}",
          "attendees": [
            "={{ $json.output.contact_email }}"
          ]
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "7f609783-fbf6-4951-9d4d-cfcfc10185f0",
      "name": "Send Confirmation Email",
      "type": "n8n-nodes-base.gmail",
      "position": [
        1552,
        -80
      ],
      "parameters": {
        "sendTo": "={{ $('AI Agent').item.json.output.contact_email }}",
        "message": "=<html>\n<body style=\"font-family: Arial, sans-serif; padding: 20px;\">\n  <h2>\ud83d\udcc5 Meeting Confirmation</h2>\n  <p>Hello {{ $('AI Agent').item.json.output.contact_name }},</p>\n  <p>Your meeting has been scheduled:</p>\n  <ul>\n    <li><strong>Date:</strong> {{ $('AI Agent').item.json.output.meeting_date }}</li>\n    <li><strong>Time:</strong> {{ $('AI Agent').item.json.output.meeting_time }}</li>\n    <li><strong>With:</strong> {{ $('Prepare Data').item.json.user_name }}</li>\n  </ul>\n  <p><a href=\"{{ $json.htmlLink }}\" style=\"background: #4285f4; color: white; padding: 10px 20px; text-decoration: none; border-radius: 5px; display: inline-block;\">Open in Calendar</a></p>\n  <p>Best regards,<br>Your AI Assistant</p>\n</body>\n</html>",
        "options": {},
        "subject": "Meeting Scheduled: {{ $('AI Agent').item.json.output.meeting_date }} {{ $('AI Agent').item.json.output.meeting_time }}"
      },
      "typeVersion": 2.1
    }
  ],
  "connections": {
    "AI Agent": {
      "main": [
        [
          {
            "node": "Send Response",
            "type": "main",
            "index": 0
          },
          {
            "node": "Should Create Event?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "OpenAI Model": {
      "ai_languageModel": [
        [
          {
            "node": "AI Agent",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Prepare Data": {
      "main": [
        [
          {
            "node": "Load CRM Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Load CRM Data": {
      "main": [
        [
          {
            "node": "AI Agent",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "CRM Search Tool": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Telegram Trigger": {
      "main": [
        [
          {
            "node": "Prepare Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Google Calendar Tool": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Should Create Event?": {
      "main": [
        [
          {
            "node": "Create Calendar Event",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Create Calendar Event": {
      "main": [
        [
          {
            "node": "Send Confirmation Email",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

About this workflow

This n8n template demonstrates how to build an autonomous AI assistant that handles real business tasks through natural conversation on Telegram. The example shows meeting scheduling with CRM lookup and calendar management, but the architecture supports any business automation…

Source: https://n8n.io/workflows/11166/ — original creator credit. Request a take-down →

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