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Google Calendar Events with Gemini AI Follow-up Suggestions via WhatsApp & Email

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Created by: Rapiwa || rapiwa

Rapiwa

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Last update 22 days ago

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Who Is This For?

This n8n automation workflow is designed for sales teams, client managers, consultants, or anyone who regularly schedules and follows up on meetings — and wants to save time doing it.
If you often find yourself juggling between Google Sheets, Google Calendar, email, and WhatsApp just to manage your meetings, confirmations, and follow-ups — this workflow is for you.

What This Workflow Does

This workflow is structured into two main, independently scheduled branches:

1. Create Event (Schedule Meetings)

  • Trigger: Starts automatically on a schedule (e.g., every minute).
  • Data Source: Fetches new meeting data from a Google Sheet.
  • Event Creation: Creates a new event in Google Calendar using the data.
  • Confirmation: Sends a confirmation message via WhatsApp (Rapiwa) and Email (Gmail).
  • Status Update: Updates the source Google Sheet to mark the meeting as 'sent'.

2. Reminder Event (Schedule Follow-ups)

  • Trigger: Starts automatically on a schedule (e.g., every minute).
  • Past Events: Retrieves recent past events from Google Calendar.
  • Deduplication: Uses a "Mark as Seen" node to prevent processing the same event multiple times.
  • Filtering: Filters for specific events that require a follow-up ("Only Follow Ups" node).
  • AI Follow-up: An AI Meeting Agent (using Gemini/LLM) uses the details of the past meeting and the Calendar's Availability tool to find and suggest open slots for a future meeting.
  • Communication: Sends a message with the suggested slots via WhatsApp (Rapiwa) and Email (Gmail).

Key Features

  • Scheduled Automation: Both event creation and follow-up scheduling run on a recurring schedule.
  • Data Synchronization: Reads meeting details from and updates a Google Sheet.
  • Google Calendar Integration: Creates events and checks calendar availability.
  • Multi-Channel Communication: Sends confirmations/follow-ups via WhatsApp (Rapiwa) and Email (Gmail).
  • AI-Powered Follow-up: Uses an AI Agent (Gemini) to intelligently find and format available slots for the next meeting, considering the details of the past meeting (day, time, duration).
  • Idempotency: The "Mark as Seen" node prevents duplicate follow-up attempts for the same event.

Requirements

  • n8n instance with nodes: Schedule Trigger, Google Sheets, Split In Batches, Date & Time, Code, Google Calendar, Rapiwa, Gmail, Filter, Agent (LangChain), LLM Chat (Google Gemini), Structured Output Parser (LangChain), Set, Remove Duplicates, Wait.
  • Google Calendar with an available calendar for event creation and availability checks.
  • Google Sheets for storing meeting details.
  • Rapiwa (WhatsApp API) account credentials.
  • Gmail account credentials.
  • Google Gemini (PaLM) API credentials for the AI agent.

How to Use — Step-by-Step Setup

  1. Credentials Setup

    • Google Sheets OAuth2: Configure to allow the workflow to read from and write to your Sheet.
    • Google Calendar OAuth2: Configure to allow event creation and availability checks.
    • Rapiwa API: Set up credentials for sending WhatsApp messages.
    • Gmail OAuth2: Set up credentials for sending email confirmations/follow-ups.
    • Google Gemini(PaLM) API: Set up credentials for the AI agent functionality.

  2. Configure "Create Event" Branch

    • Get in sheet: Update the Document ID and Sheet Name to point to your meeting data spreadsheet. The node is set to filter by a status column.
    • Create an event: Verify the correct Calendar ID is selected. The end time is dynamically generated by the previous Code node.
    • Rapiwa / Send a message1: Update the recipient number/email address and customize the message templates.
    • Update status in sheet: Ensure the correct Document ID, Sheet Name, and matching column (row\_number) are configured to update the status to "sent".

  3. Configure "Reminder Event" Branch

    • Get Past Events: Verify the correct Calendar ID is selected.
    • Only Follow Ups: Customize the filter condition if only a subset of past meetings needs follow-up (e.g., if you have a "Follow-up Status" column to check).
    • Meeting Agent: Review the System Message to ensure the AI's logic for finding slots matches your business rules (e.g., preferred working hours, look-ahead period).
    • Generate Message: Customize the message template, which formats the AI-suggested slots.
    • Rapiwa1 / Send a message: Update the recipient number/email address for the follow-up messages.

Google Sheet Required Columns

The workflow expects a Google Sheet with meeting data to have at least the following columns:
A Google Sheet formatted like this ➤ Sample Sheet

title description location color_number start time end time reminder status status
2025 Personal Planner & Events Calendar Stay organized and never miss an important date! This calendar helps........ Dhaka, Bangladesh 4 10/28/2025 3:50:00 10/29/2025 5:30:00 sent checked
2026 Personal Planner & Events Calendar Stay organized and never miss an important date! This calendar helps........ Dhaka, Bangladesh 2 10/29/2025 3:50:00 10/30/2025 5:30:00 sent checked

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