Handle meeting reminders, confirmations and reschedules with GPT-6 and Google Calendar

Quick overview

This workflow runs hourly to send Google Calendar meeting reminders via Gmail, track interactions in Google Sheets, and use OpenAI to understand guest replies so it can confirm, reschedule, or cancel events and notify you in Telegram.

How it works

1. Runs every hour on a schedule and loads configuration values like calendar ID, time zone, working hours, and reminder timing.
2. Fetches upcoming Google Calendar events in the reminder window and checks a Google Sheets “Reminders” log to decide who needs a first reminder, a follow-up nudge, or an at-risk owner alert.
3. Sends reminder or nudge emails to external attendees via Gmail (in the same thread when nudging), sends unconfirmed-at-risk alerts to you via Telegram, and writes all actions and message/thread IDs back to Google Sheets.
4. Reads Google Sheets for logged reminder threads that are still active, pulls the corresponding Gmail threads, and detects new incoming guest messages that have not been processed yet.
5. Uses OpenAI to classify each guest reply (confirm, reschedule, cancel, question, or other), detect language, summarize for the owner, and extract any requested new time.
6. If the guest asks to reschedule, checks Google Calendar free/busy against your working hours and notice rules to either move the event automatically or propose available time slots.
7. Updates the Google Calendar event status (color/availability), replies to the guest via Gmail when needed, logs the outcome to Google Sheets, and notifies you on Telegram when owner attention is required.

Setup

1. Add credentials for Google Calendar, Gmail, Google Sheets, Telegram, and OpenAI (for the LangChain OpenAI chat model).
2. Create a Google Sheets spreadsheet with a “Reminders” tab and add the required header columns (Key, Event ID, Event start/end, attendee details, status fields, thread/message IDs, and outcome fields).
3. Replace the placeholder Google Sheets document URL (YOUR_SPREADSHEET_ID) in all Google Sheets steps with your spreadsheet.
4. In the Configuration values, set your business name/context, Google Calendar ID, time zone, internal domains/ignored emails, working hours/days, reminder timing, and your Telegram chat ID.
5. Review automation options like autoMoveWhenFree and sendCalendarUpdates to match how aggressively the workflow is allowed to move meetings and notify attendees.