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Automate Sprint Planning with OpenAI, Google Calendar, and Gmail for Agile Teams

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Created by: Willemijn || willemijn

Willemijn

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Last update 2 months ago

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👤 Who is this for?

This workflow is designed for Scrum Masters and Agile Coaches who prepare and coordinate Sprint Planning sessions, using Google Calendar, Google Sheets, and OpenAI.

🧩 What problem is this workflow solving?

It solves the manual and time-consuming task of collecting, validating, and preparing backlog items for sprint planning—especially when coordinating with distributed teams or large product backlogs.

⚙️ What this workflow does

Every week, the workflow:

  • Detects if a Sprint Planning event is coming up.
  • Retrieves relevant backlog items marked as “Ready for Sprint Planning” or “Active in Sprint.”
  • Checks each user story against the Definition of Ready (DoR) using AI.
  • Adds AI-generated feedback per story in the backlog.
  • Drafts a personalized preparation email for the team and sends it after Scrum Master approval.
  • Optionally, generates Sprint Goal suggestions for the Product Owner.

🚀 Setup

Connect your Google Calendar, Sheets, and Gmail accounts.
Then configure variables like event names, sheet names, and email addresses in the “Start Here” node.

🛠️ How to customize this workflow to your needs

  • Swap Google Sheets with Jira or another tool.
  • Adjust status filters and column mappings.
  • Tweak AI prompts for tone, language, or preferred practices.
  • Change email logic for different approval flows.

🔥 Unique Selling Points (USPs)

  • Validated by a Scrum Master with 10+ years of experience
  • AI-driven backlog validation and email drafting.
  • Weekly automation with human approval loops.
  • Clear, structured output aligned with agile best practices.
  • Fully customizable for any Scrum environment.