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Manage Tasks & Send Scheduled Reminders with Telegram Bot, Google Sheets & GPT-4o mini

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Last update 2 days ago

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This n8n automation lets you build a complete AI-powered task management system that integrates Telegram, Google Sheets, and GPT-4o mini to help users easily manage to-do lists and receive daily task reminders.

Users can interact with the system via Telegram, while the AI assistant (powered by GPT-4o mini) processes commands naturally, updates a central Google Sheet, and ensures scheduled reminders are sent for pending tasks.


✨ Key Features

✅ Add, list, update, complete, or delete tasks via Telegram
✅ AI-powered conversational responses using GPT-4o
✅ All tasks stored and synced in Google Sheets
✅ Daily scheduled task summary and pending reminders sent to Telegram
✅ Friendly, human-like assistant responses
✅ Fully configurable and easy to set up


🛠️ Workflow Functionality Breakdown

1. User Interacts on Telegram

  • Sends commands like:

    • add buy groceries
    • list tasks
    • complete submit report
    • delete dentist appointment

2. AI-Powered Processing

  • A GPT-4o agent processes user messages
  • Ensures clear, friendly responses
  • Determines task intent: add, update, delete, list, complete

3. Google Sheets Sync

  • Every operation is logged to Google Sheets

  • Google Sheets acts as the master task database

  • Sheet structure includes:

    • Task
    • Status (pending or done)
    • Created At (timestamp)
    • Due Date (optional)
    • Notes (optional)

4. Scheduled Daily Task Summary

  • At 9 PM daily, the workflow:

    • Fetches tasks from Google Sheets
    • Generates a warm, conversational summary via GPT-4o
    • Sends the summary to the user on Telegram

5. Automated Reminders

  • Checks for pending tasks due today
  • Sends reminder messages to Telegram

✅ Prerequisites

Before setting up the workflow, ensure you have:

✔️ An n8n instance (Cloud or self-hosted)
✔️ A Telegram Bot Token
✔️ Access to Google Sheets API (OAuth2 credentials)
✔️ An OpenAI API Key with GPT-4o access
✔️ A Google Sheet structured as per the specification below


📝 Google Sheet Structure

Your Google Sheet should have the following columns:

Column Name Description
Task Short task description
Status pending or done
Created At Date & time task was created (YYYY-MM-DD HH:mm:ss)
Due Date (Optional) When task is due (YYYY-MM-DD HH:mm:ss)
Notes (Optional) Additional details

Important: The first row should be the header row with these exact column names.


🔧 Setup Instructions

1. Telegram Bot Setup

  • Create a bot via BotFather
  • Obtain the Bot Token
  • Connect Telegram Trigger and Telegram Send nodes using your Bot Token in n8n

2. Google Sheets API Setup

3. OpenAI API Setup

  • Obtain an API key from OpenAI
  • Ensure GPT-4o mini access is enabled
  • Add OpenAI credentials to relevant nodes

4. Sheet Linking

  • Replace the Google Sheet ID in the workflow with your own
  • Confirm sheet names and column structure match exactly

5. Schedule Configuration (Optional)

  • Adjust the daily summary time (Schedule Trigger node) as desired

⚙️ Configuration Options

  • 🔧 Adjust AI prompt instructions for tone/style
  • 🔧 Change reminder times in the schedule trigger
  • 🔧 Customize Google Sheet columns if needed (update mappings accordingly)
  • 🔧 Add multi-user support with chat ID checks (advanced)

📂 Files Included

  • Full n8n JSON workflow ready to import

💡 Tips

  • You can extend this with Slack, WhatsApp, or Email reminders
  • Combine with Notion, ClickUp, or CRM integrations for more powerful task management
  • Consider adding a "Priority" column for advanced sorting

Ready to stay organized with AI-powered task management?
Import this workflow, link your accounts, and your Telegram assistant is good to go! 🚀