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Task Deadline Reminders with Google Sheets, ChatGPT, and Gmail

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Created by: Yar Malik (Asfandyar) || yar

Yar Malik (Asfandyar)

Last update

Last update 3 months ago

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Intro

This template is for project managers, team leads, or anyone who wants to automatically remind teammates of tasks due today—no manual copy‑and‑paste required.

How it works

  1. Schedule Trigger runs every morning at 8 AM.
  2. Google Sheets node reads your “Tasks” sheet.
  3. If node filters rows where Due Date = today.
  4. Summarize (ChatGPT HTTP Request) generates a friendly reminder per person.
  5. Message a model sends the prompt to your ChatGPT Assistant and returns the AI response.
  6. Send a message (Gmail) emails each assignee their personalized reminder.

Required Google Sheet Structure

Column Name Type Example Notes
Name string Alice Johnson Person to remind
Email string [email protected] Recipient email address
Task string Submit quarterly report Task description
Due Date date 2025‑07‑29 Format: YYYY‑MM‑DD

Detailed Setup Steps

  1. Google Sheets
    • Create your sheet with the columns above.
    • In n8n → Credentials, add Google Sheets API (do not include real sheet IDs in the name).
  2. ChatGPT Assistant
    • In the OpenAI Dashboard → Assistants, click Create Assistant.
    • Choose a model (e.g., gpt-4), copy the Assistant ID.
    • In n8n → Credentials → OpenAI, add your API Key and Assistant ID.
  3. Gmail
    • In n8n → Credentials → Gmail (OAuth2 or SMTP), connect your account without embedding your real address in the credential name.
  4. Import & Configure
    • Export this workflow’s JSON (three‑dot menu → Export).
    • Paste it under Template Code in the Creator form.
    • In each node, select your Google Sheets, OpenAI, and Gmail credentials.
  5. Sticky Notes
    • A note on the Schedule node: “Set your desired run time.”
    • A note on the ChatGPT node: “Customizes reminder text.”
    • A note on the Gmail node: “Sends reminder email.”

Customization Guidance

  • Change schedule: edit the Cron expression in Schedule Trigger.
  • Adjust tone: modify the system prompt in your ChatGPT Assistant.
  • Email format: update Subject and Body in the Gmail node.
  • Batch processing: insert a SplitInBatches node before Summarize for large sheets.

Troubleshooting

  • Ensure your Google Sheet is shared with the connected service account.
  • Verify Due Date format (YYYY‑MM‑DD).
  • If ChatGPT fails, check your API key and quota.

Security & Best Practices

  • Do not hard‑code API keys, sheet IDs, or real emails.
  • Use n8n Credentials or environment variables only.
  • Remove any private information before submitting.