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Most professionals juggle countless meetings, deadlines, and commitments, often sacrificing valuable time managing their calendars rather than focusing on what truly matters. What if a personalized AI calendar assistant seamlessly integrated with your schedule—checking for conflicts, suggesting optimal meeting times, and creating events with just a simple conversation?
By leveraging n8n's powerful workflow automation and AI capabilities, this intelligent assistant learns your preferences over time, prioritizes your most important commitments, and handles the tedious scheduling tasks, freeing up your time to do what matters the most.
This tutorial will show you how to use the n8n automation workflow editor to create a personalized calendar assistant. It will teach you how to set up the foundation, create your trigger, configure the AI agent, and ensure that it understands exactly what you need.
You’ll learn how to:
- Set up the foundation
- Create a trigger
- Configure the AI agent
- Increase AI understanding
Tools you’ll need:
- N8n account
- Google Calendar
Let’s see how it is done!
Step 1 - Set up the foundation
Head to n8n and open your workspace. Click the "Create Workflow" button in the top menu to create a new workflow. You'll start with a blank canvas on which we'll build your calendar assistant.
In the workflow editor, click the ‘+’ button in the middle of the screen to start your workflow.
Step 2 - Create a trigger
After clicking the ‘+’ button, search for ‘Chat trigger.’ Keep the default settings to ensure that the workflow activates with any message.
Press ‘Esc’ to return to the workflow screen. Do not make any changes.
Step 3 - Configure the AI agent
Next, click the ‘+’ button in the chat trigger module and add an AI agent.
Once the AI agent configuration window opens, press ‘Esc’ to return to the workflow editor. Click the ‘+’ button for the chat model and configure it first.
Select the Google Gemini chat model for this iteration. You can choose Anthropic or Deepseek, but since we are just doing calendar management, we will go with Google Gemini.
Connect Google Gemini to your workflow. Go to Aistudio.google.com and generate and copy an API key. Paste the key in the Credential setup window.
Select the Gemini 2.0 Flash model. Close the window and go back to the workflow editor screen.
Next, click the ‘+’ to configure memory. Select Window buffer memory with 5 interactions.
Lastly, configure tools by clicking the ‘+’ button next to it. Click the ‘Credentials drop down to connect the tools with your Google account.
Here, we will add two Google Calendar tools:
- Get Events: For checking your schedule
- Create Event: For adding new appointments
Select 'Event' as the resource and ‘Create’ as the operation. Use AI expressions for dynamic start/end times {{ $fromAI('placeholder_name') }}.
For the Get events, go back to the workflow editor and create another tool. This time, we configure it for the Get events.
For Get events, do the following:
- Set the operation to "Get Many."
- Define a reasonable limit (e.g., 50 events)
- Set time range using $now expressions
For the last step, guide your AI Agent's behavior; add a system message by selecting the AI Agent node, navigating to "Add Options," and selecting ‘System message. Add instructions such as:
Prompt:
You have two tools:
Get Events: Use this to check calendar availability.
Create Event: Use this to schedule new appointments.
Always respond conversationally and confirm details before creating events.
That’s it. Let’s test this automation by creating an event in the Google Calendar.
Step 4 - Test the workflow
Slide the active button at the top of the workflow editor screen.
Click ‘Open chat' at the bottom of the workflow editor and send a message. The workflow automation will execute the event.
It successfully showed us the calendar events when we asked it to show us Today’s events.
That’s it, folks! Please do not forget to experiment with the workflow artefacts. Create a cool AI agent that talks to your calendar so you can focus on important tasks rather than fiddling with the calendar itself.
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