📅 Calendar Workflows

Calendar Management

🎯 Mục tiêu bài học

TB5 min

Sau bài học này, bạn sẽ:

✅ Kết nối Google Calendar với n8n

✅ Tạo multi-stage meeting reminders tự động

✅ Xây dựng meeting prep automation và auto meeting notes

✅ Implement post-meeting follow-up và calendar analytics

Calendar là trung tâm của productivity. Bài này hướng dẫn automate meeting prep, reminders, và follow-ups để bạn luôn chuẩn bị tốt nhất.

Task 0

🔍 Calendar Automation Overview

TB5 min

What Can Be Automated:

📅Calendar Automation Tasks

📋PRE-MEETING

⏰Send reminders (1 day, 1 hour)

📄Prepare agenda documents

👥Gather participant info

📝Create meeting notes template

📧Send prep materials

🎯DURING MEETING

🎥Auto-start recordings

📝Live transcription

✍️Note-taking assistance

📝POST-MEETING

📧Send summary to attendees

✅Create action items

🔄Schedule follow-ups

🔧Update CRM/project tools

Checkpoint

Có bao nhiêu giai đoạn trong meeting lifecycle có thể automate?

Task 1

🛠️ Google Calendar Setup

TB5 min

Connect Google Calendar:

Ví dụ

11. Add Google Calendar node
22. Create new credential
33. OAuth2 authentication
44. Required scopes:
5   - calendar.readonly
6   - calendar.events
7   - calendar.settings.readonly

Calendar Trigger Options:

⚡Trigger when

➕Event created

✏️Event updated

🗑️Event deleted

⏰Event starts (upcoming)

🔄Poll for events

Checkpoint

Những trigger options nào có sẵn cho Google Calendar trong n8n?

Task 2

⚡ Workflow 1: Meeting Reminder System

TB5 min

Smart Reminders:

Multi-Stage Reminders

⏰Schedule: Every Hour

📅Get Events (next 24h)

🔄For Each Event

📧24h → Prep Reminder | 1h → Start Reminder | 15m → Join Link

Reminder Logic Code:

JavaScript

1const events = $input.all();
2const now = new Date();
3const reminders = [];
4
5for (const event of events) {
6  const startTime = new Date(event.json.start.dateTime);
7  const hoursUntil = (startTime - now) / (1000 * 60 * 60);
8  
9  // 24-hour reminder
10  if (hoursUntil > 23 && hoursUntil <= 24) {
11    reminders.push({
12      event: event.json,
13      type: '24h',
14      message: `📅 Tomorrow: ${event.json.summary}`,
15      includeAgenda: true
16    });
17  }
18  
19  // 1-hour reminder
20  if (hoursUntil > 0.9 && hoursUntil <= 1) {
21    reminders.push({
22      event: event.json,
23      type: '1h',
24      message: `⏰ In 1 hour: ${event.json.summary}`,
25      includeJoinLink: true
26    });
27  }
28  
29  // 15-minute reminder
30  if (hoursUntil > 0.2 && hoursUntil <= 0.25) {
31    reminders.push({
32      event: event.json,
33      type: '15m',
34      message: `🔔 Starting soon: ${event.json.summary}`,
35      includeJoinLink: true,
36      urgent: true
37    });
38  }
39}
40
41return reminders;

Send Slack Reminder:

JSON

1{
2  "name": "Send Slack Reminder",
3  "type": "n8n-nodes-base.slack",
4  "parameters": {
5    "channel": "@me",
6    "text": "={{ $json.message }}",
7    "attachments": [
8      {
9        "color": "#4CAF50",
10        "fields": [
11          {
12            "title": "Time",
13            "value": "={{ $json.event.start.dateTime }}",
14            "short": true
15          },
16          {
17            "title": "Location",
18            "value": "={{ $json.event.location || $json.event.hangoutLink || 'TBD' }}",
19            "short": true
20          }
21        ],
22        "actions": [
23          {
24            "type": "button",
25            "text": "Join Meeting",
26            "url": "={{ $json.event.hangoutLink }}"
27          }
28        ]
29      }
30    ]
31  }
32}

Checkpoint

Multi-stage reminder system gửi reminders ở những thời điểm nào?

Task 3

🔧 Workflow 2: Meeting Prep Automation

TB5 min

Auto-Generate Prep Materials:

Meeting Prep Generator

📅Calendar Trigger: Event Tomorrow

👥Get Attendee Info

🔍Parallel: CRM + LinkedIn + Email Lookup

📄Generate Prep Document

📝Create Google Doc

📧Send via Slack/Email

Attendee Research Code:

JavaScript

1const event = $input.item.json;
2const attendees = event.attendees || [];
3
4// Extract external attendees (not from your company)
5const externalAttendees = attendees.filter(a => 
6  !a.email.includes('@yourcompany.com') &&
7  !a.self
8);
9
10const prepInfo = {
11  eventTitle: event.summary,
12  eventTime: event.start.dateTime,
13  agenda: event.description || 'No agenda provided',
14  attendees: externalAttendees.map(a => ({
15    email: a.email,
16    name: a.displayName || a.email.split('@')[0],
17    company: a.email.split('@')[1]?.replace('.com', '')
18  }))
19};
20
21return prepInfo;

Create Prep Document:

JavaScript

1const prep = $input.item.json;
2
3const template = `
4# Meeting Prep: ${prep.eventTitle}
5
6## �� Details
7- **When:** ${new Date(prep.eventTime).toLocaleString()}
8- **Attendees:** ${prep.attendees.map(a => a.name).join(', ')}
9
10## �� Agenda
11${prep.agenda}
12
13## �� Attendee Research
14${prep.attendees.map(a => `
15### ${a.name} (${a.company})
16- **Email:** ${a.email}
17- **Recent interactions:** [Check email/CRM]
18- **LinkedIn:** [Research needed]
19- **Notes:** 
20`).join('\n')}
21
22## ❓ Questions to Ask
231. 
242. 
253. 
26
27## �� Meeting Objectives
281. 
292. 
30
31## �� Notes
32(To be filled during meeting)
33
34## ✅ Action Items
35(To be filled after meeting)
36`;
37
38return { content: template, title: `Prep: ${prep.eventTitle}` };

Checkpoint

Meeting prep automation thu thập thông tin attendees từ những nguồn nào?

Task 4

🏗️ Workflow 3: Auto Meeting Notes

TB5 min

Create Notes Template:

Meeting Notes Creator

📅Calendar Trigger: Meeting Started

📝Create Notion Page

📋Add Event Details

💬Send Page Link to Slack

Notion Meeting Notes Template:

JSON

1{
2  "name": "Create Notion Page",
3  "type": "n8n-nodes-base.notion",
4  "parameters": {
5    "operation": "create",
6    "databaseId": "meetings-database-id",
7    "properties": {
8      "Title": {
9        "title": [{ "text": { "content": "={{ $json.summary }}" }}]
10      },
11      "Date": {
12        "date": { "start": "={{ $json.start.dateTime }}" }
13      },
14      "Attendees": {
15        "multi_select": "={{ $json.attendees.map(a => ({name: a.email})) }}"
16      },
17      "Status": {
18        "select": { "name": "In Progress" }
19      }
20    },
21    "content": {
22      "type": "callout",
23      "content": "Meeting in progress..."
24    }
25  }
26}

Checkpoint

Auto meeting notes template bao gồm những sections nào?

Task 5

📊 Workflow 4: Post-Meeting Follow-Up

TB5 min

Automated Follow-Up:

Post-Meeting Actions

🔔Webhook: Meeting Notes Submitted

📋Parse Notes for Action Items

✅Create Tasks in Todoist

📧Send Summary Email to Attendees

📅Schedule Follow-Up Meeting (if needed)

💾Update CRM

Extract Action Items:

JavaScript

1const notes = $input.item.json.content;
2
3// Find action items (lines starting with - [ ] or TODO:)
4const actionItemRegex = /(?:- \[ \]|TODO:?)\s*(.+?)(?:\n|$)/gi;
5const matches = [...notes.matchAll(actionItemRegex)];
6
7const actionItems = matches.map((match, index) => {
8  const text = match[1].trim();
9  
10  // Try to extract assignee
11  const assigneeMatch = text.match(/@(\w+)/);
12  const assignee = assigneeMatch ? assigneeMatch[1] : 'unassigned';
13  
14  // Try to extract due date
15  const dueDateMatch = text.match(/due:?\s*(\d{1,2}\/\d{1,2})/i);
16  const dueDate = dueDateMatch ? dueDateMatch[1] : null;
17  
18  return {
19    id: index + 1,
20    task: text.replace(/@\w+/, '').replace(/due:?\s*\d{1,2}\/\d{1,2}/i, '').trim(),
21    assignee,
22    dueDate
23  };
24});
25
26return { actionItems };

Send Summary Email:

JavaScript

1const meeting = $input.item.json;
2
3const emailBody = `
4Hi everyone,
5
6Thank you for attending ${meeting.title}. Here's a quick summary:
7
8## Key Decisions
9${meeting.decisions || 'None recorded'}
10
11## Action Items
12${meeting.actionItems.map(a => 
13  `- ${a.task} (${a.assignee})${a.dueDate ? ` - Due: ${a.dueDate}` : ''}`
14).join('\n')}
15
16## Next Steps
17${meeting.nextSteps || 'Follow up scheduled for next week'}
18
19Full meeting notes: ${meeting.notesLink}
20
21Best regards,
22[Auto-generated by n8n]
23`;
24
25return {
26  to: meeting.attendees.map(a => a.email).join(','),
27  subject: `Meeting Summary: ${meeting.title}`,
28  body: emailBody
29};

Checkpoint

Post-meeting follow-up extract action items bằng regex pattern nào?

Task 6

💡 Workflow 5: Calendar Analytics

TB5 min

Weekly Meeting Report:

Weekly Calendar Analysis

⏰Schedule: Friday 5 PM

📅Get This Week's Events

📊Calculate Statistics

📝Generate Report

📧Send to Self

Calculate Meeting Stats:

JavaScript

1const events = $input.all();
2
3let stats = {
4  totalMeetings: 0,
5  totalMinutes: 0,
6  byType: {},
7  byDay: {Mon: 0, Tue: 0, Wed: 0, Thu: 0, Fri: 0},
8  longestMeeting: null,
9  busiestDay: ''
10};
11
12for (const event of events) {
13  const e = event.json;
14  
15  // Skip all-day events
16  if (!e.start.dateTime) continue;
17  
18  stats.totalMeetings++;
19  
20  // Calculate duration
21  const start = new Date(e.start.dateTime);
22  const end = new Date(e.end.dateTime);
23  const duration = (end - start) / (1000 * 60);
24  stats.totalMinutes += duration;
25  
26  // Track longest meeting
27  if (!stats.longestMeeting || duration > stats.longestMeeting.duration) {
28    stats.longestMeeting = { title: e.summary, duration };
29  }
30  
31  // By day
32  const day = ['Sun', 'Mon', 'Tue', 'Wed', 'Thu', 'Fri', 'Sat'][start.getDay()];
33  stats.byDay[day] = (stats.byDay[day] || 0) + 1;
34  
35  // By type (based on title keywords)
36  let type = 'Other';
37  if (e.summary.toLowerCase().includes('1:1')) type = '1:1';
38  else if (e.summary.toLowerCase().includes('standup')) type = 'Standup';
39  else if (e.summary.toLowerCase().includes('review')) type = 'Review';
40  
41  stats.byType[type] = (stats.byType[type] || 0) + 1;
42}
43
44// Find busiest day
45stats.busiestDay = Object.entries(stats.byDay)
46  .sort((a, b) => b[1] - a[1])[0][0];
47
48stats.avgMeetingLength = Math.round(stats.totalMinutes / stats.totalMeetings);
49stats.hoursInMeetings = (stats.totalMinutes / 60).toFixed(1);
50
51return stats;

Generate Weekly Report:

JavaScript

1const stats = $input.item.json;
2
3const report = `
4# �� Weekly Calendar Report
5
6## Overview
7- **Total Meetings:** ${stats.totalMeetings}
8- **Hours in Meetings:** ${stats.hoursInMeetings}h
9- **Average Meeting Length:** ${stats.avgMeetingLength} min
10- **Busiest Day:** ${stats.busiestDay}
11
12## By Type
13${Object.entries(stats.byType).map(([type, count]) => 
14  `- ${type}: ${count}`
15).join('\n')}
16
17## By Day
18| Day | Meetings |
19|-----|----------|
20${Object.entries(stats.byDay).map(([day, count]) => 
21  `| ${day} | ${count} |`
22).join('\n')}
23
24## Longest Meeting
25�� ${stats.longestMeeting.title} (${stats.longestMeeting.duration} min)
26
27*Generated automatically by n8n*
28`;
29
30return { report };

Checkpoint

Calendar analytics tính toán những metrics nào?

Task 7

🌟 Workflow 6: Smart Scheduling

TB5 min

Find Optimal Meeting Time:

JavaScript

1// Find free slots for meeting
2const busySlots = $input.all().map(e => ({
3  start: new Date(e.json.start.dateTime),
4  end: new Date(e.json.end.dateTime)
5}));
6
7const workDayStart = 9; // 9 AM
8const workDayEnd = 18;  // 6 PM
9const meetingDuration = 30; // 30 minutes
10
11const freeSlots = [];
12const today = new Date();
13today.setHours(workDayStart, 0, 0, 0);
14
15// Check next 5 business days
16for (let day = 0; day < 5; day++) {
17  const checkDate = new Date(today);
18  checkDate.setDate(checkDate.getDate() + day);
19  
20  // Skip weekends
21  if (checkDate.getDay() === 0 || checkDate.getDay() === 6) continue;
22  
23  // Check each 30-min slot
24  for (let hour = workDayStart; hour < workDayEnd; hour++) {
25    for (let min = 0; min < 60; min += 30) {
26      const slotStart = new Date(checkDate);
27      slotStart.setHours(hour, min, 0, 0);
28      
29      const slotEnd = new Date(slotStart);
30      slotEnd.setMinutes(slotEnd.getMinutes() + meetingDuration);
31      
32      // Check if slot conflicts with any busy time
33      const isConflict = busySlots.some(busy => 
34        (slotStart >= busy.start && slotStart < busy.end) ||
35        (slotEnd > busy.start && slotEnd <= busy.end)
36      );
37      
38      if (!isConflict) {
39        freeSlots.push({
40          start: slotStart.toISOString(),
41          end: slotEnd.toISOString(),
42          display: slotStart.toLocaleString()
43        });
44      }
45    }
46  }
47}
48
49return { freeSlots: freeSlots.slice(0, 10) }; // Return top 10 options

Checkpoint

Smart scheduling kiểm tra những điều kiện gì khi tìm available slots?

Task 8

📋 Best Practices

TB5 min

Calendar Automation Tips

Do:

✅ Test reminders with your own events first
✅ Respect time zones
✅ Keep notifications concise
✅ Allow opt-out from automated emails

Don't:

❌ Send too many reminders (max 2-3)
❌ Auto-create events without confirmation
❌ Process declined events
❌ Ignore private/sensitive events

Checkpoint

Tối đa bao nhiêu reminders nên gửi cho một meeting?

Task 9

📝 Bài Tập Thực Hành

TB5 min

Calendar Challenge

Build your calendar system:

Create multi-stage reminder workflow
Build meeting prep automation
Set up post-meeting follow-up
Implement weekly calendar report
Design smart scheduling assistant

Master your calendar! 📅

Checkpoint

Bạn đã hoàn thành những challenges nào trong bài tập?

Task 10

🧠 Key Takeaways

TB5 min

Remember

📅 Prep is key - Automate pre-meeting preparation
⏰ Smart reminders - Stage them appropriately
📝 Capture everything - Automate note templates
📊 Track time - Know where your time goes
🔄 Close the loop - Automate follow-ups

Checkpoint

Tại sao prep automation quan trọng cho meetings?

Task 11

🚀 Bài tiếp theo

Note-Taking Automation — Save content to Notion, Obsidian và organize knowledge automatically.