📅 AI-Powered Meeting Automation Workflow (n8n)

Automates meeting scheduling, confirmations, and follow-ups using Google Sheets, Google Calendar, WhatsApp (Rapiwa), Email (Gmail), and an AI Meeting Agent (Gemini/LLM).

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🎯 Who Is This For?

• Sales teams, client managers, consultants, or anyone who regularly schedules and follows up on meetings
• Ideal for those juggling Google Sheets, Google Calendar, email, and WhatsApp to manage meetings
• Saves time by automating confirmations and AI-assisted follow-up scheduling

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⚡ What This Workflow Does

The workflow has two main, independently scheduled branches:

1️⃣ Create Event (Schedule Meetings)

• Trigger: Runs on a schedule (e.g., every minute)
• Data Source: Fetches new meeting data from a Google Sheet
• Event Creation: Adds a new event to Google Calendar
• Confirmation: Sends confirmation via WhatsApp (Rapiwa) and Email (Gmail)
• Status Update: Marks the meeting as sent in the source Google Sheet

2️⃣ Reminder Event (Schedule Follow-ups)

• Trigger: Runs on a schedule (e.g., every minute)
• Past Events: Retrieves recent events from Google Calendar
• Deduplication: Uses a Mark as Seen node to avoid repeated processing
• Filtering: Selects events requiring follow-up (Only Follow Ups node)
• AI Follow-up: An AI Meeting Agent (Gemini/LLM) finds and suggests open slots for a future meeting
• Communication: Sends suggested slots via WhatsApp (Rapiwa) and Email (Gmail)

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✨ Key Features

• Scheduled Automation: Event creation and follow-ups run automatically
• Data Synchronization: Reads and updates meeting info in Google Sheets
• Google Calendar Integration: Creates events and checks availability
• Multi-Channel Communication: Sends messages via WhatsApp and Gmail
• AI-Powered Follow-up: Suggests optimal meeting slots using AI (Gemini)
• Idempotency: Prevents duplicate follow-ups with the Mark as Seen node

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🛠 Requirements

• n8n nodes: Schedule Trigger, Google Sheets, Split In Batches, Date & Time, Code, Google Calendar, Rapiwa, Gmail, Filter, LangChain Agent, LLM Chat (Gemini), Structured Output Parser, Set, Remove Duplicates, Wait
• Google Calendar with available calendar
• Google Sheets for meeting data
• Rapiwa API credentials (WhatsApp)
• Gmail OAuth2 credentials (email)
• Google Gemini (PaLM) API credentials for AI agent

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📝 How to Use — Step-by-Step Setup

1️⃣ Credentials Setup

• Google Sheets OAuth2: Allow workflow to read/write sheets
• Google Calendar OAuth2: Allow event creation and availability checks
• Rapiwa API: Set up for WhatsApp messaging
• Gmail OAuth2: Set up for email confirmations/follow-ups
• Google Gemini API: Set up for AI-assisted follow-ups

2️⃣ Configure "Create Event" Branch

• Update Document ID and Sheet Name in Get in Sheet node
• Verify Calendar ID and dynamically generated end times
• Update Rapiwa / Gmail messages with recipient info and templates
• Update Status column in Google Sheet to "sent"

3️⃣ Configure "Reminder Event" Branch

• Verify Calendar ID in Get Past Events
• Adjust Only Follow Ups filter for specific events
• Review Meeting Agent System Message for AI slot selection rules
• Customize message template for follow-up notifications
• Update recipient info in Rapiwa / Gmail nodes

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📊 Google Sheet Required Columns

Sample Sheet: Click here

title	description	location	color_number	start time	end time	reminder status	status
2025 Personal Planner & Events Calendar	Stay organized and never miss an important date!	Dhaka, Bangladesh	4	10/28/2025 3:50:00	10/29/2025 5:30:00	sent	checked
2026 Personal Planner & Events Calendar	Stay organized and never miss an important date!	Dhaka, Bangladesh	2	10/29/2025 3:50:00	10/30/2025 5:30:00	sent	checked

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🔗 Useful Links

• Rapiwa Dashboard: https://app.rapiwa.com
• Official Website: https://rapiwa.com
• Documentation: https://docs.rapiwa.com

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💬 Support & Help

• WhatsApp: Chat on WhatsApp
• Discord: SpaGreen Community
• Facebook Group: SpaGreen Support
• Website: https://spagreen.net
• Developer Portfolio: Codecanyon SpaGreen