Calendar Automation
Automate Google Calendar and Outlook workflows for meeting management, time blocking, daily digests, and cross-platform synchronization. Based on n8n workflow templates.
Overview
This skill covers:
- Meeting scheduling automation
- Time blocking strategies
- Daily calendar digests to Slack
- Meeting prep reminders
- Calendar analytics
Core Workflows
1. Daily Calendar Digest to Slack
workflow: "Morning Calendar Briefing"
schedule: "6:00 AM daily"
steps:
1. get_today_events:
calendar: primary
time_min: today_start
time_max: today_end
2. categorize_events:
categories:
meetings: has_attendees == true
focus_time: title contains "Focus" OR "Deep Work"
one_on_ones: title contains "1:1" OR "1-on-1"
interviews: title contains "Interview"
3. calculate_stats:
total_meetings: count(meetings)
total_hours: sum(duration)
free_time: 8 - total_hours
back_to_back: count(gap < 15min)
4. format_message:
template: |
☀️ *Good morning! Here's your day:*
📅 *{date}*
*Schedule Overview:*
• {total_meetings} meetings ({total_hours}h)
• {free_time}h of free time
• {back_to_back} back-to-back slots ⚠️
*Today's Events:*
{event_list}
💡 *Tip:* {daily_tip}
5. send_to_slack:
channel: "#daily-schedule" or DM
6. log_to_sheets:
spreadsheet: "Calendar Analytics"
data: [date, meetings, hours, categories]Event List Format:
• 9:00 AM - Team Standup (15m) 📞 Zoom
• 10:00 AM - 1:1 with Sarah (30m) 👥
• 11:00 AM - Focus Time (2h) 🧠
• 2:00 PM - Client Call (1h) 🤝 Google Meet
• 4:00 PM - Interview - PM Role (45m) 🎯2. Meeting Prep Automation
workflow: "Meeting Preparation"
trigger:
type: calendar_event
time: 1_hour_before_meeting
filter: has_attendees AND duration >= 30min
steps:
1. get_meeting_details:
extract: [title, attendees, description, meeting_link]
2. research_attendees:
for_each: attendee
actions:
- linkedin_lookup: get_title_company
- crm_lookup: get_past_interactions
- email_search: recent_threads
3. generate_prep_doc:
template: |
# Meeting Prep: {title}
**Time:** {start_time}
**Duration:** {duration}
**Link:** {meeting_link}
## Attendees
{attendee_profiles}
## Context
- Last interaction: {last_meeting_date}
- Open items: {open_tasks}
- Recent emails: {email_summary}
## Suggested Agenda
{ai_suggested_agenda}
## Talking Points
{ai_talking_points}
4. send_reminder:
slack_dm:
message: |
⏰ Meeting in 1 hour: *{title}*
📋 [Prep Doc]({prep_doc_link})
🔗 [Join Meeting]({meeting_link})
Quick context: {one_line_summary}3. Smart Time Blocking
workflow: "Auto Time Blocking"
schedule: "Sunday 8pm" # Plan for next week
steps:
1. analyze_calendar:
range: next_7_days
identify:
- existing_meetings
- recurring_meetings
- available_slots
2. get_priorities:
source: [todoist, asana, notion]
filter: due_this_week AND high_priority
3. allocate_focus_time:
rules:
- morning_block: 9-11am (deep work)
- afternoon_block: 2-4pm (collaborative)
- minimum_gap: 15min between meetings
- max_meetings_per_day: 5
4. create_blocks:
types:
deep_work:
duration: 2h
frequency: daily
preferred_time: 9-11am
color: blue
admin_time:
duration: 1h
frequency: daily
preferred_time: 4-5pm
color: gray
buffer:
duration: 15min
after: external_meetings
color: yellow
5. notify:
slack: "✅ Weekly time blocks created. {x} hours of focus time protected."4. Calendly → Calendar + CRM
workflow: "Calendly Booking Handler"
trigger:
type: calendly
event: booking_created
steps:
1. get_booking_details:
extract: [invitee, event_type, scheduled_time, answers]
2. enrich_contact:
clearbit: lookup_by_email
linkedin: get_profile
3. create_calendar_event:
google_calendar:
title: "{event_type} with {invitee_name}"
time: scheduled_time
description: |
**Booked via Calendly**
Name: {invitee_name}
Email: {invitee_email}
Company: {company}
**Pre-meeting questions:**
{calendly_answers}
attendees: [invitee_email, owner_email]
reminders: [1_day, 1_hour, 15_min]
4. update_crm:
hubspot:
create_or_update_contact:
email: invitee_email
properties:
last_meeting_booked: scheduled_time
meeting_type: event_type
create_engagement:
type: MEETING
timestamp: scheduled_time
5. send_confirmation:
email:
to: invitee_email
template: meeting_confirmation
include: [calendar_invite, prep_questions]
6. notify_slack:
channel: "#meetings"
message: "📅 New booking: {event_type} with {invitee_name} on {date}"5. Calendar Analytics
analytics_workflow:
name: "Weekly Calendar Report"
schedule: "Friday 5pm"
metrics:
time_distribution:
- meetings_total_hours
- focus_time_hours
- admin_time_hours
- 1on1_time_hours
meeting_quality:
- avg_meeting_length
- back_to_back_count
- meetings_with_agenda
- external_vs_internal
productivity:
- longest_focus_block
- fragmentation_score
- after_hours_meetings
output:
format: markdown
destinations: [slack, google_sheets]
report_template: |
# 📊 Weekly Calendar Analytics
## Time Distribution
| Category | Hours | % of Week |
|----------|-------|-----------|
| Meetings | {meetings_hours} | {meetings_pct}% |
| Focus Time | {focus_hours} | {focus_pct}% |
| Admin | {admin_hours} | {admin_pct}% |
| Available | {available_hours} | {available_pct}% |
## Meeting Insights
- Total meetings: {total_meetings}
- Average length: {avg_length} min
- Back-to-back: {b2b_count} ({b2b_pct}%)
- With agenda: {agenda_pct}%
## Productivity Score
🎯 **{productivity_score}/100**
- Longest focus block: {longest_focus}
- Meeting fragmentation: {fragmentation}
- After-hours: {after_hours_count}
## Recommendations
{ai_recommendations}Time Blocking Templates
Maker Schedule (Individual Contributor)
┌─────────────────────────────────────┐
│ 9:00 - 11:00 │ Deep Work Block 1 │
├─────────────────────────────────────┤
│ 11:00 - 11:30 │ Email/Slack │
├─────────────────────────────────────┤
│ 11:30 - 12:30 │ Meetings Window │
├─────────────────────────────────────┤
│ 12:30 - 1:30 │ Lunch │
├─────────────────────────────────────┤
│ 1:30 - 3:30 │ Deep Work Block 2 │
├─────────────────────────────────────┤
│ 3:30 - 4:00 │ Buffer/Admin │
├─────────────────────────────────────┤
│ 4:00 - 5:00 │ Meetings Window │
├─────────────────────────────────────┤
│ 5:00 - 5:30 │ Daily Wrap-up │
└─────────────────────────────────────┘Manager Schedule
┌─────────────────────────────────────┐
│ 8:00 - 8:30 │ Daily Planning │
├─────────────────────────────────────┤
│ 8:30 - 9:00 │ Team Standup │
├─────────────────────────────────────┤
│ 9:00 - 12:00 │ 1:1s / Meetings │
├─────────────────────────────────────┤
│ 12:00 - 1:00 │ Lunch │
├─────────────────────────────────────┤
│ 1:00 - 2:00 │ Focus Time │
├─────────────────────────────────────┤
│ 2:00 - 5:00 │ Meetings │
├─────────────────────────────────────┤
│ 5:00 - 5:30 │ Email/Wrap-up │
└─────────────────────────────────────┘Output Example
Request: "Set up daily calendar digest for my Slack"
Output:
# Daily Calendar Digest Setup
## Workflow Configuration
name: "Morning Calendar Briefing" schedule: "6:00 AM weekdays" timezone: "Asia/Shanghai"
trigger: type: cron expression: "0 6 * * 1-5"
actions: 1. fetch_events: calendar: primary date: today
2. send_slack: channel: "@you" # or #your-channel
## Sample Output
☀️ Good morning! Here's your Thursday:
📅 January 30, 2026
━━━━━━━━━━━━━━━━━━━━━━
📊 Overview: • 5 meetings (4.5h) • 3.5h free time • 1 back-to-back warning ⚠️
━━━━━━━━━━━━━━━━━━━━━━
🗓️ Schedule:
9:00 AM │ Team Standup (15m) │ 📞 Google Meet │ 10:00 AM │ 1:1 with Sarah (30m) │ 👥 Conference Room B │ 11:00 AM │ 🧠 Focus Time (2h) │ 1:00 PM │ Lunch │ 2:00 PM │ Client Call - Acme (1h) │ 🤝 Zoom (link attached) │ 3:30 PM │ Product Review (1h) │ 📋 Agenda attached │ 5:00 PM │ ✅ Day ends
━━━━━━━━━━━━━━━━━━━━━━
💡 Tip: You have 2h of focus time - tackle your highest priority task!
## n8n Setup Instructions
1. Create new workflow
2. Add Schedule Trigger node (6am weekdays)
3. Add Google Calendar node (Get Events)
4. Add Code node (format message)
5. Add Slack node (send message)
6. Activate workflow
Would you like me to generate the full n8n workflow JSON?
*Calendar Automation Skill - Part of Claude Office Skills*