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

- Create new workflow

- Add Schedule Trigger node (6am weekdays)

- Add Google Calendar node (Get Events)

- Add Code node (format message)

- Add Slack node (send message)

- Activate workflow

Would you like me to generate the full n8n workflow JSON?

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Calendar Automation Skill - Part of Claude Office Skills