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       │
├─────────────────────────────────────┤