Step 2: Connect Google Calendar and Fetch Past Meetings

Pull recent calendar events to identify meetings that may need a follow-up.

1. Open Retrieve Past Meetings and set Operation to getAll.
2. Set Calendar to your calendar ID: [YOUR_ID].
3. Set timeMin to {{ $now.minus({ day: 4 }) }} and timeMax to {{ $now.minus({ day: 2 }) }}.
4. Credential Required: Connect your googleCalendarOAuth2Api credentials.
5. Connect Retrieve Past Meetings to Deduplicate Seen Events.

Step 3: Deduplicate and Prepare Events for Follow-Up Detection

Remove events already processed and prepare each meeting for email history checks.

1. In Deduplicate Seen Events, set Operation to removeItemsSeenInPreviousExecutions.
2. Set dedupeValue to {{ $json.id }} so each event is uniquely tracked.
3. Connect Deduplicate Seen Events to Iterate Event Records.
4. From Iterate Event Records, note that outputs run to both Filter Follow-Up Needed and Fetch Recent Emails in parallel.

Step 4: Detect Missing Follow-Ups via Gmail

Check the email thread history to determine if a follow-up email is missing.

1. In Fetch Recent Emails, set Resource to thread and Limit to 1.
2. Set filters → q to =(from:{{ $json.attendees.find(attendee => !attendee.self)?.email }} OR to:{{ $json.attendees.find(attendee => !attendee.self)?.email }}).
3. Set filters → receivedAfter to {{ $json.end.dateTime }}.
4. Credential Required: Connect your gmailOAuth2 credentials.
5. In Set Follow-Up Flag, set mode to raw and jsonOutput to {{ { ...$('Iterate Event Records').first().json, followUp: $json.isEmpty() } }}.
6. Ensure includeOtherFields is set to true.
7. Connect Fetch Recent Emails to Set Follow-Up Flag, then connect Set Follow-Up Flag back to Iterate Event Records.

Step 5: Configure the AI Availability Planning Chain

Use AI to propose future meeting slots based on the previous meeting details.

1. In Filter Follow-Up Needed, define your conditions for when followUp should proceed (left and right values are currently empty).
2. Connect Filter Follow-Up Needed to Availability Planning Agent.
3. In Availability Planning Agent, set text to ### Details of the previous call as following title: {{ $json.summary }} date: {{ $json.start.dateTime }} {{ $json.start.timeZone }} duration: {{ DateTime.fromISO($json.end.dateTime).diffTo(DateTime.fromISO($json.start.dateTime), 'minutes') }} minutes.
4. Ensure Availability Planning Agent uses Primary Chat Model as its language model and Structured Output Parser as its output parser.
5. Credential Required: Connect your openAiApi credentials in Primary Chat Model.
6. Attach Calendar Availability Tool as a tool to Availability Planning Agent with timeMin set to {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start_Time', ``, 'string') }} and timeMax set to {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End_Time', ``, 'string') }}.
7. Credential Required: Connect your googleCalendarOAuth2Api credentials in Calendar Availability Tool.
8. In Structured Output Parser, keep inputSchema as the provided JSON schema for slots.

Step 6: Compose and Send the Approval Email

Build a follow-up email with proposed slots and ask for confirmation before booking.

1. Connect Availability Planning Agent to Compose Reminder Message.
2. In Compose Reminder Message, set the message assignment to the multi-line template with slots formatting (keep the expression as defined).
3. Connect Compose Reminder Message to Request User Approval.
4. In Request User Approval, set sendTo to [YOUR_EMAIL].
5. Set subject to Book a follow-up meeting with {{ $('Filter Follow-Up Needed').item.json.attendees.find(x => !x.self).email }}? and message to {{ $json.message }}.
6. Set operation to sendAndWait and responseType to freeText.
7. Credential Required: Connect your gmailOAuth2 credentials.

Step 7: Book the Meeting with AI Decisioning

Interpret the approval response and book the meeting automatically if confirmed.

1. Connect Request User Approval to Booking Decision Agent.
2. In Booking Decision Agent, set text to {{ $json.data.text }}.
3. Ensure Booking Decision Agent uses Secondary Chat Model as its language model.
4. Credential Required: Connect your openAiApi credentials in Secondary Chat Model.
5. Attach Calendar Booking Tool as a tool to Booking Decision Agent with start set to {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }} and end set to {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}.
6. Set Calendar Booking Tool calendar to [YOUR_ID] and keep summary and description mapped from AI.
7. Credential Required: Connect your googleCalendarOAuth2Api credentials in Calendar Booking Tool.

Step 8: Test and Activate Your Workflow

Validate each step with a manual run, then enable the schedule for production use.

1. Click Execute Workflow to run the flow manually from Scheduled Automation Start.
2. Confirm that Retrieve Past Meetings returns events within the time window and Deduplicate Seen Events filters repeats.
3. Verify Fetch Recent Emails returns threads and Set Follow-Up Flag outputs followUp: true when no thread is found.
4. Check that Availability Planning Agent outputs slot data and Compose Reminder Message formats the email correctly.
5. Approve the email from Request User Approval and confirm Calendar Booking Tool creates the meeting in your calendar.
6. Turn the workflow Active to allow daily execution.