Generate 7-day event plans with Google Calendar, GPT-3.5 and Notion

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Last update 4 months ago

Automate Your Event Planning: From Calendar Entry to Done-For-You Checklist

Stop scrambling before birthdays, anniversaries, or family gatherings. This workflow turns a simple Google Calendar event into a 7-day prep plan — complete with shopping lists, tasks, and reminders — all auto-sent to Notion and your inbox.

Perfect for:

👩‍👧 Homemakers hosting family events
💼 Solopreneurs planning launches or webinars
🎉 Anyone who wants to celebrate without the stress

The workflow:

📅 Detects a new event in Google Calendar (e.g., “Emma’s Birthday”)
🤖 Uses GPT-3.5 to generate a 7-day prep plan (buy cake, send invites, decorate)
📝 Creates a Notion page for the event, then loops through each AI-generated task to add them as individual rows/items with due dates
📨 Emails you a summary + link to the Notion page

No spreadsheets. No mental load. Just set the date — and let AI handle the rest.

🔁 Key Detail: After the Notion page is created, the workflow uses an Item Lists node to split the AI-generated task array into individual items. Each task is then processed in a loop and appended to the Notion database as a separate row — ensuring clean, actionable checklists.

Prerequisites

Before using this workflow, ensure you have:

Service	Purpose	Free Tier?
n8n	Orchestrate automation	Yes
Google Calendar	Trigger on new events	Yes
Notion	Store prep checklist	Yes
OpenAI	AI planning logic (GPT-3.5)	Yes (limited free tier)
SMTP Email	Send confirmation email	Yes (via Gmail or similar)

🔐 Store all API keys securely in n8n’s Credentials section.

Google Calendar Setup

Your event must include:

Title: e.g., "Emma’s Birthday"
Date: The event date
Description (optional): e.g., “Theme: Unicorn, Guests: 10”

💡 Tip: Use a specific keyword in the title (e.g., “🎂”) to trigger only special events.

Notion Database Requirements

Create a Notion database with these columns:

Column Name	Type	Example
`Name`	Title	"Emma’s Birthday Prep"
`Task`	Text	"Buy cake"
`Due Date`	Date	2025-09-10
`Status`	Status	To Do, In Progress, Done
`Event Date`	Date	2025-09-12
`Notes`	Text	"Vanilla with rainbow sprinkles"

📌 Share your Notion workspace with your n8n integration (via integration token).

Step-by-Step Setup Instructions

1. Import the Workflow

In n8n, go to Workflows > Create from JSON
Paste the provided JSON
Click Import

2. Set Up Credentials

Google Calendar: Connect via OAuth
Notion: Add your integration token
OpenAI: Add your API key
Email: Set up SMTP (e.g., Gmail app password)

🔐 Never hardcode keys — use n8n’s credential system.

3. Configure the AI Prompt

In the HubGPT: Generate Prep Plan node:

You're planning "{{ $json['summary'] }}" on {{ $json['start'] }}.
Generate a 7-day prep plan with 5–7 tasks (e.g., shopping, invites, setup).
Include: 
- 3 days before: Send invites
- 2 days before: Buy supplies
- 1 day before: Decorate
Return as a JSON array with 'task' and 'dueDate'.

Generate 7-day event plans with Google Calendar, GPT-3.5 and Notion