1. What This Automation Does
This workflow checks your upcoming meetings in Google Calendar every hour.
It finds who will join, reads recent emails with them, and scrapes their LinkedIn info.
Then AI makes a short summary for each attendee and sends you a clear briefing by WhatsApp.
This saves time and helps you be ready for meetings without searching yourself.
The process inputs calendar events and attendee details, fetches emails and LinkedIn data, and outputs a personalized summary right on your phone.
It handles data from Google Calendar, Gmail, Apify LinkedIn scrapers, and OpenAI to create quick meeting notes.
2. Tools And Services Used
- Google Calendar API: Provides upcoming meeting details.
- Gmail API: Retrieves recent emails with attendees.
- OpenAI GPT-4o Model: Extracts and summarizes data intelligently.
- Apify LinkedIn Scraper: Gets LinkedIn profiles and recent activity.
- WhatsApp Business Cloud API: Sends meeting briefings as messages.
- n8n Automation Platform: Orchestrates the workflow.
3. Beginner Step-by-step: How To Use This Workflow In n8n
Download And Import Workflow
- Click the Download button on this page to save the workflow file.
- Open your n8n editor where you want to run this automation.
- Use the “Import from File” option in n8n and select the downloaded workflow file.
Configure Credentials And Settings
- Add credentials for Google Calendar, Gmail, OpenAI, WhatsApp Business Cloud, and Apify in n8n.
- Update any email addresses, phone numbers, LinkedIn cookies (li_at), or folder names if needed.
- Check that API Keys and tokens are current and have required permissions.
Test And Activate
- Run the workflow once in manual mode to verify it collects meeting data and sends a sample message.
- If test passes, activate the workflow to start automatic hourly checks.
- Monitor runs and fix any errors using n8n’s execution interface.
- For self-host n8n environments, consider resources like self-host n8n for better stability.
4. Workflow Inputs, Processing Steps, And Outputs
Inputs
- Google Calendar event data within the next hour.
- Meeting invite details: attendee names, emails, LinkedIn URLs.
- Gmail messages between user and attendees.
- LinkedIn profile URLs and session cookie for scraping.
Processing Steps
- The schedule triggers hourly checks of calendar events.
- Google Calendar node fetches upcoming meeting details.
- Information Extractor AI node pulls attendee emails and LinkedIn links.
- Split Out node separates attendees for individual handling.
- Switch node routes based on attendee data presence: email or LinkedIn.
- Gmail node fetches recent emails; OpenAI summarizes these conversations.
- HTTP Request calls Apify LinkedIn scraper using profile URLs and cookies.
- HTML Extract nodes parse LinkedIn profiles and recent posts.
- Another OpenAI summarization combines profile info and activities.
- Set and Aggregate nodes merge summaries from email and LinkedIn per attendee.
- Final OpenAI node generates a clear, concise meeting briefing.
- WhatsApp node sends the briefing to the user’s phone number.
Outputs
- A personalized short briefing message about upcoming meetings.
- Sent instantly via WhatsApp to prepare the user.
5. Customizations
- Change the schedule trigger interval to check meetings more or less often.
- Replace WhatsApp sending with Slack or Telegram nodes for other messaging.
- Integrate CRM APIs to add more attendee info beyond emails and LinkedIn.
- Adjust OpenAI prompt text to make summaries more formal or casual.
- Expand LinkedIn scraping to include skills, endorsements by updating HTML Extract nodes.
6. Troubleshooting Common Issues
Authentication Failed For Gmail Node
Make sure Gmail API credentials have correct scopes to read emails.
Re-authenticate if tokens expired.
No Upcoming Meetings Found
Check time filters in Google Calendar node, especially timezone settings.
Use correct start and end time for query.
LinkedIn Scraping Returns Empty Or Errors
Update LinkedIn session cookie (li_at) in the workflow.
Make sure Apify API key is valid and quota is available.
7. Pre-Production Checklist
- Verify Google Calendar credentials access correct calendar.
- Test Gmail node with emails from real attendees.
- Confirm LinkedIn cookie is current and Apify responds properly.
- Run workflow with test meetings for data extraction check.
- Send test WhatsApp messages to valid number.
- Backup workflow before starting production use.
8. Deployment Guide
After configuring all API credentials and testing parts, activate the Schedule Trigger node to start hourly runs.
Use n8n’s execution UI to watch for errors and performance.
Log errors, especially from LinkedIn scraping and API rate limits.
For self-host n8n, reliable hosting such as self-host n8n helps maintain uptime and speed.
9. Final Summary
✓ Automatically gets meeting data and attendee info from multiple sources.
✓ Uses AI to summarize emails and LinkedIn activity clearly.
✓ Sends a quick briefing to your phone via WhatsApp.
✓ Saves you time and helps you prepare better for meetings.
✓ Can be customized for other messaging or CRM integration.