Automate Meeting Attendee Research with n8n & OpenAI

What This Automation Does

This workflow watches for new events you add in Google Calendar.
It then checks all the people who are invited to that event.
After filtering your own email out, it looks up info about each attendee and their company, if any.
The workflow uses OpenAI’s web search features to find facts and details about each person and company.
At the end, the workflow sends you an email with a neat meeting briefing.
This saves you hours of manual research and helps you be ready for meetings with useful info.

Who Should Use This Workflow

This automation is good for people who meet new clients or partners often.
It helps those who want quick access to background info without spending lots of time searching.

Tools and Services Used

• n8n: Automates the entire process.
• Google Calendar API: Detects when new events with attendees are added.
• OpenAI API: Uses web search AI to find personal and company info.
• Gmail API: Sends the final briefing email.

Workflow Inputs, Processing, and Output

Inputs

• New Google Calendar events with attendees.
• Your own email address for filtering and report delivery.
• OpenAI API key for research requests.

Processing Steps

1. Trigger when new events are created in Google Calendar.
2. Extract the attendee list and remove your own email.
3. Split attendees to process one by one.
4. Check if the attendee email is company-related or generic.
5. Create AI prompts to research attendees and their companies.
6. Send prompts to OpenAI API using web search tool.
7. Collect AI responses and assign person and company info.
8. Combine all attendee research into a single dataset.
9. Convert the combined data from Markdown to HTML format.
10. Send a professional briefing email via Gmail.

Output

A well-structured email briefing with researched info about each attendee and company.
This email is delivered to your inbox before your meeting.

Beginner Step-By-Step: How To Use This Workflow in n8n

Import the Workflow

1. Click the Download button on this page to get the workflow file.
2. Open your n8n editor.
3. Use “Import from File” to add the downloaded workflow.

Configure Credentials

1. Add your Google Calendar OAuth2 credentials in n8n.
2. Add your OpenAI API key in the OpenAI HTTP Request nodes.
3. Add your Gmail OAuth2 credentials for sending email.

Update Specific Settings

1. In the Google Calendar Trigger, select the calendar you want to monitor.
2. In the Edit Fields node, update your own email address so it’s excluded and receives briefing emails.
3. Optionally, adjust the context field explaining your work role for better AI results.
4. If needed, update email domain patterns in the Is Company Email? node.

Test and Activate

1. Run a test by creating a new Google Calendar event with attendees.
2. Check the workflow run logs for errors.
3. If all is well, activate the workflow for automatic runs.

Follow this simple path, and the workflow is ready to use in your daily meeting prep.
Consider visiting self-host n8n if running on your own server.

Customization Ideas

• Change the context info in the Edit Fields node to fit your industry.
• Update the email recipient to send reports to a team distribution list.
• Add more email domain patterns for filtering in the Is Company Email? node.
• Switch or add other OpenAI models in the HTTP Request nodes to try different AI results.

Troubleshooting

OpenAI authentication fails: Check API keys in n8n credentials and renew if expired.

No attendees found error: Confirm that the Google Calendar event includes attendees and that JSON path is correct.

Gmail sending fails: Verify OAuth2 credentials and the recipient email in the Send Report node.

Pre-Production Checklist

• Confirm Google Calendar trigger works and attendees are found.
• Ensure filtering excludes your own email.
• Test OpenAI API call and check sample research responses.
• Verify Markdown converts to clean HTML.
• Send a test email to yourself with Gmail node.
• Backup the workflow before enabling it for live use.

Deployment Notes

Make sure all credentials for Google Calendar, OpenAI, and Gmail are connected and active.
Activate the Google Calendar Trigger to start listening for new event creations.
Watch run logs in n8n for errors to keep workflow stable.
Add alerts or logging if needed for production reliability.

Summary

→ You get automated research on meeting attendees.
→ The workflow scans each person and company for useful facts.
→ A briefing email arrives before your meetings.
→ You save hours weekly.
→ The process runs by itself after setup.