Generate 7-Day Event Plans with Google Calendar, GPT-3.5 and Notion

Generate 7-Day Event Plans with Google Calendar, GPT-3.5 and Notion 🎉

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:

1. 📅 Detects a new event in Google Calendar (e.g., “Emma’s Birthday”)
2. 🤖 Uses GPT-3.5 to generate a 7-day prep plan (buy cake, send invites, decorate)
3. 📝 Creates a Notion page for the event, then loops through each AI-generated task to add them as individual rows/items with due dates
4. 📨 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.

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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.

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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.

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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).

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Step-by-Step Setup Instructions

1. Import the Workflow

1. In n8n, go to Workflows > Create from JSON
2. Paste the provided JSON
3. 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'.