Event Prep Autopilot: 7-Day Planning from Google Calendar to 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 AI to generate a 7-day prep plan (buy cake, send invites, decorate)
3. 📝 Creates a Notion checklist with tasks and 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.

Prerequisites

Before using this workflow, ensure you have:

ServicePurposeFree Tier?n8nOrchestrate automationYesGoogle CalendarTrigger on new eventsYesNotionStore prep checklistYesOpenAI or FluentCAI planning logicYesSMTP EmailSend confirmation emailYes (Gmail)

🔐 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:

Create a Notion database with these columns:

Column NameTypeExampleNameTitle“Emma’s Birthday Prep”TaskText“Buy cake”Due DateDate2025-09-10StatusStatusTo Do, In Progress, DoneEvent DateDate2025-09-12NotesText“Vanilla with rainbow sprinkles”

📌 Share your Notion workspace with your n8n integration.

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'.