Auto-Propose meeting times with AI in n8n and Send It by Email
Every time a meeting request comes in by email, this workflow hands it to Claude, which reads your calendar and proposes three open slots. You get meeting scheduling handled without back-and-forth without lifting a finger.
- 1
Trigger when a meeting request comes in by email
A
Gmail Triggerstarts the workflow the moment a meeting request comes in by email. - 2
Hand it to the AI agent
An
AI Agentnode running Claude reads your calendar and proposes three open slots. The prompt is pre-written and scoped to this one job so results stay consistent. - 3
Deliver the proposal
The result is sent to Gmail — with the original for context.
- 4
Add a safety net (optional)
Insert an
IF/human-approval step before anything is published or emailed, so you stay in control until you trust the output.
Frequently asked questions
How much does the AI part cost to run?
Pennies. Each run sends a small amount of text to the model, so most teams spend a few dollars a month even at hundreds of runs. You set the model and can cap volume in n8n, so costs never surprise you.
Can I trust the AI to get the proposal right?
The prompt is tightly scoped to one job and you can add a human-approval step in n8n before anything is sent or published. Start with review-mode for a week, and once you trust the output, switch it to fully automatic.
Does this need n8n Cloud or can I self-host?
Either works. The workflow is a standard n8n export, so you can run it on n8n Cloud or on your own self-hosted instance — you only connect your own app credentials.
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