Get ready for every meeting without digging through the web. When a new Google Calendar event is created, the system gathers the attendee list, researches each person, and emails a clean brief to your inbox. It is ideal for sales calls, partner meetings, and discovery sessions.

Here is how it works. A Google Calendar trigger watches for new events every minute and pulls the attendees. Your own email is removed. The flow splits the attendee list and loops through each person. It checks if the email looks like a company domain. For every person, it sends a request to the OpenAI Responses API using web search to find recent and relevant info. If the domain is a company, it also runs a separate company search. The results are merged, written in Markdown, converted to HTML, and sent with Gmail.

Setup is simple. Add your context and the report destination email in the Edit Fields node. Connect Google Calendar, Gmail, and OpenAI credentials. Expect meeting prep time to drop from 30 minutes to about 3 minutes per event. Great for teams that need fast research for multi attendee meetings, like sales, recruiting, or business development.

• Google Calendar trigger listens for new events every minute and collects attendees
• Filter removes your own email so you do not research yourself
• Split and loop over all attendees to handle each person separately
• Condition checks if an email is a company domain before running company research
• HTTP requests call the OpenAI Responses API with web search for people and companies
• Set nodes build clear prompts using your custom context
• Aggregate node combines all results into one structured brief
• Markdown content is converted to HTML for clean email formatting
• Gmail node sends the final report to your chosen address
• Edit Fields node lets you set your context and destination email in one place

• Reduce meeting prep from 30 minutes to about 3 minutes
• Automate research for 100 percent of attendees in each event
• Pull current web data to improve briefing accuracy
• Scale to large meetings without extra effort
• Connect Google Calendar, OpenAI, and Gmail in one flow

1. Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
2. You'll need accounts with Google Calendar, Gmail and OpenAI. See the Tools Required section above for links to create accounts with these services.
3. In the n8n credentials manager, connect Google Calendar: create a new Google Calendar OAuth2 credential, follow the on screen steps, and select the Google account that owns the calendar.
4. In the n8n credentials manager, connect Gmail: create a new Gmail OAuth2 credential, finish the consent flow, and allow send email permissions.
5. In the n8n credentials manager, create an HTTP Header Auth credential for OpenAI. Add a header named Authorization with the value Bearer YOUR_OPENAI_API_KEY. Name the credential clearly, for example OpenAI Header Prod.
6. Open the Google Calendar Trigger node and choose the correct calendar. Keep the event created option and the every minute polling if you want near real time checks.
7. Open the Edit Fields node and set context with a short bio and role. Set email to the address that should receive the report.
8. Open the Filter Out Myself node and confirm the condition matches your email so the flow skips your own attendee record.
9. Open the Is Company Email node and review the logic. Make sure it flags personal domains like gmail.com so company research only runs for real business domains.
10. Open the Person Prompt and Company Prompt nodes to adjust the prompt text. Include your context so the search identifies the right people with common names.
11. Open the Send Report node and confirm the Gmail credential and the To field. If you want dynamic routing, map the email set in Edit Fields.
12. Test by creating a new calendar event with at least one external attendee. Wait a minute, then check the execution log and your inbox for the HTML report.
13. If you see empty research fields, verify your OpenAI key, check rate limits, and review the HTTP Request node responses. If no email arrives, confirm Gmail send permissions and spam folder.
14. Once results look good, turn on the workflow to keep meeting briefs coming automatically.