n8n Workflow Automation: Intelligent Meeting Management System
A sophisticated n8n workflow automation platform that bridges Google Calendar, Gmail, and Supabase to create an intelligent meeting management system. The platform automatically extracts meeting information from emails using LLM-powered analysis, syncs calendar events to a centralized database, manages user relationships, and generates structured markdown data from transcripts. This system demonstrates advanced workflow orchestration, AI integration, and database management capabilities.
The Story
The Problem
Organizations struggle with manual meeting management, fragmented data across multiple platforms (Gmail, Google Calendar, documents), and lack of automated data extraction from unstructured email content. There's no unified system to automatically sync calendar events, extract meeting details from emails, and maintain user-meeting relationships in a centralized database.
The Solution
Built comprehensive n8n workflows that automate the entire meeting lifecycle. Implemented Google Calendar event synchronization with user management, Gmail-triggered AI-powered content extraction using LLM models, automatic document retrieval and processing, intelligent data merging, and seamless Supabase database integration. The system handles both single event processing and batch operations for scalability.
My Approach
Designed modular workflow architecture with conditional logic, data transformation pipelines, and error handling. Implemented human-in-the-loop validation where needed, automated batch processing for multiple events, and intelligent data merging strategies to ensure data integrity.
Vision & Objectives
- •Automate meeting lifecycle management end-to-end
- •Extract structured data from unstructured email content using AI
- •Maintain synchronized user and meeting relationships
- •Enable batch processing for scalability
- •Ensure data integrity through validation workflows
- •Provide real-time synchronization across platforms
Technology Stack
Frontend
Backend & Infrastructure
- •n8n – Workflow automation and orchestration platform
- •Google Calendar API – Event synchronization and management
- •Gmail API – Email trigger and content extraction
- •Google Docs API – Document retrieval and content processing
- •Supabase – PostgreSQL database for data persistence
- •REST APIs – External service integrations
AI & Intelligence Layer
- •OpenAI GPT / LLM Models – Intelligent content extraction from emails and transcripts
- •Message Model with Tools – Advanced AI processing capabilities
- •Multi-stage LLM extraction – Refined data extraction pipeline
Payments & Integrations
- •Google Calendar – Event creation and management
- •Gmail – Email trigger and parsing
- •Google Docs – Document access and content extraction
- •Supabase – Database operations (create, get, update rows)
- •Workflow orchestration – Complex multi-step automation
Core Platform Modules
A. Google Calendar Event Synchronization
Automated workflow for syncing calendar events to Supabase database
- •Google Calendar event trigger (eventCreated)
- •User data extraction from calendar events
- •User existence checking in database
- •Automatic user creation if not exists
- •Meeting data extraction and storage
- •User-meeting relationship management
- •Batch processing for multiple events
B. Gmail Transcript Processing & AI Extraction
Intelligent email processing workflow using LLM for data extraction
- •Gmail trigger for new emails
- •LLM-powered initial content extraction
- •Meeting information extraction from email content
- •Google Docs document retrieval
- •Document content extraction
- •Multi-stage LLM processing for refined extraction
- •Data merging and consolidation
- •Markdown data generation from transcripts
C. Database Management & Data Integrity
Comprehensive database operations with validation and relationship management
- •User table management (create, fetch, update)
- •Meeting table operations
- •User-meeting junction table management
- •Conditional logic for data handling
- •Data merging and appending operations
- •Row creation and retrieval operations
- •Data validation workflows
D. Workflow Orchestration
Advanced workflow management with branching and error handling
- •Conditional branching (if/else logic)
- •Data transformation pipelines
- •Multi-input data merging
- •Error handling and retry logic
- •Batch processing capabilities
- •Workflow monitoring and logging
Advanced System Capabilities
- •Automated Google Calendar to Supabase synchronization
- •AI-powered email content extraction using LLM models
- •Intelligent user and meeting relationship management
- •Multi-stage data processing pipelines
- •Document retrieval and content extraction
- •Structured markdown generation from unstructured data
- •Batch event processing for scalability
- •Conditional workflow logic with error handling
- •Real-time data synchronization
- •Database integrity through validation workflows
System Architecture Principles
- •Event-driven workflow architecture
- •Modular workflow design for maintainability
- •Conditional branching for intelligent decision-making
- •Data transformation pipelines
- •Multi-service integration (Google, Supabase, AI)
- •Error handling and retry mechanisms
- •Scalable batch processing
- •Separation of concerns between extraction, transformation, and storage
Value Proposition
- •For Organizations: Automated meeting management, Reduced manual data entry, Centralized meeting database, AI-powered content extraction
- •For Teams: Seamless calendar synchronization, Intelligent email processing, Structured data from unstructured content, Time-saving automation
- •For Developers: Reusable workflow templates, Scalable automation architecture, Integration best practices, AI workflow patterns