n8n Workflow: Groq + Google Sheets Calendar Gmail Twilio

Automatically re-plan your day with Groq when Google Calendar changes—and send smart Gmail/Twilio reminders

This n8n workflow resets your daily routine at midnight, detects new Google Calendar meetings, re-shifts overlapping tasks using Groq, and sends timely reminders via Gmail or phone calls with Twilio as tasks approach.

What this workflow does

• Midnight reset (daily): Runs every midnight to clear the “Daily Routine” and “State” tabs in Google Sheets, then copies rows from “Reset Routine” into “Daily Routine”.
• Hourly conflict detection (6AM–7PM): Runs every hour from 6AM–7PM to read today’s routine from Google Sheets, fetch today’s Google Calendar events, and load previously processed meeting IDs from the State sheet.
• Groq-powered scheduling: Sends the calendar events, routine, and state to Groq to identify only new meeting/task time conflicts.
• Recalculate and update the routine: If conflicts are found, the workflow recalculates the schedule by adding fixed meeting blocks and shifting overlapping tasks to the next available time, then updates the Daily Routine sheet.
• Avoid reprocessing meetings: Logs processed Google Calendar event IDs back into State so the same meetings aren’t handled repeatedly.
• Reminder automation (every 15 minutes): Checks tasks starting within the next hour and sends Gmail reminders for tasks 16–60 minutes away, or triggers a Twilio phone call when tasks start in 15 minutes.
• Error handling: If the Groq output can’t be parsed, the workflow emails the raw AI response and error details via Gmail.

Use cases

• Keep a shared “Daily Routine” in sync with real-time Google Calendar changes for teams or founders.
• Automatically reschedule time blocks when new meetings are added during the day.
• Send escalating reminders: email for upcoming tasks and Twilio calls for imminent start times.
• Operationally reliable automation with state tracking to prevent duplicate processing.

Technical details

• Integrations: Google Sheets, Google Calendar, Groq, Gmail, Twilio.
• Workflow nodes mentioned: if, set, code, gmail, merge, split out.
• Core storage model: Uses Google Sheets tabs Daily Routine, Reset Routine, and State for scheduling and idempotency.