Automate task deadline reminders with Google Sheets and Gmail (Today/3-Day/7-Day)
Task Deadline Reminder Workflow (Today / 3-Day / 7-Day)
Task deadline management manually is inefficient and leads to missed deadlines—especially when teams rely on spreadsheets and individual reminders.
This workflow automates the entire follow-up process by reading a centralized task sheet in Google Sheets every morning, checking the deadline for each task, and sending automatic email notifications to the responsible person based on urgency.
Tasks due today, within three days, or within one week are identified and routed to customized Gmail notifications, ensuring that every team member is aware of upcoming deadlines without manual checking.
Who’s it for
This workflow is ideal for teams and organizations that manage multiple tasks across departments and need a reliable way to stay on top of deadlines. It is especially useful for:
- Project managers coordinating many deadlines
- Back-office teams monitoring routine operational tasks
- Organizations with distributed members
- Anyone who relies on spreadsheets but needs automated follow-up
By integrating Google Sheets, n8n, and Gmail, you gain a proactive notification system that keeps everyone aligned and reduces the risk of forgotten tasks.
How it works
1. Daily trigger
The workflow runs every morning at 9:00 using a Schedule Trigger.
2. Load task list from Google Sheets
The workflow retrieves all rows from the designated spreadsheet, including task name, deadline, responsible person, and email address.
3. Process tasks individually
A loop node evaluates each task one by one.
4. Evaluate deadline conditions
- Due today: Deadline matches today’s date
- Due within 3 days: Deadline falls between today and three days ahead
- Due within 7 days: Deadline falls between today and one week ahead
5. Send notifications
Depending on urgency:
- “本日が締め切りです” for tasks due today
- “タスク期限が三日前となりました” for tasks due within 3 days
- “タスクの期限が一週間以内です” for tasks due within 7 days
Each email is automatically sent to the responsible person based on the “メールアドレス” field in the sheet.
6. Complete processing
The loop continues until all task rows have been checked.
How to set up
- Import the workflow into your n8n instance
- Authenticate Google Sheets and select the task spreadsheet
- Authenticate Gmail as the sender account
- Confirm required columns: タスク, 期限, 担当, メールアドレス
- Adjust time, message text, or conditions based on your internal rules
Requirements
- Active n8n instance
- Google Sheets access with permission to read the task list
- Gmail OAuth connection for email sending
- Spreadsheet with at least: task name, deadline, responsible person, email address
How to customize
You can expand and refine this workflow to match your company’s processes:
- Add Slack, Chatwork, or LINE notifications
- Add overdue task detection
- Add task priority sorting (High / Medium / Low)
- Log notifications back into the spreadsheet
- Send daily summary reports to managers
This workflow provides a flexible foundation for building a complete automated task governance system.
Automate Task Deadline Reminders with Google Sheets and Gmail
This n8n workflow automates the process of sending task deadline reminders. It reads task data from a Google Sheet, identifies tasks with upcoming deadlines (today, 3 days, or 7 days from now), and sends personalized email reminders via Gmail to the assigned individuals.
What it does
- Schedules Execution: The workflow runs on a predefined schedule (e.g., daily).
- Reads Task Data: It fetches all task records from a specified Google Sheet.
- Loops Through Tasks: It processes each task record individually.
- Filters by Deadline: For each task, it checks if the deadline is today, 3 days from now, or 7 days from now.
- Sends Email Reminders: If a task matches one of the deadline criteria, it sends a customized email reminder to the person assigned to that task using Gmail.
Prerequisites/Requirements
- n8n Instance: A running instance of n8n.
- Google Sheets Account: A Google account with access to Google Sheets.
- Gmail Account: A Google account with access to Gmail.
- Google Sheets Credential: An n8n credential configured for Google Sheets (OAuth 2.0 recommended).
- Gmail Credential: An n8n credential configured for Gmail (OAuth 2.0 recommended).
- Task Google Sheet: A Google Sheet containing your task data with columns for task name, deadline, and assignee email.
Setup/Usage
- Import the Workflow:
- Copy the provided JSON code.
- In your n8n instance, go to "Workflows" and click "New".
- Click the "Import from JSON" button and paste the copied JSON.
- Configure Credentials:
- Locate the "Google Sheets" node and the "Gmail" node.
- Click on each node and select or create the necessary Google Sheets and Gmail credentials. Ensure they have the appropriate permissions to read from your Google Sheet and send emails from your Gmail account.
- Configure Google Sheets Node:
- Open the "Google Sheets" node.
- Specify the Spreadsheet ID and Sheet Name where your task data is stored.
- Ensure the "Operation" is set to "Read Data" or similar to fetch all rows.
- Configure If Node (Deadline Logic):
- The "If" node (ID 20) contains the logic to check deadlines. You will need to configure the conditions to compare the task's deadline date (from your Google Sheet) with the current date, current date + 3 days, and current date + 7 days.
- You might need to adjust the expressions based on the exact format of your date column in Google Sheets.
- Configure Gmail Node:
- Open the "Gmail" node.
- Set the "To" field to the email address column from your Google Sheet (e.g.,
{{ $json.emailAddress }}). - Customize the "Subject" and "Body" of the email reminder. You can use expressions to include task details (e.g.,
{{ $json.taskName }}and{{ $json.deadlineDate }}).
- Activate the Workflow:
- Once configured, activate the workflow by toggling the "Active" switch in the top right corner of the n8n editor.
- The workflow will now run automatically based on the schedule defined in the "Schedule Trigger" node. You can adjust the schedule as needed.
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