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Predict disaster damage and coordinate property response with GPT-4, Google Sheets, Calendar and Gmail

Cheng Siong ChinCheng Siong Chin
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2/3/2026
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How It Works

This automated disaster response workflow streamlines emergency management by monitoring multiple alert sources and coordinating property protection teams. Designed for property managers, insurance companies, and emergency response organizations, it solves the critical challenge of rapidly identifying at-risk properties and deploying resources during disasters.The system continuously monitors weather, seismic, and flood alerts from authoritative sources. When threats are detected, it cross-references property databases to identify affected locations, calculates insurance exposure, and generates damage assessments using OpenAI's GPT-4. Teams receive automated maintenance schedules while property owners and insurers get instant email notifications with comprehensive reports. This eliminates manual monitoring, reduces response time from hours to minutes, and ensures no vulnerable properties are overlooked during emergencies.

Setup Steps

  1. Configure alert fetch nodes with weather/seismic/flood API endpoints
  2. Connect property database credentials (specify database type)
  3. Add OpenAI API key for GPT-4 damage assessments
  4. Set up Gmail/SMTP credentials for owner and insurer notifications
  5. Customize insurance calculation formulas and team scheduling logic

Prerequisites

Weather/seismic/flood alert API access, property database (SQL/Sheets/Airtable)

Use Cases

Insurance companies automating claims preparation, property management firms protecting rental portfolios

Customization

Modify alert source APIs, adjust damage assessment prompts

Benefits

Reduces emergency response time by 90%, eliminates manual alert monitoring

Predict Disaster Damage and Coordinate Property Response with GPT-4, Google Sheets, Calendar, and Gmail

This n8n workflow automates the process of assessing disaster damage, generating a property response plan, scheduling follow-up actions, and notifying relevant parties. It leverages AI (GPT-4) to analyze damage reports, integrates with Google Sheets for data management, Google Calendar for scheduling, and Gmail for communication.

What it does

This workflow streamlines disaster response coordination by:

  1. Triggering on a Schedule: Periodically checks for new or updated disaster damage reports.
  2. Reading Damage Reports from Google Sheets: Fetches the latest damage assessment data from a specified Google Sheet.
  3. Processing with AI Agent (GPT-4): Utilizes an OpenAI Chat Model (GPT-4) via an AI Agent to:
    • Analyze the damage report details.
    • Predict the extent of disaster damage.
    • Generate a comprehensive property response plan based on the assessment.
  4. Creating a Google Calendar Event: Schedules a follow-up meeting or action item in Google Calendar based on the generated response plan.
  5. Sending Email Notifications via Gmail: Dispatches an email to relevant stakeholders (e.g., property owners, response teams) with the damage assessment summary and the proposed response plan.
  6. Updating Google Sheets: Records the generated response plan, calendar event details, and email status back into the Google Sheet for tracking.
  7. Merging Data: Combines data from various steps to ensure a complete record is maintained.
  8. Logging (Sticky Note): Includes a sticky note for internal documentation or notes within the workflow.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Google Account: With access to Google Sheets, Google Calendar, and Gmail.
    • Google Sheets Credential: Configured in n8n to access your damage report spreadsheet.
    • Google Calendar Credential: Configured in n8n to create calendar events.
    • Gmail Credential: Configured in n8n to send emails.
  • OpenAI API Key: For the OpenAI Chat Model (GPT-4) to power the AI Agent.
    • OpenAI Credential: Configured in n8n.

Setup/Usage

  1. Import the Workflow: Download the JSON provided and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Google Sheets, Google Calendar, and Gmail credentials in n8n.
    • Set up your OpenAI API Key credential in n8n.
  3. Update Node Settings:
    • Schedule Trigger: Adjust the schedule frequency as needed (e.g., daily, hourly).
    • Google Sheets (Read): Specify the Spreadsheet ID and Sheet Name where your disaster damage reports are located. Ensure the column headers match what the AI Agent expects (e.g., "DamageReport", "Location", "Severity").
    • AI Agent / OpenAI Chat Model: Ensure the model is set to gpt-4 (or your preferred capable model) and the systemMessage provides clear instructions for damage assessment and response plan generation.
    • Google Calendar: Configure the Calendar ID, event title, description (using data from previous nodes), start/end times, and attendees.
    • Gmail: Set the recipient email addresses, subject line, and email body (incorporating the AI-generated response plan).
    • Google Sheets (Write): Specify the Spreadsheet ID and Sheet Name to write back the generated response plan and other details. Map the input fields correctly.
  4. Activate the Workflow: Once all configurations are complete, activate the workflow. It will then run automatically based on the defined schedule.

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