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Dynamically send out-of-office / vacation message using Gmail & Google Calendar

Rosh RagelRosh Ragel
109 views
2/3/2026
Email AutomationArchiveEmail ProcessingCodeGmail
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What it Does

Automatically checks your Google Calendar to determine if you're officially off work for the rest of today. If so, it auto-sends a personalized out‑of‑office reply via Gmail, telling senders when you’ll be back—based on your next calendar entry within the next 2 weeks.

Prerequisites

To use this template, you'll need:

  • Gmail credentials (for the trigger and reply nodes)
  • Google Calendar credentials (for both calendar checks)
  • A dedicated work calendar selected in the Calendar nodes

Workflow Logic

  1. Gmail Trigger
  • Monitors incoming emails every minute
  • Can be filtered (e.g., labels or VIP senders)
  1. Calendar Check #1
  • Inspects if any events remain today
  1. Calendar Check #2
  • If no remaining events, scan the next 14 days for the next event
  1. Function Node
  • Formats the return date as Weekday, Month D, YYYY (e.g., “Thursday, July 24, 2025”)
  1. Gmail Send
  • Sends a customized out‑of‑office email, using the formatted date
  • Optionally includes n8n attribution (editable)

User Setup Instructions

  • Gmail Trigger: Connect your Gmail account and add any desired filters (labels, senders).
  • Google Calendar Nodes: Connect your calendar account and select your “work” calendar in both nodes.
  • Function Node: No changes needed unless you prefer a different date format.
  • Gmail Send Node: Edit the message template and toggle attribution as desired.

Customization - Options

Edit the final email content and tone in the Send node

  • Adjust calendar lookahead in Calendar Check #2 (default is 14 days)
  • Add Gmail filters to restrict auto-replies (e.g. only specific senders or labels)

Why It's Useful

Ideal for freelancers, consultants, or remote workers who don’t follow a strict 9–5, yet want automated responses aligned with their actual availability, not a static setting. It’s dynamic, real-time, and easy to tweak.

Classification

Use Case: Calendar-driven out-of-office automation

Recommended audience: Business professionals, freelancers, remote employees

Dynamically Send Out-of-Office/Vacation Messages Using Gmail & Google Calendar

This n8n workflow automates the process of sending out-of-office (OOO) or vacation messages via Gmail, based on your Google Calendar events. It intelligently checks your calendar for specific keywords and, if found, enables or disables your Gmail vacation responder accordingly.

What it does

  1. Monitors Gmail for new emails: The workflow is triggered whenever a new email arrives in your Gmail inbox.
  2. Checks Google Calendar for OOO events: For each new email, it queries your Google Calendar for events happening now that contain specific keywords like "OOO", "Out of Office", or "Vacation".
  3. Determines OOO status: It uses a Code node to process the calendar events and determine if you are currently in an "Out of Office" state.
  4. Conditionally sends OOO messages: An IF node then checks the OOO status:
    • If OOO: It enables your Gmail vacation responder with a predefined message.
    • If NOT OOO: It ensures your Gmail vacation responder is disabled.
  5. Provides a visual note: A Sticky Note reminds users to configure the keywords in the Code node.

Prerequisites/Requirements

  • n8n Instance: A running instance of n8n.
  • Google Account: A Google account with access to both Gmail and Google Calendar.
  • Gmail Credential: An n8n credential configured for your Google Account to access Gmail.
  • Google Calendar Credential: An n8n credential configured for your Google Account to access Google Calendar.

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Click on the "Gmail Trigger" node and select your Gmail Google OAuth2 credential.
    • Click on the "Google Calendar" node and select your Google Calendar Google OAuth2 credential.
    • Click on the "Gmail" node and select your Gmail Google OAuth2 credential.
  3. Customize OOO Keywords:
    • Open the "Code" node.
    • Locate the section where keywords for "Out of Office" events are defined.
    • Modify the array of keywords (['OOO', 'Out of Office', 'Vacation']) to match the terms you use in your Google Calendar events to signify out-of-office periods.
  4. Customize Vacation Responder Message:
    • Open the "Gmail" node (the one connected to the "True" branch of the "If" node).
    • In the "Operation" field, ensure "Update Vacation Responder" is selected.
    • Edit the "Subject" and "Message" fields to your desired out-of-office reply.
  5. 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 automatically check your calendar for OOO events whenever you receive an email and manage your Gmail vacation responder accordingly.

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