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Inbox manager (GPT, Google Calendar & Supabase)

Abdul MirAbdul Mir
2219 views
2/3/2026
AirtableGoogle SheetsShopifyE-commerceData Sync
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Overview

Turn your cluttered inbox into a smart, autonomous assistant that categorizes emails, replies to leads, checks your calendar, and notifies you on Telegram—all without lifting a finger.

This workflow is designed for a marketing agency, but can be adapted for any business. It classifies incoming emails into categories like Sales, Client Communication, Reports, Billing, and Other. If it detects a new lead or priority message, it routes the email to one of two agents:

  • The Calendar Agent checks your availability in Google Calendar and drafts a consultation reply
  • The Knowledge Agent answers FAQs using your business knowledge base (with Supabase embeddings)

Both agents create draft email responses and send a Telegram alert so you're always in the loop.

Who’s it for

  • Founders and agency owners buried in emails
  • Marketing teams handling lots of inbound leads
  • Customer support managers automating Tier 1 replies
  • Anyone who wants a cleaner, smarter inbox without hiring a VA

How it works

  • Gmail trigger watches for incoming emails
  • Email content is passed to an AI classifier to apply a label (Sales, Client, Billing, etc.)
  • If the message is a new inquiry or lead, it’s routed to:
    • Calendar Agent → checks Google Calendar and drafts a reply with available slots
    • Knowledge Agent → searches vector DB and drafts a helpful reply from documentation
  • Both agents create a Gmail draft response and send a Telegram notification with summary

Example use case

> A lead emails you asking for a discovery call.
>
> ✅ Email is labeled "Sales"
> ✅ AI Calendar Agent checks your Google Calendar
> ✅ A reply is drafted offering free time slots
> ✅ You get a Telegram ping:
> "New lead: Abdul Mir. I checked your calendar and drafted a reply. Check your email!"

How to set up

  1. Connect your Gmail and set up a trigger for new messages
  2. Train the AI classifier with example categories and emails
  3. Connect Google Calendar API for availability checks
  4. Upload your internal docs and sync to Supabase vector store
  5. Connect Telegram for alerts
  6. Customize AI prompts and escalation logic as needed

Requirements

  • Gmail integration
  • OpenAI or Claude API (for classification + chat agents)
  • Google Calendar API
  • Supabase (or Pinecone, Weaviate) for RAG vector DB
  • Telegram bot API key

How to customize

  • Add custom labels like “Recruiting,” “Investor,” or “Support”
  • Replace Telegram with Slack or SMS alerts
  • Add CRM sync to update lead status
  • Escalate complicated replies to a human via task creation
  • Add auto-send (instead of drafts) after review or based on confidence score

n8n Inbox Manager with AI, Google Calendar, and Supabase

This n8n workflow automates the processing of incoming emails, leveraging AI to understand their intent, and then routing them to appropriate actions like creating calendar events, sending Telegram messages, or performing other defined tasks. It acts as an intelligent inbox manager, reducing manual effort and ensuring important communications are handled efficiently.

What it does

This workflow streamlines email management through the following steps:

  1. Triggers on New Emails: Listens for new emails arriving in a specified Gmail inbox.
  2. Analyzes Email Content with AI: Uses a Language Model (likely OpenAI) to classify the email's intent (e.g., "create an event", "send a message").
  3. Routes Based on AI Classification:
    • If the AI classifies the email as an "event creation" request, it processes the details to create a Google Calendar event.
    • If the AI classifies the email as a "send message" request, it composes and sends a message via Telegram.
    • For other classifications or if the AI needs more context, it can engage in a "Think" process, potentially querying a Supabase vector store for relevant information.
  4. Stores and Retrieves Context (Optional/Implicit): Utilizes a Supabase Vector Store and a Simple Memory to store and retrieve conversational or contextual information, enhancing the AI's ability to understand and respond to complex requests over time.
  5. Parses Structured Output: Employs a Structured Output Parser to extract specific data (e.g., event details, message content) from the AI's responses.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Gmail Account: Configured with n8n credentials to trigger on new emails and potentially send replies.
  • OpenAI API Key: For the AI Agent, OpenAI Chat Model, and Embeddings OpenAI nodes.
  • Telegram Account: Configured with n8n credentials to send messages.
  • Supabase Project: With a configured vector store, used by the Supabase Vector Store node for knowledge retrieval.
  • Langchain Nodes: Ensure the @n8n/n8n-nodes-langchain package is installed in your n8n instance, as this workflow heavily relies on Langchain AI capabilities.

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your Gmail OAuth 2.0 credentials for the Gmail Trigger node.
    • Configure your OpenAI API Key credentials for the OpenAI Chat Model, Embeddings OpenAI, and AI Agent nodes.
    • Set up your Telegram Bot Token credentials for the Telegram node.
    • Configure your Supabase Project URL and API Key credentials for the Supabase Vector Store node.
  3. Review and Customize Nodes:
    • Gmail Trigger (Node 824): Ensure the "Watch For" and "Folder" settings are correct for your inbox.
    • AI Agent (Node 1119): Review the agent's prompt and tools to ensure it aligns with the types of email tasks you want to automate.
    • OpenAI Chat Model (Node 1153): Select your desired OpenAI model (e.g., gpt-3.5-turbo, gpt-4).
    • Structured Output Parser (Node 1179): Customize the schema to match the expected JSON output from your AI for different tasks.
    • If (Node 20) and Switch (Node 112): These nodes define the conditional logic for routing. Adjust their conditions to match your specific classification outcomes from the AI.
    • Telegram (Node 49) and Gmail (Node 356): Configure the message content and recipients as needed for your automated responses.
    • Supabase Vector Store (Node 1231): Ensure it points to the correct Supabase table and embedding configuration.
  4. Activate the Workflow: Once all credentials and configurations are set, activate the workflow to start processing your emails automatically.

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