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Meeting management agent

Rakin JakariaRakin Jakaria
720 views
2/3/2026
Monday.comHubSpotAutomationProject ManagementCRM
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Use cases are many: Let users book, check, reschedule, or cancel meetings directly from Telegram. Perfect for solopreneurs, agencies, or teams who want an AI-powered assistant that prevents double-bookings, manages Google Calendar, and even sends email invites automatically.

Good to know At time of writing, this workflow uses OpenAI GPT-4.1-mini for natural conversation handling. See OpenAI Pricing for updated info. This workflow relies on Google Calendar for scheduling — if the model says “conflict found,” it means an event already exists in that time slot.

How it works

  • Telegram Chat: A user types natural requests like “Book a meeting with Sarah tomorrow at 2 PM” or “Do I have meetings on Friday?”.

  • AI Agent (OpenAI): Interprets the request, calculates dates (using Date & Time), and decides whether to create, update, or delete a meeting.

  • Conflict Checking: Before booking, the agent checks Google Calendar for existing events to avoid overlaps.

  • Meeting Management:

    • Create: Adds new events with title, description, attendees.
    • Update: Edits existing events.
    • Delete: Cancels meetings if requested.
    • Get: Lists all meetings for a date or time range.

  • Notifications: Replies instantly on Telegram and, if needed, sends a Gmail email with meeting details.

  • Memory: Keeps context of the conversation so users can speak naturally (“reschedule that meeting to 4 PM instead”).

How to use

  • Start a Telegram chat with the bot.
  • Type a request in plain English (no need for structured inputs).
  • The agent will confirm or suggest alternatives if a conflict exists.
  • Meetings appear in Google Calendar and details can be emailed via Gmail.

Requirements

  • Telegram bot connected to n8n
  • OpenAI API key (for AI-driven scheduling assistant)
  • Google Calendar account (for event creation & conflict checking)
  • Gmail account (for sending invites & confirmations)

Customising this workflow

  • Add support for multiple calendars (work, personal, shared).
  • Change the conflict-resolution logic (e.g., auto-suggest nearest free slot).
  • Include recurring meetings (weekly standups, monthly reviews).
  • Add Slack or WhatsApp integration for multi-platform scheduling.
  • Extend Gmail invites with calendar attachments (.ics files).

👉 Rakin Jakaria

n8n Meeting Management AI Agent

This n8n workflow leverages AI to create an intelligent agent that interacts with users via Telegram, maintaining conversational context to assist with meeting management or related tasks. It provides a foundational setup for a conversational AI assistant.

What it does

This workflow sets up a basic AI agent that can:

  1. Listen for Telegram Messages: It acts as a Telegram bot, waiting for incoming messages from users.
  2. Process Messages with an AI Agent: It feeds the received messages into a LangChain AI Agent.
  3. Maintain Conversational Context: The AI Agent uses a "Simple Memory" (Buffer Window Memory) to remember previous turns in the conversation, allowing for more natural and context-aware interactions.
  4. Utilize an OpenAI Chat Model: The AI Agent is powered by an OpenAI Chat Model, enabling it to understand natural language and generate relevant responses.
  5. Respond via Telegram: After processing the message, the AI Agent's response is sent back to the user through Telegram.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Telegram Bot Token: A Telegram bot set up via BotFather, and its API token. This is required for both the Telegram Trigger and Telegram nodes.
  • OpenAI API Key: An API key for OpenAI to power the Chat Model.
  • n8n LangChain Nodes: Ensure the @n8n/n8n-nodes-langchain package is installed in your n8n instance.

Setup/Usage

  1. Import the Workflow:
    • Copy the provided JSON code.
    • In your n8n instance, go to "Workflows" and click "New".
    • Click the "Import from JSON" button (or paste the JSON directly if available).
  2. Configure Credentials:
    • Telegram Trigger:
      • Click on the "Telegram Trigger" node.
      • Select or create a new "Telegram API" credential. Enter your Telegram Bot Token.
    • Telegram:
      • Click on the "Telegram" node.
      • Select the same "Telegram API" credential used for the trigger.
    • OpenAI Chat Model:
      • Click on the "OpenAI Chat Model" node.
      • Select or create a new "OpenAI API" credential. Enter your OpenAI API Key.
  3. Activate the Workflow:
    • Once all credentials are configured, click the "Activate" toggle in the top right corner of the workflow editor to make it live.

Now, your Telegram bot is ready to interact! Send a message to your bot on Telegram, and the AI agent will respond.

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