Turn booking emails into calendar entries automatically
n8n can read labeled confirmation emails and PDFs, then add the details to a dedicated calendar.
- What they did
- A person set up an n8n flow around Gmail labels. When a message was marked "Events," the workflow pulled out booking details such as the day, hour, place, confirmation ID, provider, and any extra notes from the email text and from PDF files attached to it. The setup first converted the email body into a PDF so both inputs could be processed by the same extraction path, then it combined the outputs and let attachment data win when there was a mismatch. If the required details were present, it created a calendar item in a dedicated Google Calendar and linked back to the email; otherwise, it sent the message to review and notified the user about missing fields.
- How it went
- The system was made for a CEO dealing with a crowded inbox full of travel and reservation messages, and it reduced manual data entry by placing items into an "Auto-imported" calendar. It still depends on a person adding the Gmail label, and it does not yet split one email that includes several events.
- Tips
- Use a review branch for anything incomplete so the agent does not make up missing details. If you expect multi-event confirmations, plan a separate step for those cases.
Try it yourself with n8n
Build an n8n workflow that watches my Gmail messages for anything I label [label name]. From the email text and any PDF attachment, pull out [event name], [date], [time], [location], [confirmation number], [vendor], and [notes]. If useful, convert the email body into a PDF so both sources can be handled through the same extraction process, and when the two sources disagree, trust the attachment. Before any calendar item is created, show me a quick approval step; only after I approve should it add the event to [calendar name] in Google Calendar. If key details are missing or unclear, do not guess—send me a review alert that lists what could not be found.
Fill in the [brackets]. Agents can make mistakes, so review anything before it is sent, paid or deleted.
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