Automate Event Reminders with Calendar Invites
Tired of chasing people to remind them about events—or spending way too much time sending invites? Let’s talk about how to automate event reminders with calendar invites using simple workflows. This guide shows you easy step-by-step ways to connect your sign-up forms with Google Calendar and Gmail, so attendees always get invited and reminded—without you lifting a finger!
Why Automate This?
- ➔ Fewer No-Shows: People forget! Automated reminders mean more folks actually show up.
- ➔ Saves Tons of Time: No more copying emails or sending invites one by one.
- ➔ Looks Professional: Attendees love instant emails and polished calendar invites.
- ➔ No Coding Needed: Use free/cheap tools like Zapier or n8n—anyone can do it.
- ➔ Easy to Customize: Personalize reminders, adjust timing, and scale as you grow.
Step-by-Step Setup
Let’s break down a few smart ways you can automate event reminders, starting from a signup form (like Google Forms or Typeform). You can pick the workflow that fits your comfort level and tools.
1. Connect Google Forms to Google Calendar with n8n
What’s happening? When someone fills out your event signup form, n8n automatically grabs their info, creates a Google Calendar event with them as an invitee, and schedules reminder emails using Gmail.
How the workflow looks:
- Trigger: Google Form submission.
- Fetch data: n8n’s HTTP Request pulls form details (name, email, event).
- Create event: Google Calendar node creates new event and invites attendee.
- Remind: Schedule Trigger node sets up reminder (for example, 1 hour before event) which is sent via Gmail node.
Example JSON passed from form to calendar:
{
"name": "Jamie Smith",
"email": "jamie@example.com",
"event": "Intro Yoga Class",
"date": "2025-04-10T18:00:00Z"
}
- Tip for customizing: Add a field in your form for dietary preferences, notes, or plus-ones—include those in the calendar invite!
2. Use Zapier for Fast Google Forms → Calendar Invites
What’s happening? Zapier connects your signup form (Google Forms, Typeform, or even a spreadsheet) directly to Google Calendar. Each response instantly becomes a calendar event, and Zapier can send email, SMS, or even Slack reminders.
Workflow visual:
- Trigger: Form submission triggers Zapier.
- Action 1: Google Calendar event is created for each new signup.
- Action 2: “Schedule by Zapier” sends pre-event reminders however you like (email, Slack, SMS, etc.).
Example JSON Zapier template receives:
{
"form_name": "Client Intake Form",
"attendee_email": "client@email.com",
"meeting_time": "2025-03-15T15:00:00Z",
"notes": "Needs wheelchair access."
}
- Tip for customizing: You can add multiple reminders (e.g., one a day before, another an hour before) in your Zapier workflow.
3. Personalize Reminders with AI in n8n
What’s happening? Take it up a notch by letting AI write your reminder messages. After a booking, n8n’s OpenAI node generates a friendly custom reminder (“Hey Jamie, can’t wait to see you at Yoga Class tomorrow!”) and sends it through Gmail, Telegram, or SMS.
Workflow visual:
- After event setup: n8n sends booking details to OpenAI.
- AI step: OpenAI crafts a personal message based on event type, attendee, and timing.
- Send: Personalized message is automatically emailed, texted, or pushed.
Example JSON sent to OpenAI:
{
"name": "Jamie Smith",
"event": "Yoga Class",
"time": "tomorrow at 6pm",
"reminder_type": "email"
}
- Tip for customizing: Mention extra details like parking info, what to bring, or links to resources. AI can work those right into the message!
4. Fine-Tune Reminder Timing with Cron Triggers in n8n
What’s happening? Not every reminder should go out at the same time. With n8n’s Schedule Trigger (cron), you can set reminders at precise intervals: days before, hours before, you name it.
Workflow visual:
- Multiple triggers: Setup one reminder 3 days before, another 24 hours before, and a final one 1 hour before.
- Delivery: Each trigger sends a custom reminder email via Gmail node.
Example cron JSON config:
{
"schedules": [
{
"expression": "0 9 * * 1-5",
"message": "Friendly reminder about your booking this week!"
},
{
"expression": "0 17 * * *",
"message": "Your event is tomorrow at 6pm. Don’t forget!"
}
]
}
- Tip for customizing: Use different messages for each time interval! Early reminders can be more detailed, last-minute can be short and urgent.
5. Advanced: Google Apps Script + Webhooks for Complex Flows
What’s happening? If you want extra control, use Google Apps Script to catch form submissions and send them directly to n8n via webhook. That way, you can process the data however you want—add attendees, send confirmation emails, update a database, and more.
Workflow visual:
- Google Apps Script: Runs behind your form, grabs each submission, and posts JSON to a custom webhook URL.
- n8n Workflow: Picks up the data, creates calendar invites, emails confirmations, and even logs to Google Sheets if you like.
Example webhook JSON payload:
{
"attendee_name": "Jordan Lee",
"attendee_email": "jordanlee@example.com",
"session": "Photography Workshop",
"date": "2025-06-01T13:00:00Z"
}
- Tip for customizing: Add logic in Apps Script to filter specific events, attach files, or parse multi-step forms before sending to n8n.
Real Example: Yoga Studio Automates Class Reminders
Scenario: A yoga studio uses Google Forms for class signups. They want every attendee to get a calendar invite and a reminder email 1 hour before class. Here’s how it happens:
- Google Forms collects attendee name and email.
- n8n workflow catches new form entries, creates a Google Calendar event, and invites the attendee.
- n8n’s Schedule Trigger sets up a reminder email to go out via Gmail node.
- Attendance improves by 30%, and staff save hours each week.
Sample payload sent from Google Forms to n8n:
{
"name": "Elena Diaz",
"email": "elena@yogastudio.com",
"class": "Power Flow Yoga",
"datetime": "2025-07-12T15:30:00Z"
}
Tools You’ll Need
- Google Forms: For signup collection (or use Typeform, JotForm, etc.)
- Google Calendar: Where you’ll create the events/invites
- Gmail: For personalized, automated reminder emails
- n8n: Free, open-source workflow tool (or Zapier for point-and-click integration)
- Zapier: Great for non-technical users or quick setup (many templates!)
- Optional: OpenAI or ChatGPT: For personalized AI reminder messages
- Optional: Google Apps Script: For deeper customization or complex Google Forms flows
Related Articles
- n8n – Google Calendar Integration Docs
- How to Send Automatic Calendar Reminders in Zapier
- Automated Email Reminders: Best Practices
- Google Apps Script Forms Guide
Final Thoughts
Automating event reminders with calendar invites is a game-changer—no more manual emailing, no more missed events. Even if you’re tech-shy, tools like Zapier and n8n make setup as simple as dragging blocks or filling in blanks. Start small and expand as you grow. Pretty soon, your events will run smoother and your inbox will be a calmer place.