Send preventive maintenance schedules with Google Sheets and Gmail ICS invites

🗓 Preventive Maintenance Scheduler via ICS Email (n8n | Google Sheets | Gmail)

This workflow automatically reads your daily preventive maintenance schedule from Google Sheets and sends each assigned team member a personalized calendar invite (.ICS) as an email attachment. No more manual reminders or copying events — your operations and field teams will always be on schedule with clear, actionable reminders!

Who’s it For

- Maintenance teams at plants, renewable sites, factories. - Facility and operations managers. - Any field crew, service team or org using Google Sheets and email for coordination. - Businesses wanting reliable, zero-touch preventive maintenance notifications.

How it Works

1. Daily Trigger: Workflow runs automatically every morning at 7:00 AM. 2. Read Maintenance Tasks: Pulls all scheduled maintenance for today from Google Sheets. 3. Generate ICS Data: Prepares universal calendar event details: summary, location, time, assignee, etc. 4. Create ICS File: Converts event data into a standard .ics calendar invite file with correct timings and description. 5. Send Calendar Invite Email: Sends a personalized email to each assignee, with the .ics file attached — ready to add to Outlook, Gmail or mobile calendar.

How to Set Up

1. Import the workflow JSON into your n8n instance. 2. Set up connections in n8n: - Authenticate Google Sheets (read access) and Gmail (send access). 3. Format your Google Sheet with headers: date, asset, task, location, email 4. Activate the workflow. It runs daily on schedule. You can test it manually for validation. 5. Each day: Team members with tasks scheduled for that date are sent their personalized event invite.