Manage Tasks & Send Scheduled Reminders with Telegram Bot, Google Sheets & GPT-4o mini

Description

This n8n automation lets you build a complete AI-powered task management system that integrates Telegram, Google Sheets, and GPT-4o mini to help users easily manage to-do lists and receive daily task reminders.

Users can interact with the system via Telegram, while the AI assistant (powered by GPT-4o mini) processes commands naturally, updates a central Google Sheet, and ensures scheduled reminders are sent for pending tasks.

✨ Key Features

✅ Add, list, update, complete, or delete tasks via Telegram
✅ AI-powered conversational responses using GPT-4o
✅ All tasks stored and synced in Google Sheets
✅ Daily scheduled task summary and pending reminders sent to Telegram
✅ Friendly, human-like assistant responses
✅ Fully configurable and easy to set up

🛠️ Workflow Functionality Breakdown

1. User Interacts on Telegram

Sends commands like:

add buy groceries
list tasks
complete submit report
delete dentist appointment

2. AI-Powered Processing

A GPT-4o agent processes user messages
Ensures clear, friendly responses
Determines task intent: add, update, delete, list, complete

3. Google Sheets Sync

Every operation is logged to Google Sheets
Google Sheets acts as the master task database
Sheet structure includes:

Task
Status (pending or done)
Created At (timestamp)
Due Date (optional)
Notes (optional)

4. Scheduled Daily Task Summary

At 9 PM daily, the workflow:

Fetches tasks from Google Sheets
Generates a warm, conversational summary via GPT-4o
Sends the summary to the user on Telegram

5. Automated Reminders

Checks for pending tasks due today
Sends reminder messages to Telegram

✅ Prerequisites

Before setting up the workflow, ensure you have:

✔️ An n8n instance (Cloud or self-hosted)
✔️ A Telegram Bot Token
✔️ Access to Google Sheets API (OAuth2 credentials)
✔️ An OpenAI API Key with GPT-4o access
✔️ A Google Sheet structured as per the specification below

📝 Google Sheet Structure

Your Google Sheet should have the following columns:

| Column Name | Description |
| -------------- | ---------------------------------------------------- |
| Task | Short task description |
| Status | pending or done |
| Created At | Date & time task was created (YYYY-MM-DD HH:mm:ss) |
| Due Date | (Optional) When task is due (YYYY-MM-DD HH:mm:ss) |
| Notes | (Optional) Additional details |

Important: The first row should be the header row with these exact column names.

🔧 Setup Instructions

1. Telegram Bot Setup

Create a bot via BotFather
Obtain the Bot Token
Connect Telegram Trigger and Telegram Send nodes using your Bot Token in n8n

2. Google Sheets API Setup

Follow n8n Google Sheets integration guide
Set up OAuth2 credentials
Provide access to your task Google Sheet

3. OpenAI API Setup

Obtain an API key from OpenAI
Ensure GPT-4o mini access is enabled
Add OpenAI credentials to relevant nodes

4. Sheet Linking

Replace the Google Sheet ID in the workflow with your own
Confirm sheet names and column structure match exactly

5. Schedule Configuration (Optional)

Adjust the daily summary time (Schedule Trigger node) as desired

⚙️ Configuration Options

🔧 Adjust AI prompt instructions for tone/style
🔧 Change reminder times in the schedule trigger
🔧 Customize Google Sheet columns if needed (update mappings accordingly)
🔧 Add multi-user support with chat ID checks (advanced)

📂 Files Included

Full n8n JSON workflow ready to import

💡 Tips

You can extend this with Slack, WhatsApp, or Email reminders
Combine with Notion, ClickUp, or CRM integrations for more powerful task management
Consider adding a "Priority" column for advanced sorting

Ready to stay organized with AI-powered task management?
Import this workflow, link your accounts, and your Telegram assistant is good to go! 🚀