Automate Sprint Planning with OpenAI, Google Calendar, and Gmail for Agile Teams

👤 Who is this for?

This workflow is designed for Scrum Masters and Agile Coaches who prepare and coordinate Sprint Planning sessions, using Google Calendar, Google Sheets, and OpenAI.

🧩 What problem is this workflow solving?

It solves the manual and time-consuming task of collecting, validating, and preparing backlog items for sprint planning—especially when coordinating with distributed teams or large product backlogs.

⚙️ What this workflow does

Every week, the workflow:

• Detects if a Sprint Planning event is coming up.
• Retrieves relevant backlog items marked as “Ready for Sprint Planning” or “Active in Sprint.”
• Checks each user story against the Definition of Ready (DoR) using AI.
• Adds AI-generated feedback per story in the backlog.
• Drafts a personalized preparation email for the team and sends it after Scrum Master approval.
• Optionally, generates Sprint Goal suggestions for the Product Owner.

🚀 Setup

Connect your Google Calendar, Sheets, and Gmail accounts.
Then configure variables like event names, sheet names, and email addresses in the “Start Here” node.

🛠️ How to customize this workflow to your needs

• Swap Google Sheets with Jira or another tool.
• Adjust status filters and column mappings.
• Tweak AI prompts for tone, language, or preferred practices.
• Change email logic for different approval flows.

🔥 Unique Selling Points (USPs)

• Validated by a Scrum Master with 10+ years of experience
• AI-driven backlog validation and email drafting.
• Weekly automation with human approval loops.
• Clear, structured output aligned with agile best practices.
• Fully customizable for any Scrum environment.