🗓 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).

1. Format your Google Sheet with headers:
   date, asset, task, location, email
2. Activate the workflow. It runs daily on schedule. You can test it manually for validation.
3. Each day: Team members with tasks scheduled for that date are sent their personalized event invite.

Requirements

Tool

Purpose

n8n Instance

Run and schedule the automation

Google Sheets

Source of maintenance schedule/tasks

Gmail (or SMTP)

Email platform to send calendar files

How to Customize

Customization

How

Change calendar invite/event wording

Edit title or description in the "Create ICS File" node

Adjust event start/end times

Modify time logic in "Generate ICS Data" node

Change daily send time

Tweak time in "Daily Trigger" node

Use a different email provider (SMTP)

Swap Gmail node for SMTP node; link correct credentials

Add extra notifications (SMS/Slack)

Add appropriate node after or before Send Email node

Add‑ons

Add-on

Description

Recurring Tasks

Automate repeated tasks via your sheet/setup

Email Logging

Log sent invites in another sheet/db

WhatsApp/SMS Alerts

Add Twilio or WhatsApp for instant alerts

Manager Summary

Send daily reports or dashboards to leads

Pre-alerts

Add reminder emails 1hr / 1 day before event

Use Case Examples

• Wind turbine engineers receive daily calendar invites for inspections.
• Solar O&M operators are automatically reminded for inverter cleaning via calendar sync.
• Facility staff gets scheduled reminders for HVAC or safety checks without manual admin.
• Managers have a clear audit trail of which reminders were sent on time.

Common Troubleshooting

Issue

Possible Cause

Solution

No email received

Gmail/SMTP misconfigured

Check node credentials, token or SMTP settings

Calendar file comes as .txt

Wrong file type/extension/MIME

Ensure "Create ICS File" outputs .ics and text/calendar

No invites sent for today

No matching rows in Google Sheet

Check date/value format; add sample data for today

Google Sheets returns error

Wrong Sheet ID/tab, access issue

Confirm correct Google Sheet is linked and shared

Event time/zone is incorrect

Code node’s time logic not matching

Adjust start/end time settings in the code node

Need Help?

Want guided setup, advanced reporting, Outlook synchronization or a full preventive maintenance dashboard?

👉 Contact WeblineIndia — Your n8n Automation partner for smart preventive maintenance and calendar-driven ops!