đź“‹ Automate sprint planning with OpenAI, Google Calendar, and Gmail for agile teams
⚡ 1,010 views · 📋 Project Management
Description
👤 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.
đź”— Nodes Used
Google Sheets, Google Drive, Google Calendar, Gmail, Schedule Trigger, Filter
đź“Ą Import
Download workflow.json and import into n8n:
Workflow menu → Import from File