Turn task and event emails into organized Notion database entries

Scans your Gmail for task and event emails, then uses AI to file the key details into a Notion database automatically.

How the work actually flows

It branches. Exactly one path is taken; runs once per one per new email.

Pattern: Multiple Instances without Synchronization (12) · Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig(["scheduled inbox check"]):::trigtime s0[["check gmail for new emails"]]:::mi s1["ai classifies email type"]:::task s2["create notion entry"]:::task trig --> s0 s0 --> s1 gx{"× task or event?"}:::gate s1 --> gx p00["extract task details"]:::task gx -->|"task email"| p00 p10["extract event details"]:::task gx -->|"event email"| p10 jn{"○ create notion entry"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"organized notion database entries"/]:::out pay{{"nothing falls through inbox cracks"}}:::pay s2 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepRuns once per itemOne path onlyPaths rejoinResultPayoff
Build size
Standard

A mid-size build with several tools working together.

Business functions
AI Agents & Autonomous SystemsEmail Automation
Connects
GmailGoogle GeminiNotion

The problem it solves

Important tasks and events arrive buried in your inbox next to newsletters and spam, and manually copying them into a to-do list takes time you don't have. Things get missed, forgotten, or double-booked because nothing is organized in one place.

Who it fits

Solo professionals and small teams who track tasks and events in Notion but live in their inbox.

How it works

  1. On a set schedule, the automation checks your Gmail for new messages
  2. AI reads each email and decides whether it describes a task or an event, ignoring anything irrelevant
  3. It pulls out the title, summary, sender, date, and category from relevant emails
  4. A new entry is created automatically in your Notion database, organized and ready to review
What you get

Inbox emails that become organized Notion tasks

Your inbox gets scanned for tasks and events, and the key details land directly in your Notion database, already organized.

What you get

New, organized entries in your Notion database for every task or event buried in your inbox.

What you need

A Gmail account, a Google Gemini API key, and a Notion account.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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