Solution · meetings
Recurring meeting generator: six months of calls built from one table
Recurring calls — stand-ups, reviews, group sessions — are created by hand for every date, and Zoom links get lost in chats. The solution builds meetings in a Notion database six months ahead from the rules in one table: which meeting, which link, how often. Change a rule and future meetings rebuild themselves.
What it looks like
Mock-ups with demo data, no real data
🔁Recurring meetings
| Meeting | Repeats | Link |
|---|---|---|
| Team stand-up | Weekly | zoom.us/j/… |
| Sales review | Every 2 weeks | zoom.us/j/… |
| Group call | From project dates | zoom.us/j/… |
At a glance
- In production
- At a client
- Fits
- Teams with recurring calls and meetings tied to project dates
- Needs
- Notion; n8n for the hourly reconciliation
Estimate for your company
≈2 h
of creating meetings by hand every six months
Assumption: 5 recurring meetings a week × 26 weeks × ~1 minute to create a meeting with a link (our assumption)
This is a calculation, not a promise: plug in your own volumes and the figure changes.
Before
- Recurring meetings are created by hand — sooner or later someone forgets the next one.
- The call link lives in a chat, and people dig for it before every meeting.
- Meetings tied to project dates have to be recalculated whenever the project moves.
What was built
A table of rules
One row is one recurring meeting: name, call link, repetition (weekly, every two weeks). Empty and manual modes are left alone.
A six-month horizon
Every hour the system fills in meetings 183 days ahead. Meetings tied to projects are counted from the project dates.
Reconciliation, not copying
A missing meeting is created, a changed link is updated, and when a rule changes or a series ends, the extra future meetings are removed. Meetings created by hand are never touched.
No duplicates
Creating a meeting is never blindly retried: if the server’s answer is unclear, the system does not risk a second copy.
Stack
- Notion
- n8n
Where it runs
Questions
Will meetings reach Google Calendar?
The generator creates meetings in a Notion database. Sending Google Calendar invitations to participants can be added as the next step — participants are listed in the rules table for that.
What if one meeting needs to move manually?
Move it as usual. Meetings created or changed by hand are never overwritten.