Calendly Automation Workflows
121 ready-made Calendly workflows for n8n, Make, Zapier, Activepieces, and Pipedream. Booking-triggered workflows: reminders, CRM updates, and follow-ups.
Automated Company Enrichment and Filtering with Calendly Integration
This workflow automates the process of enriching company data and filtering appointments through Calendly, ensuring efficient lead management.
n8n$5.03Automate Lead Enrichment from Typeform and Calendly to HubSpot with AI
This workflow captures leads from Typeform and Calendly, enriches them using AI, and updates HubSpot CRM with detailed company information.
n8n$9.99Send WhatsApp Notifications for Cal.com & Calendly Bookings Using Google Gemini
## Who's it for Business owners, freelancers, and professionals who use Cal.com or Calendly for scheduling and want instant WhatsApp notifications for all booking activities without constantly checking their email or calendar apps. ## What it does This workflow automatically monitors your calendar booking events from both Cal.com and Calendly, then sends beautifully formatted WhatsApp messages to notify you of: - New bookings with guest details - Rescheduled meetings with old vs new times - Cancelled appointments - Meeting completion notifications (Cal.com only) The AI agent intelligently formats each message with emojis, proper spacing, and all relevant booking information including guest names, emails, dates, times, locations, and notes. ## How it saves you time **Stop checking multiple platforms:** Instead of constantly monitoring email notifications, calendar apps, and booking dashboards, get everything instantly on WhatsApp - the app you're already using throughout the day. **Immediate awareness:** Know about booking changes the moment they happen, not hours later when you finally check your email. This means you can quickly adjust your schedule, prepare for meetings, or reach out to clients if needed. **Mobile-first notifications:** Since most people check WhatsApp more frequently than email, you'll never miss important booking updates again. Perfect for busy professionals who are often away from their desk. ## How it works When a booking event occurs on either platform, the workflow captures the data, merges it through an aggregator, then uses Google Gemini AI to generate a professionally formatted WhatsApp message that gets sent instantly to your phone. ## Requirements - Cal.com and/or Calendly account with API access - WhatsApp Business API credentials - Google API key for Gemini - Active webhook endpoints for both calendar services ## How to customize - Update the recipient phone number in the WhatsApp node - Modify message templates in the AI Agent's system prompt - Add additional calendar platforms by connecting more trigger nodes - Customize emoji usage and message formatting to match your brand
n8n$4.99Automate Personalized Follow-Up Emails for Calendly Bookings Using GPT-4 and Outlook
This n8n workflow automates the process of sending personalized follow-up emails to individuals who book meetings via Calendly. It leverages GPT-4 to craft human-like HTML emails and sends them through Microsoft Outlook.
n8n$4.99Generate Smart Calendly Notifications for Outlook and Slack Using GPT-4
This n8n automation notifies you whenever someone books a meeting with you via **Calendly**. It sends a customized **email via Outlook** and a **Slack message** using details from the event. --- ### What This Workflow Does 1. Listens for new Calendly meeting bookings (`invitee.created`). 2. Extracts key details (name, email, reason for meeting, start time). 3. Uses an AI agent to generate both: - A **HTML email** sent to you via Outlook. - A **Slack message** sent to your chosen channel. --- ### Step-by-Step Setup Instructions #### 1. Calendly API Setup - In n8n: Go to **Credentials → Add Credential → Calendly API**. - Connect your account with the personal access token. - In the **Calendly Trigger** node, set event to `invitee.created`. #### 2. Microsoft Outlook Credential - Add Microsoft Outlook credentials via OAuth2 in **n8n → Credentials**. - Select it in the Send a message node. #### 3. Slack Setup - Add Slack OAuth2 credentials. - Select your Slack workspace and choose the channel (e.g., `#leads`). #### 4. Configure the AI Agent (OpenAI) - Provide your OpenAI API key under **Credentials → OpenAI API**. - The AI Agent node is pre-configured to: - Format a custom Slack message - Format a custom Outlook HTML email #### 5. Node Details - **Calendly Event** (Trigger): Listens for new bookings - **Edit Fields**: Extracts values like name, email, start time, and form answers - **Email Generator** (AI Agent): Creates formatted email + Slack message - **Send a message** (Outlook): Sends the formatted email to your inbox - **Slack Message**: Sends the AI-generated Slack alert --- ### Example Output **Slack Message**:
n8n$9.99Automate Real Estate Property Tours with Google Calendar, Slack & Calendly
## How It Works ™️ This workflow streamlines your property tour scheduling into two main automated flows: ### A. Property Tour Request & Automated Scheduling 1. **0. Form Trigger (Property Tour Request):** The workflow initiates immediately when a prospective client fills out a property tour interest form on your website or a dedicated landing page. This serves as the initial data input point. 2. **1. Extract Prospect Data (Function):** This node processes the incoming form data, intelligently extracting essential details such as the prospect's full name, email, phone number, and the specific property they are interested in. 3. **2. Generate Scheduling Link (Function):** This node dynamically constructs a personalized scheduling link (e.g., from Calendly or another scheduling tool) that is pre-configured to show your agent's real-time availability. 4. **3. Send Scheduling Link (Gmail/SMS):** An automated email or SMS containing this personalized scheduling link is instantly dispatched to the prospect, allowing them to conveniently select a tour time that fits their schedule and aligns with the agent's availability. ### B. Tour Confirmation & Reminders 1. **4. Webhook: Schedule Confirmation (Waiting for Confirmation):** The workflow patiently waits for a webhook signal from your scheduling tool (e.g., Calendly) confirming that the prospect has successfully selected and confirmed a tour slot. 2. **5. Add Event to Agent's Calendar (Google Calendar):** Upon confirmation, the property tour event is automatically added to the relevant agent's Google Calendar, complete with all prospect and property details, ensuring no appointments are missed. 3. **6. Send Confirmation Notification (Slack to Agent):** A detailed notification is sent to the agent's Slack channel or email, immediately informing them about the newly scheduled tour and providing all pertinent information at a glance. 4. **7. Wait (For Tour Reminder):** This node intelligently waits for a calculated period (e.g., 1 hour) before the scheduled tour time, ensuring the reminder is sent precisely when it's most impactful. 5. **8. Send Tour Reminder (Gmail):** A personalized reminder email or SMS is automatically sent to the prospect a set time before the scheduled tour, significantly helping to reduce no-shows and ensure timely attendance. ## How to Set Up 🚀 Follow these steps carefully to get your Property Tour Scheduling Automation workflow up and running in n8n: 1. **Import Workflow JSON:** * Open your n8n instance. * Click on Workflows in the left sidebar. * Click the + button or New to create a new workflow. * Click the ... (More Options) icon in the top right. * Select Import from JSON and paste the entire JSON code for this workflow. 2. **Configure 0. Form Trigger (Property Tour Request):** * Locate the 0. Form Trigger (Property Tour Request) node. * Activate the workflow. n8n will provide a unique Webhook URL. * **Crucial Step:** Integrate this Webhook URL into your website's property tour request form (e.g., via Elementor Forms, Gravity Forms, or any other form platform). Ensure your form sends data in JSON format. * **Form Fields:** Adjust the Form Fields in this node (e.g., Full Name, Email, Phone Number, Interested Property ID, Property Name (optional)) to precisely match the input fields of your actual form. If they don't match, update them here. 3. **Configure 1. Extract Prospect Data (Function):** * Locate the 1. Extract Prospect Data node. * **Adjust Field Names:** Review the `functionCode` within this node. **You MUST adjust the variable assignments (e.g., `formData['Full Name']`, `formData['Interested Property ID']`)** to accurately match the exact field names sent by your Form Trigger. Use n8n's Test Workflow feature (after submitting a test form entry) to inspect the incoming `items[0].json.body` data structure and make precise adjustments. 4. **Configure 2. Generate Scheduling Link (Function):** * Locate the 2. Generate Scheduling Link node. * **Set Base Scheduling URL:** Inside the `functionCode`, **replace `YOUR_CALENDLY_BASE_LINK_FOR_AGENT`** with the base URL of your Calendly or other scheduling tool link (e.g., `https://calendly.com/your-agent-name`). * **Adjust Parameters:** If your scheduling tool supports URL parameters for pre-filling information (e.g., prospect name, email), adjust the code to include them (e.g., `?name=${encodeURIComponent(prospectData.clientName)}&email=${encodeURIComponent(prospectData.clientEmail)}`). 5. **Configure 3. Send Scheduling Link (Gmail):** * Locate the 3. Send Scheduling Link (Gmail) node. * **Credentials:** Select your existing Gmail OAuth2 credential or click Create New to set one up. You'll need to replace `YOUR_GMAIL_CREDENTIAL_ID` with the actual ID or name of your credential from your n8n credentials list. * **From Email:** Re
n8n$9.99Automate Pipedrive Deal Management from Calendly Events
Automatically create or close deals in Pipedrive based on new or canceled events in Calendly. Streamline your sales process by ensuring your CRM reflects your scheduling changes.
Make$2.99Automate Follow-Up for Canceled Calendly Meetings with Personalized Emails and Asana Tasks
This n8n workflow automatically handles canceled Calendly meetings by sending a personalized follow-up email with a Loom video link and creating a task in Asana for manual follow-up. Ideal for sales teams and consultants to maintain engagement with prospects.
n8n$14.99Automatically Log New Calendly Bookings to Google Sheets
This workflow captures new bookings from Calendly and logs them into a Google Sheet, ensuring all booking details are accurately recorded without manual input.
n8n$4.99Manage Calendly Invitees in Wealthbox CRM
This Zap automates the process of managing new invitees from Calendly by filtering them based on specific criteria, finding their corresponding contact in Wealthbox CRM, and creating a task for follow-up. This ensures that no potential lead is overlooked and that your team can efficiently manage their outreach efforts.
Zapier$3.99Qualify Calendly Demo Requests with GPT-4 & Route to Saleshandy Sequences with Logs
This n8n template captures every "Request a Demo" booking in Calendly, uses OpenAI to score and qualify leads in real time, routes them into the correct Saleshandy sequence, and logs all data in Google Sheets for full GM visibility. ## Use cases include: - Empowering SDR teams to focus on high-value demos - Providing growth marketers with reliable funnel metrics - Automating triage for B2B AE teams overwhelmed by demo requests ## Good to know - OpenAI GPT-4 calls cost based on token usage—you can expect ~1,200 tokens per lead. - Calendly API rate-limits at 180 requests/min; consider batching if volume spikes. - Google Sheets writes are single-threaded; high-volume users may opt for Airtable or BigQuery. ## How it works **Capture** - Webhook node listens for every new "Request a Demo" form submission in Calendly. **Score** - AI Agent node sends job title, company size, domain quality, and custom questions to OpenAI; returns a 1-10 score plus label (Qualified/Semi-qualified/Unqualified). **Verify meeting** - HTTP Request node confirms via the Calendly API that a slot was actually scheduled. **Route** - Switch node selects the appropriate Saleshandy sequence ID (Qualified, Nurture, Disqualify). **Send** - HTTP Request nodes add each prospect to the chosen Saleshandy sequence. **Log** - Google Sheets nodes write to three tabs (Qualified, Semi-qualified, Unqualified) with lead data, score, routing path, and timestamp. ## Prerequisites - n8n workspace - Accounts & API credentials for: - Calendly - OpenAI (GPT-4 or GPT-3.5) - Google Sheets - Saleshandy ## Step-by-Step Setup **1. Import the n8n template** Upload the JSON file into your n8n workspace. **2. Add Required Credentials** In n8n > Credentials, add: - Calendly: Personal Access Token (PAT) - OpenAI: API Key - Google Sheets: OAuth2 connection - Saleshandy: API Key **3. Calendly Setup** - Go to Calendly Webhook Docs - Create a Routing Form in Calendly. - Generate your access token. - Use Postman or any API client to: - Make a POST request to create a webhook subscription. - Use your n8n webhook URL in the url field. - Add your Authorization token and extract the Organization ID. - Paste the webhook URL into the Calendly Routing Form. **4. Set Your Saleshandy Sequences** In n8n, locate the Set: Sequence IDs node. Replace the placeholder text with: - Your actual Qualified - Semi-qualified - and Unqualified Saleshandy sequence step IDs. **5. Configure Google Sheets** Create a spreadsheet with the following tabs: - Qualified - Semi-qualified - Unqualified In n8n, connect the three Google Sheets nodes to this file. ## Customising this workflow **Adjust scoring logic** - Modify the OpenAI prompt in the AI Agent node to weight ARR, industry, or headcount differently. **Refine thresholds** - Change the Switch node rules for score ranges (e.g., Qualified ≥8, Semi-qualified 5-7). **Swap destinations** - Edit HTTP Request nodes to integrate with your CRM or email platform instead of Saleshandy. **Enhance logging** - Replace Google Sheets with Airtable, BigQuery, or another analytics store. **Add notifications** - Insert Slack or Microsoft Teams nodes after routing to alert reps instantly.
n8n$14.99Enrich Calendly Leads with Clearbit & Upsert to HubSpot
Automates enrichment of leads from Calendly bookings by filtering personal emails, enriching company data via Clearbit, and upserting to HubSpot CRM.
n8n$14.99Scalable AI Chatbot with GPT-4, Pipedream: Calendly & Gmail Integration
Build a smart AI assistant using n8n, GPT-4, and Pipedream MCP for secure access to 2,700+ APIs. Integrates Calendly and Gmail for travel accommodation bookings via chat.
n8n$24.99Automate Your Calendly Events with Triggered Workflow
The 'Automate Your Calendly Events with Triggered Workflow' is designed to streamline the management of scheduling events through Calendly. This workflow utilizes a trigger mechanism that activates based on specific events, namely when an invitee ...
n8n$16.28Log new Calendly invitees in Airtable
This Zap automates the process of adding new Calendly invitees directly into your Airtable database. By connecting these two platforms, you can ensure that every time someone books an appointment through Calendly, their information is automatically captured and organized in Airtable. This saves you time and reduces the risk of manual data entry errors, allowing you to focus on engaging with your clients instead of managing spreadsheets.
Zapier$2.99Update Airtable with New Calendly Invitees
This Zap automates the process of managing new invitees created in Calendly by filtering them through Zapier, finding their corresponding records in Airtable, and updating those records with relevant information. This ensures that your database is always up-to-date with the latest invitee details, streamlining your workflow and improving data accuracy.
Zapier$3.99Automate Mautic Contact Creation from Calendly Events
Streamline your contact management by automatically creating or updating Mautic contacts when new Calendly events are triggered.
n8n$9.12Automate Lead Management from New Calendly Appointments
Streamline your lead management process by automatically filtering and updating lead information in Close when new invitees are created in Calendly.
ZapierFreeManage New Leads from Calendly in LeadConnector
This Zap automates the process of managing new invitees from Calendly by filtering them through Zapier and then adding or updating their contact information and opportunities in LeadConnector. This ensures that your leads are organized and up-to-date, allowing for more effective follow-up and engagement.
Zapier$3.99Stay Updated on Appointments and Support Tickets with Calendly and Zendesk
This Zap automates the process of managing customer interactions by integrating Calendly with Zendesk. When a new invitee is created in Calendly, this Zap filters the information and creates a ticket in Zendesk, ensuring that customer inquiries are promptly addressed. This streamlines communication and enhances customer support efficiency.
Zapier$2.99Automate Calendly to Notion Integration for Seamless Scheduling
This workflow automates the process of transferring Calendly invitee data to Notion, enhancing productivity and organization.
n8n$17.71Automatically Add New Calendly Invitees to Folk Contacts
Streamline your contact management by automatically creating new contacts in Folk whenever a meeting is booked in Calendly.
MakeFreeCreate Redtail CRM contacts for new Calendly bookings
Every time there is a new booking created in Calendly, Make will automatically create a contact from the Calendly client.
MakeFreeSchedule and Invoice with Calendly and QuickBooks
This Zap automates the process of creating a new sales receipt in QuickBooks Online whenever a new invitee is created in Calendly. By connecting these two platforms, you can streamline your invoicing process and ensure that all appointments are accurately reflected in your financial records, saving you time and reducing the risk of errors.
Zapier$4.99
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