{ "meta": { "templateCredsSetupCompleted": true }, "nodes": [ { "id": "8e9cbd41-5f6f-4209-bc9d-b924925c2d25", "name": "Calendly Webhook", "type": "n8n-nodes-base.webhook", "position": [ -1280, -848 ], "parameters": { "path": "calendly-webhook", "options": { "responseData": "allEntries" }, "httpMethod": "POST" }, "typeVersion": 2 }, { "id": "decdb973-67e1-479a-9314-8f8231b52fc5", "name": "Parse Calendly Event", "type": "n8n-nodes-base.code", "position": [ -1040, -848 ], "parameters": { "jsCode": "// Robust parser for Calendly API v1 and v2\nconst payload = $input.item.json.body || $input.item.json;\nconst event = payload.event || 'invitee.created';\nconst data = payload.payload || payload;\n\n// Extract invitee data\nconst invitee = data.invitee || data;\nconst eventDetails = data.event || data.scheduled_event || {};\nconst questions = data.questions_and_answers || invitee.questions_and_answers || [];\n\n// Process custom form answers\nconst customAnswers = {};\nquestions.forEach(q => {\n customAnswers[q.question] = q.answer;\n});\n\n// Extract all relevant data\nconst email = invitee.email || '';\nconst name = invitee.name || 'Guest';\nconst startTime = eventDetails.start_time || invitee.start_time || '';\nconst endTime = eventDetails.end_time || invitee.end_time || '';\nconst timezone = invitee.timezone || 'UTC';\nconst meetingUrl = eventDetails.location?.join_url || invitee.meeting_url || '';\nconst eventType = eventDetails.event_type?.name || eventDetails.name || 'Meeting';\nconst cancelUrl = invitee.cancel_url || '';\nconst rescheduleUrl = invitee.reschedule_url || '';\n\n// Determine event category\nlet eventCategory = 'created';\nif (event.includes('canceled')) eventCategory = 'canceled';\nif (event.includes('rescheduled')) eventCategory = 'rescheduled';\n\n// Format dates for display\nconst startDate = new Date(startTime);\nconst formattedDate = startDate.toLocaleDateString('en-US', {\n weekday: 'long',\n year: 'numeric',\n month: 'long',\n day: 'numeric',\n timeZone: timezone\n});\nconst formattedTime = startDate.toLocaleTimeString('en-US', {\n hour: '2-digit',\n minute: '2-digit',\n timeZone: timezone\n});\n\nreturn {\n json: {\n // Event metadata\n eventCategory: eventCategory,\n eventType: event,\n processedAt: new Date().toISOString(),\n \n // Invitee data\n email: email,\n name: name,\n timezone: timezone,\n \n // Meeting data\n meetingName: eventType,\n startTime: startTime,\n endTime: endTime,\n startTimeISO: startTime,\n formattedDate: formattedDate,\n formattedTime: formattedTime,\n meetingUrl: meetingUrl,\n cancelUrl: cancelUrl,\n rescheduleUrl: rescheduleUrl,\n \n // Custom answers\n customAnswers: customAnswers,\n \n // Unique ID for tracking\n eventId: `CAL-${Date.now()}-${Math.random().toString(36).substr(2, 9)}`\n }\n};" }, "typeVersion": 2 }, { "id": "91ebc749-da04-49d4-afa4-18df349bbf07", "name": "Event Router", "type": "n8n-nodes-base.switch", "position": [ -800, -864 ], "parameters": { "rules": { "rules": [ { "value2": "created" }, { "value2": "canceled" }, { "value2": "rescheduled" } ] }, "value1": "={{ $json.eventCategory }}", "dataType": "string" }, "typeVersion": 2 }, { "id": "00db7ebb-0435-48ba-b99d-7161e467745c", "name": "Log to Google Sheets", "type": "n8n-nodes-base.googleSheets", "position": [ -464, -1008 ], "parameters": { "columns": { "value": { "Date": "={{ $json.formattedDate }}", "Name": "={{ $json.name }}", "Time": "={{ $json.formattedTime }}", "Email": "={{ $json.email }}", "Status": "Confirmed", "Event ID": "={{ $json.eventId }}", "Timezone": "={{ $json.timezone }}", "Date Logged": "={{ $json.processedAt }}", "Meeting URL": "={{ $json.meetingUrl }}", "Meeting Type": "={{ $json.meetingName }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "Bookings" }, "documentId": { "__rl": true, "mode": "id", "value": "YOUR_DOCUMENT_ID" } }, "typeVersion": 4 }, { "id": "369484ae-7487-4978-ac6e-f31aedb9b147", "name": "Create Calendar Event", "type": "n8n-nodes-base.googleCalendar", "position": [ -224, -1008 ], "parameters": { "end": "={{ $('Parse Calendly Event').item.json.endTime }}", "start": "={{ $('Parse Calendly Event').item.json.startTime }}", "calendar": { "__rl": true, "mode": "list", "value": "primary" }, "additionalFields": { "summary": "={{ $('Parse Calendly Event').item.json.meetingName }} - {{ $('Parse Calendly Event').item.json.name }}", "description": "Meeting with {{ $('Parse Calendly Event').item.json.name }} ({{ $('Parse Calendly Event').item.json.email }})\n\nJoin: {{ $('Parse Calendly Event').item.json.meetingUrl }}" } }, "typeVersion": 1.2 }, { "id": "cefb5f50-286c-458d-ac13-c8bbbed78623", "name": "Slack - New Booking", "type": "n8n-nodes-base.slack", "position": [ 16, -1008 ], "parameters": { "text": ":calendar: *New Meeting Booked*", "otherOptions": { "includeLinkToWorkflow": false } }, "typeVersion": 2 }, { "id": "b7e4ac62-c2cd-4a18-b5bd-0e7954e5a9b8", "name": "Prepare Confirmation Email", "type": "n8n-nodes-base.code", "position": [ 256, -1008 ], "parameters": { "jsCode": "// CONFIG - Customize these values\nconst CONFIG = {\n companyName: 'Your Company',\n primaryColor: '#10b981',\n secondaryColor: '#667eea',\n logoUrl: '', // Optional: Your logo URL\n footerText: 'Thank you for booking with us'\n};\n\nconst data = $('Parse Calendly Event').first().json;\n\nconst emailHtml = `\n\n\n\n \n \n\n\n \n \n \n \n
\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n
\n ${CONFIG.logoUrl ? `\"Logo\"` : ''}\n

Meeting Confirmed!

\n
\n

Hi ${data.name},

\n

Your meeting with ${CONFIG.companyName} has been confirmed.

\n \n \n
\n \n \n \n \n \n \n \n \n \n \n
\n ${data.formattedDate}\n
\n ${data.formattedTime}\n
\n ${data.meetingName}\n
\n
\n \n \n ${data.meetingUrl ? `\n \n ` : ''}\n \n \n
\n

Need to make changes?

\n \n \n ${data.rescheduleUrl ? `` : ''}\n ${data.cancelUrl ? `` : ''}\n \n
RescheduleCancel
\n
\n \n \n
\n

\n Tip: Join the meeting 2-3 minutes before the scheduled time.\n

\n
\n
\n

${CONFIG.footerText}

\n

${new Date().getFullYear()} ${CONFIG.companyName}. All rights reserved.

\n
\n
\n\n\n`;\n\nreturn {\n json: {\n to: data.email,\n subject: `Meeting Confirmed - ${data.formattedDate} at ${data.formattedTime}`,\n htmlContent: emailHtml,\n eventId: data.eventId\n }\n};" }, "typeVersion": 2 }, { "id": "cf36773b-1710-4032-ab9c-b56c0eb53446", "name": "Send Confirmation Email", "type": "n8n-nodes-base.gmail", "position": [ 496, -1008 ], "parameters": { "sendTo": "={{ $json.to }}", "message": "={{ $json.htmlContent }}", "options": { "appendAttribution": false }, "subject": "={{ $json.subject }}" }, "typeVersion": 2 }, { "id": "5dcb1944-e95c-4432-a83b-3cf9db38903c", "name": "Log Cancellation", "type": "n8n-nodes-base.googleSheets", "position": [ -448, -624 ], "parameters": { "columns": { "value": { "Date": "={{ $('Parse Calendly Event').item.json.formattedDate }}", "Name": "={{ $('Parse Calendly Event').item.json.name }}", "Time": "={{ $('Parse Calendly Event').item.json.formattedTime }}", "Email": "={{ $('Parse Calendly Event').item.json.email }}", "Status": "Canceled", "Event ID": "={{ $('Parse Calendly Event').item.json.eventId }}", "Timezone": "={{ $('Parse Calendly Event').item.json.timezone }}", "Date Logged": "={{ $('Parse Calendly Event').item.json.processedAt }}", "Meeting URL": "={{ $('Parse Calendly Event').item.json.meetingUrl }}", "Meeting Type": "={{ $('Parse Calendly Event').item.json.meetingName }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "Bookings" }, "documentId": { "__rl": true, "mode": "id", "value": "YOUR_DOCUMENT_ID" } }, "typeVersion": 4 }, { "id": "4fb3f3f9-f83b-4aba-a0b0-58b2377b850c", "name": "Slack - Cancellation", "type": "n8n-nodes-base.slack", "position": [ -208, -624 ], "parameters": { "text": ":x: *Meeting Canceled*", "otherOptions": { "includeLinkToWorkflow": false } }, "typeVersion": 2 }, { "id": "37bc05c0-2061-4a26-ace8-8ed0a674e21d", "name": "Prepare Cancellation Email", "type": "n8n-nodes-base.code", "position": [ 32, -624 ], "parameters": { "jsCode": "// CONFIG - Customize these values\nconst CONFIG = {\n companyName: 'Your Company',\n primaryColor: '#ef4444',\n calendlyUrl: 'https://calendly.com/your-username' // Your Calendly link\n};\n\nconst data = $('Parse Calendly Event').first().json;\n\nconst emailHtml = `\n\n\n\n \n \n\n\n \n \n \n \n
\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n
\n

Meeting Canceled

\n
\n

Hi ${data.name},

\n

Your meeting with ${CONFIG.companyName} has been canceled.

\n \n \n
\n \n \n \n \n \n \n \n \n \n \n
\n ${data.formattedDate}\n
\n ${data.formattedTime}\n
\n ${data.meetingName}\n
\n
\n \n \n
\n

Would you like to schedule another meeting?

\n \n Book New Meeting\n \n
\n
\n

${new Date().getFullYear()} ${CONFIG.companyName}. All rights reserved.

\n
\n
\n\n\n`;\n\nreturn {\n json: {\n to: data.email,\n subject: `Meeting Canceled - ${data.formattedDate}`,\n htmlContent: emailHtml\n }\n};" }, "typeVersion": 2 }, { "id": "9b9b93da-2e01-48ab-9c68-a3cbbcc71abd", "name": "Send Cancellation Email", "type": "n8n-nodes-base.gmail", "position": [ 272, -624 ], "parameters": { "sendTo": "={{ $json.to }}", "message": "={{ $json.htmlContent }}", "options": { "appendAttribution": false }, "subject": "={{ $json.subject }}" }, "typeVersion": 2 }, { "id": "0d1e0984-8f1c-4b3e-af68-e5ea6cce2d2c", "name": "Log Reschedule", "type": "n8n-nodes-base.googleSheets", "position": [ -464, -256 ], "parameters": { "columns": { "value": { "Date": "={{ $('Parse Calendly Event').item.json.formattedDate }}", "Name": "={{ $('Parse Calendly Event').item.json.name }}", "Time": "={{ $('Parse Calendly Event').item.json.formattedTime }}", "Email": "={{ $('Parse Calendly Event').item.json.email }}", "Status": "Rescheduled", "Event ID": "={{ $('Parse Calendly Event').item.json.eventId }}", "Timezone": "={{ $('Parse Calendly Event').item.json.timezone }}", "Date Logged": "={{ $('Parse Calendly Event').item.json.processedAt }}", "Meeting URL": "={{ $('Parse Calendly Event').item.json.meetingUrl }}", "Meeting Type": "={{ $('Parse Calendly Event').item.json.meetingName }}" }, "mappingMode": "defineBelow" }, "options": {}, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "Bookings" }, "documentId": { "__rl": true, "mode": "id", "value": "YOUR_DOCUMENT_ID" } }, "typeVersion": 4 }, { "id": "0cd3d70a-22ee-4e8c-8b1d-32f63e1fbd30", "name": "Slack - Rescheduled", "type": "n8n-nodes-base.slack", "position": [ -224, -256 ], "parameters": { "text": ":arrows_counterclockwise: *Meeting Rescheduled*", "otherOptions": { "includeLinkToWorkflow": false } }, "typeVersion": 2 }, { "id": "6075cd53-0a71-4fee-bb63-968790babc82", "name": "Prepare Reschedule Email", "type": "n8n-nodes-base.code", "position": [ 16, -256 ], "parameters": { "jsCode": "// CONFIG - Customize these values\nconst CONFIG = {\n companyName: 'Your Company',\n primaryColor: '#f59e0b',\n secondaryColor: '#667eea'\n};\n\nconst data = $('Parse Calendly Event').first().json;\n\nconst emailHtml = `\n\n\n\n \n \n\n\n \n \n \n \n
\n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n \n
\n

Meeting Rescheduled

\n
\n

Hi ${data.name},

\n

Your meeting with ${CONFIG.companyName} has been rescheduled.

\n \n \n
\n

NEW DATE AND TIME:

\n \n \n \n \n \n \n \n \n \n \n
\n ${data.formattedDate}\n
\n ${data.formattedTime}\n
\n ${data.meetingName}\n
\n
\n \n \n ${data.meetingUrl ? `\n \n ` : ''}\n \n \n
\n

Need to make more changes?

\n \n \n ${data.rescheduleUrl ? `` : ''}\n ${data.cancelUrl ? `` : ''}\n \n
RescheduleCancel
\n
\n
\n

${new Date().getFullYear()} ${CONFIG.companyName}. All rights reserved.

\n
\n
\n\n\n`;\n\nreturn {\n json: {\n to: data.email,\n subject: `Meeting Rescheduled - ${data.formattedDate} at ${data.formattedTime}`,\n htmlContent: emailHtml\n }\n};" }, "typeVersion": 2 }, { "id": "0a0f4d36-ca44-4d37-ad4b-d36dc5698ee0", "name": "Send Reschedule Email", "type": "n8n-nodes-base.gmail", "position": [ 256, -256 ], "parameters": { "sendTo": "={{ $json.to }}", "message": "={{ $json.htmlContent }}", "options": { "appendAttribution": false }, "subject": "={{ $json.subject }}" }, "typeVersion": 2 }, { "id": "56506437-97ed-43e2-a09c-e050f631e0f9", "name": "Done - Confirmation", "type": "n8n-nodes-base.noOp", "position": [ 736, -1008 ], "parameters": {}, "typeVersion": 1 }, { "id": "d27edce0-051a-42ca-9d56-57b2e305916d", "name": "Done - Cancellation", "type": "n8n-nodes-base.noOp", "position": [ 512, -624 ], "parameters": {}, "typeVersion": 1 }, { "id": "44225c03-1919-4767-91cb-fc69c13d72ba", "name": "Done - Reschedule", "type": "n8n-nodes-base.noOp", "position": [ 496, -256 ], "parameters": {}, "typeVersion": 1 }, { "id": "155707a6-2b04-4e54-92de-8a59256d7628", "name": "Webhook", "type": "n8n-nodes-base.stickyNote", "position": [ -1312, -976 ], "parameters": { "color": 5, "width": 720, "height": 312, "content": "## Webhook & routing\n\nReceives Calendly events and routes by type." }, "typeVersion": 1 }, { "id": "120c5a36-68ce-4bf7-8db5-173492c2fc28", "name": "New Booking", "type": "n8n-nodes-base.stickyNote", "position": [ -496, -1120 ], "parameters": { "color": 3, "width": 1480, "height": 296, "content": "## New booking\n\nLogs, syncs calendar, notifies Slack, sends confirmation." }, "typeVersion": 1 }, { "id": "2d5fc67f-1ac9-4889-9605-a51b1f313551", "name": "Cancellation", "type": "n8n-nodes-base.stickyNote", "position": [ -496, -752 ], "parameters": { "color": 4, "width": 1480, "height": 280, "content": "## Cancellation\n\nLogs cancellation, alerts team, notifies attendee." }, "typeVersion": 1 }, { "id": "8380eac3-ef05-4760-998e-e63c23ddd2f0", "name": "Reschedule", "type": "n8n-nodes-base.stickyNote", "position": [ -480, -384 ], "parameters": { "color": 6, "width": 1464, "height": 296, "content": "## Reschedule\n\nLogs changes, alerts team, sends updated details." }, "typeVersion": 1 }, { "id": "db823055-c7c8-4920-8acb-22ca06a1b781", "name": "Format Error1", "type": "n8n-nodes-base.code", "position": [ -1280, -240 ], "parameters": { "jsCode": "// Capture error information\nconst error = $input.item.json;\n\nreturn {\n json: {\n errorTime: new Date().toISOString(),\n errorMessage: error.message || 'Unknown error',\n errorNode: error.node?.name || 'Unknown',\n workflowName: 'Calendly Booking Automation',\n severity: 'HIGH'\n }\n};" }, "typeVersion": 2 }, { "id": "4de6021c-e37e-4de2-80df-0549518e2840", "name": "Slack - Error Alert1", "type": "n8n-nodes-base.slack", "position": [ -960, -240 ], "parameters": { "text": ":rotating_light: *Workflow Error*", "otherOptions": { "includeLinkToWorkflow": true } }, "typeVersion": 2 }, { "id": "2473c798-26a5-4e26-9728-2ef01143b431", "name": "Overview1", "type": "n8n-nodes-base.stickyNote", "position": [ -1792, -1120 ], "parameters": { "color": 2, "width": 420, "height": 560, "content": "## Automate Calendly bookings with Gmail, Google Calendar, Sheets and Slack\n\nSyncs Calendly events to your calendar, logs to Sheets, sends confirmations, and alerts your team.\n\n### How it works\n\n1. **Receive** - Webhook captures Calendly events instantly\n2. **Route** - Detects event type: new booking, cancellation, or reschedule\n3. **Log** - Records all events to Google Sheets\n4. **Sync** - Creates/updates Google Calendar events\n5. **Notify** - Sends Slack alerts to your team\n6. **Confirm** - Emails attendees with booking details\n\n### Setup steps\n\n1. **Calendly:** Create webhook pointing to this workflow URL\n2. **Connect:** Gmail, Google Calendar, Sheets, Slack\n3. **Create Sheet:** Tab named \"Bookings\"\n4. **Update IDs:** Replace YOUR_DOCUMENT_ID\n5. **Slack:** Configure #bookings and #errors channels\n6. **Test:** Create a test booking in Calendly" }, "typeVersion": 1 }, { "id": "f29d5156-ba0d-4f4e-b942-6cfe95e37e6e", "name": "Errors1", "type": "n8n-nodes-base.stickyNote", "position": [ -1312, -352 ], "parameters": { "color": 7, "width": 720, "height": 232, "content": "## Error handling\n\nCatches errors and alerts #errors channel." }, "typeVersion": 1 } ], "connections": { "Event Router": { "main": [ [ { "node": "Log to Google Sheets", "type": "main", "index": 0 } ], [ { "node": "Log Cancellation", "type": "main", "index": 0 } ], [ { "node": "Log Reschedule", "type": "main", "index": 0 } ] ] }, "Format Error1": { "main": [ [ { "node": "Slack - Error Alert1", "type": "main", "index": 0 } ] ] }, "Log Reschedule": { "main": [ [ { "node": "Slack - Rescheduled", "type": "main", "index": 0 } ] ] }, "Calendly Webhook": { "main": [ [ { "node": "Parse Calendly Event", "type": "main", "index": 0 } ] ] }, "Log Cancellation": { "main": [ [ { "node": "Slack - Cancellation", "type": "main", "index": 0 } ] ] }, "Slack - New Booking": { "main": [ [ { "node": "Prepare Confirmation Email", "type": "main", "index": 0 } ] ] }, "Slack - Rescheduled": { "main": [ [ { "node": "Prepare Reschedule Email", "type": "main", "index": 0 } ] ] }, "Log to Google Sheets": { "main": [ [ { "node": "Create Calendar Event", "type": "main", "index": 0 } ] ] }, "Parse Calendly Event": { "main": [ [ { "node": "Event Router", "type": "main", "index": 0 } ] ] }, "Slack - Cancellation": { "main": [ [ { "node": "Prepare Cancellation Email", "type": "main", "index": 0 } ] ] }, "Create Calendar Event": { "main": [ [ { "node": "Slack - New Booking", "type": "main", "index": 0 } ] ] }, "Send Reschedule Email": { "main": [ [ { "node": "Done - Reschedule", "type": "main", "index": 0 } ] ] }, "Send Cancellation Email": { "main": [ [ { "node": "Done - Cancellation", "type": "main", "index": 0 } ] ] }, "Send Confirmation Email": { "main": [ [ { "node": "Done - Confirmation", "type": "main", "index": 0 } ] ] }, "Prepare Reschedule Email": { "main": [ [ { "node": "Send Reschedule Email", "type": "main", "index": 0 } ] ] }, "Prepare Cancellation Email": { "main": [ [ { "node": "Send Cancellation Email", "type": "main", "index": 0 } ] ] }, "Prepare Confirmation Email": { "main": [ [ { "node": "Send Confirmation Email", "type": "main", "index": 0 } ] ] } } }