James Carter This workflow corresponds to n8n.io template #6386 — we link there as the canonical source.
This workflow follows the Gmail → OpenAI recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"id": "gRYLffc4P6MCj1nq",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "002_ Loom Follow Up After Missed Meetings",
"tags": [],
"nodes": [
{
"id": "b64fc7c9-49c3-4b15-bf7f-4af5c85ccfba",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
912,
-464
],
"parameters": {
"width": 448,
"height": 1008,
"content": "## \ud83d\udce9 Auto-Follow Up After Missed Meetings\n\nThis workflow detects canceled meetings from Calendly, generates a personalized Loom follow-up email with GPT, and creates a task in Asana to ensure leads are never lost.\n\t\u2022\tGPT writes a friendly follow-up message tailored to the invitee.\n\t\u2022\tA Loom link is inserted into the email for a personal touch.\n\t\u2022\tAn Asana task is created so your team can follow up manually if needed.\n\n### Who it\u2019s for\n\t\u2022\tB2B consultants, agencies, and founders who book calls via Calendly.\n\t\u2022\tSales teams who want to automate lead recovery from no-shows.\n\t\u2022\tAnyone who wants to turn cancellations into conversations.\n\n### How to Set Up\n\t1.\tCreate a Calendly webhook for the invitee.canceled event.\n\t2.\tAdd your OpenAI, Gmail, and Asana credentials in n8n.\n\t3.\tCustomize the GPT prompt in the Message a Model node.\n\t4.\tPaste your Loom link into the Loom Link node.\n\t5.\tSet your Asana assignee and project in the Create Task node.\n\n### Requirements\n\t\u2022\tCalendly (for webhooks)\n\t\u2022\tOpenAI API Key\n\t\u2022\tGmail account (OAuth)\n\t\u2022\tAsana account with project access\n\n### How to Customize\n\t\u2022\tUpdate the GPT prompt tone or call-to-action.\n\t\u2022\tAutomate the Loom link generation via API or AI later.\n\t\u2022\tAdd a Slack notification node for internal visibility.\n\n**Need Help?**\n\nJoin the [Discord](https://discord.com/invite/XPKeKXeB7d) or ask in the [Forum](https://community.n8n.io/)."
},
"typeVersion": 1
},
{
"id": "5bfb5129-2770-463f-9a91-4a4c9b555116",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
1392,
-512
],
"parameters": {
"color": 7,
"width": 624,
"height": 304,
"content": "## \u2699\ufe0f Workflow Breakdown \n1. **Calendly Webhook Trigger:** Fires when a user cancels a scheduled event. \n2. **Edit Fields:** Extracts name, email, event type, and reason from the webhook. \n3. **GPT Message Generator:** Uses OpenAI to draft a personalized follow-up message. \n4. **Loom Link Injection:** Adds your pre-recorded Loom video URL to the output. \n5. **Merge:** Combines GPT message with user details and Loom link. \n6. **Send Gmail Message:** Sends the tailored follow-up via Gmail. \n7. **Create Asana Task:** Logs the missed call and Loom link for manual follow-up."
},
"typeVersion": 1
},
{
"id": "59bc495c-ded1-420d-b003-b68dd2a18ece",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
2048,
-448
],
"parameters": {
"color": 4,
"width": 480,
"height": 192,
"content": "## \ud83c\udfa5 Demo Video \n\ud83d\udc49 **[Click here to watch the setup guide](https://www.loom.com/share/c3ea85bbb00c4640917983d3dba9a5ec?sid=ed62e4c9-9e3d-486e-a40c-e2056320b5ef)** "
},
"typeVersion": 1
},
{
"id": "ef243f1b-89f0-43d4-a70d-4143591cb141",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
1424,
-144
],
"parameters": {
"color": 7,
"width": 416,
"height": 416,
"content": "## Calendly Trigger\n[Read more about Calendly Credentials](https://docs.n8n.io/integrations/builtin/credentials/calendly/)\n\nStarts the workflow when someone cancels a meeting.\nOnly runs when a scheduled call is canceled.. no extra filters needed.\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n"
},
"typeVersion": 1
},
{
"id": "d0c3256a-6f48-4ad1-85a6-144baf939337",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
1920,
-144
],
"parameters": {
"color": 7,
"width": 416,
"height": 416,
"content": "## Edit Node\n[Read more about Edit Node](https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.set/)\n\nPulls out the important info from the canceled meeting:\n\u2022 Type of meeting\n\u2022 Name and email of the person\n\u2022 Date and time\n\u2022 Reason for canceling\n\n\n\n\n\n\n\n\n\n\n\n\n\nThis step helps keep everything simple and easy to use later.\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n"
},
"typeVersion": 1
},
{
"id": "3972b672-9fa8-49f8-b9ab-c0faf2481f67",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
2432,
-144
],
"parameters": {
"color": 7,
"width": 416,
"height": 416,
"content": "## Write Message with AI\n[Read more about Chat Model node](https://docs.n8n.io/integrations/builtin/cluster-nodes/sub-nodes/n8n-nodes-langchain.lmchatopenai/)\n\nUses AI to write a personal message for the person who canceled.\nThe message:\n\u2022 Says it\u2019s okay they canceled\n\u2022 Summarizes what the call was about\n\u2022 Offers to reschedule\n"
},
"typeVersion": 1
},
{
"id": "9220ee04-df37-4a36-892a-58602ea67ce9",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
2944,
-144
],
"parameters": {
"color": 7,
"width": 832,
"height": 416,
"content": "## Add Video Link & Finalize Message\nThis step adds your Loom video to the AI-written message, then combines everything into one complete email.\n\nIt takes:\n\t\u2022\tThe custom message written by AI\n\t\u2022\tThe Loom video link you provided\n\t\u2022\tThe person\u2019s name and email\n\nAnd merges them into a single, ready-to-send message.\n"
},
"typeVersion": 1
},
{
"id": "7e37e529-767f-4846-ae83-6eb74ed8ca9a",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
3888,
-432
],
"parameters": {
"color": 7,
"width": 416,
"height": 416,
"content": "## Send Email with Gmail\n[Read more about Gmail node](https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.gmail/)\n\nSends the follow-up email using your Gmail account.\nIt includes the message, subject line, and Loom video.\n\nMake sure your Gmail is connected first.\n"
},
"typeVersion": 1
},
{
"id": "389d8b13-e996-42ad-9032-4db56eb8e1f5",
"name": "Sticky Note9",
"type": "n8n-nodes-base.stickyNote",
"position": [
3888,
32
],
"parameters": {
"color": 7,
"width": 416,
"height": 464,
"content": "## Create Task in Asana\n[Read more about Asana node](https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.asana/)\n\nMakes a task in Asana to remind your team to follow up.\nThe task includes:\n\u2022 Name of the person\n\u2022 A note that an email was sent\n\u2022 Link to the Loom video\n\nIt also assigns the task to your teammate and adds it to a project."
},
"typeVersion": 1
},
{
"id": "75c3e26b-34b6-40d1-8725-983975a628c1",
"name": "Trigger on Meeting Cancellation",
"type": "n8n-nodes-base.calendlyTrigger",
"position": [
1568,
48
],
"parameters": {
"events": [
"invitee.canceled"
]
},
"typeVersion": 1
},
{
"id": "9837aba5-f367-417d-bb77-e218669efa23",
"name": "Extract Meeting Info",
"type": "n8n-nodes-base.set",
"position": [
2064,
48
],
"parameters": {
"mode": "raw",
"options": {},
"jsonOutput": "{\n \"event\": \"invitee.canceled\",\n \"payload\": {\n \"event_type\": {\n \"name\": \"Discovery Call\"\n },\n \"scheduled_event\": {\n \"start_time\": \"2025-07-23T14:00:00Z\"\n },\n \"cancel_reason\": \"Something came up\",\n \"invitee\": {\n \"name\": \"Sarah Johnson\",\n \"email\": \"user@example.com\"\n }\n }\n}"
},
"typeVersion": 3.4
},
{
"id": "5c1c2c96-fb1f-4bb0-b3b6-f1b4821e5fd3",
"name": "Write Follow-Up Message (GPT)",
"type": "@n8n/n8n-nodes-langchain.openAi",
"position": [
2528,
112
],
"parameters": {
"modelId": {
"__rl": true,
"mode": "list",
"value": "gpt-4o-mini",
"cachedResultName": "GPT-4O-MINI"
},
"options": {},
"messages": {
"values": [
{
"role": "system",
"content": "=You are a helpful assistant that writes friendly, casual emails in a warm and natural tone.\n\nWrite only the email body \u2014 do not include a subject line or greeting like \u201cSubject:\u201d\nUse this context: [insert payload here]"
},
{
"content": "=Write a short, friendly follow-up email for someone who just canceled our scheduled meeting. Their name is {{ $json[\"payload\"][\"invitee\"][\"name\"] }}.\n\nKeep the tone casual and warm.\n\nLet them know it\u2019s totally fine, but you recorded a quick Loom video in case they still want to check it out. End with a light invitation to reschedule if they\u2019d like."
}
]
}
},
"credentials": {
"openAiApi": {
"name": "<your credential>"
}
},
"typeVersion": 1.8
},
{
"id": "5526f0d0-3edf-4941-993b-af89a131630a",
"name": "Add Loom Video URL",
"type": "n8n-nodes-base.set",
"position": [
3104,
112
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "b9bf2ffb-d054-45e5-beaf-fec53279aa2f",
"name": "loom_link",
"type": "string",
"value": "https://www.loom.com/share/970a3fba1ed44352a2194f1ef6a8dc45"
},
{
"id": "244e1c42-e468-44d0-8b8a-8564e33e6633",
"name": "subject",
"type": "string",
"value": "Sorry we missed each other \u2014 here\u2019s a quick video"
},
{
"id": "13ce91ca-e10f-43cc-8342-e7c1b6d4fcd9",
"name": "email_body",
"type": "string",
"value": "={{ $json[\"message\"][\"content\"] + \"\\n\\nWatch here: https://www.loom.com/share/970a3fba1ed44352a2194f1ef6a8dc45\" }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "8c7d279f-8040-472c-aa6f-4706a61450cd",
"name": "Merge Message & Video",
"type": "n8n-nodes-base.merge",
"position": [
3520,
32
],
"parameters": {
"mode": "combine",
"options": {},
"combineBy": "combineAll"
},
"typeVersion": 3.2
},
{
"id": "0465ac4e-59b9-41eb-977c-db1c5c2262c8",
"name": "Send Email with Gmail",
"type": "n8n-nodes-base.gmail",
"position": [
4032,
-208
],
"parameters": {
"sendTo": "={{ $json[\"payload\"][\"invitee\"][\"email\"] }}",
"message": "={{ $json.email_body }}",
"options": {},
"subject": "={{ $json.subject }}"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "445db016-07b9-49a8-a4de-a7057291c75f",
"name": "Create Task in Asana",
"type": "n8n-nodes-base.asana",
"position": [
4048,
304
],
"parameters": {
"name": "=Follow-up with {{ $json.payload.invitee.name }} after missed call",
"workspace": "1210873801747271",
"authentication": "oAuth2",
"otherProperties": {
"notes": "=Missed meeting with {{ $json.payload.invitee.name }}.\nEmail sent with this Loom: {{ $json.loom_link }}",
"assignee": "1210873801747258",
"projects": [
"1210873956748877"
]
}
},
"credentials": {
"asanaOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "04eef1f8-925b-4a4f-bbcb-e48028aed5cc",
"connections": {
"Add Loom Video URL": {
"main": [
[
{
"node": "Merge Message & Video",
"type": "main",
"index": 1
}
]
]
},
"Create Task in Asana": {
"main": [
[]
]
},
"Extract Meeting Info": {
"main": [
[
{
"node": "Write Follow-Up Message (GPT)",
"type": "main",
"index": 0
},
{
"node": "Merge Message & Video",
"type": "main",
"index": 0
}
]
]
},
"Merge Message & Video": {
"main": [
[
{
"node": "Send Email with Gmail",
"type": "main",
"index": 0
},
{
"node": "Create Task in Asana",
"type": "main",
"index": 0
}
]
]
},
"Send Email with Gmail": {
"main": [
[]
]
},
"Write Follow-Up Message (GPT)": {
"main": [
[
{
"node": "Add Loom Video URL",
"type": "main",
"index": 0
}
]
]
},
"Trigger on Meeting Cancellation": {
"main": [
[
{
"node": "Extract Meeting Info",
"type": "main",
"index": 0
}
]
]
}
}
}
Credentials you'll need
Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.
asanaOAuth2ApigmailOAuth2openAiApi
Pro
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About this workflow
Ideal for B2B consultants, agencies, and sales teams who want to salvage missed opportunities and stay top-of-mind with prospects after no-shows.
Source: https://n8n.io/workflows/6386/ — original creator credit. Request a take-down →
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