Manu This workflow corresponds to n8n.io template #12079 — we link there as the canonical source.
This workflow follows the Gmail → Google Calendar 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 →
{
"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<!DOCTYPE html>\n<html>\n<head>\n <meta charset=\"UTF-8\">\n <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n</head>\n<body style=\"margin:0;padding:0;font-family:'Segoe UI',Roboto,Arial,sans-serif;background:#f4f7fa;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" style=\"background:#f4f7fa;padding:40px 20px;\">\n <tr>\n <td align=\"center\">\n <table width=\"600\" cellpadding=\"0\" cellspacing=\"0\" style=\"background:#ffffff;border-radius:16px;box-shadow:0 4px 20px rgba(0,0,0,0.08);overflow:hidden;\">\n \n <!-- Header -->\n <tr>\n <td style=\"background:linear-gradient(135deg, ${CONFIG.primaryColor} 0%, ${CONFIG.secondaryColor} 100%);padding:40px 30px;text-align:center;\">\n ${CONFIG.logoUrl ? `<img src=\"${CONFIG.logoUrl}\" alt=\"Logo\" style=\"max-height:50px;margin-bottom:15px;\">` : ''}\n <h1 style=\"margin:0;color:#ffffff;font-size:28px;font-weight:600;\">Meeting Confirmed!</h1>\n </td>\n </tr>\n \n <!-- Content -->\n <tr>\n <td style=\"padding:40px 30px;\">\n <h2 style=\"margin:0 0 20px;color:#1a202c;font-size:22px;\">Hi ${data.name},</h2>\n <p style=\"color:#4a5568;font-size:16px;line-height:1.7;margin:0 0 25px;\">Your meeting with <strong>${CONFIG.companyName}</strong> has been confirmed.</p>\n \n <!-- Meeting Details Card -->\n <div style=\"background:linear-gradient(135deg, #f0fdf4 0%, #ecfdf5 100%);border-radius:12px;padding:25px;margin:25px 0;border-left:4px solid ${CONFIG.primaryColor};\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#166534;font-size:17px;font-weight:600;\">${data.formattedDate}</span>\n </td>\n </tr>\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#166534;font-size:17px;font-weight:600;\">${data.formattedTime}</span>\n </td>\n </tr>\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#166534;font-size:16px;\">${data.meetingName}</span>\n </td>\n </tr>\n </table>\n </div>\n \n <!-- Join Button -->\n ${data.meetingUrl ? `\n <div style=\"text-align:center;margin:30px 0;\">\n <a href=\"${data.meetingUrl}\" style=\"display:inline-block;background:linear-gradient(135deg, ${CONFIG.secondaryColor} 0%, #5a67d8 100%);color:#ffffff;text-decoration:none;padding:16px 45px;border-radius:10px;font-size:16px;font-weight:600;box-shadow:0 4px 15px rgba(102,126,234,0.4);\">\n Join Meeting\n </a>\n </div>\n ` : ''}\n \n <!-- Action Links -->\n <div style=\"background:#f7fafc;border-radius:10px;padding:20px;margin:25px 0;text-align:center;\">\n <p style=\"color:#718096;font-size:14px;margin:0 0 15px;\">Need to make changes?</p>\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n ${data.rescheduleUrl ? `<td style=\"text-align:center;\"><a href=\"${data.rescheduleUrl}\" style=\"color:${CONFIG.secondaryColor};font-size:14px;text-decoration:none;font-weight:500;\">Reschedule</a></td>` : ''}\n ${data.cancelUrl ? `<td style=\"text-align:center;\"><a href=\"${data.cancelUrl}\" style=\"color:#e53e3e;font-size:14px;text-decoration:none;font-weight:500;\">Cancel</a></td>` : ''}\n </tr>\n </table>\n </div>\n \n <!-- Tips -->\n <div style=\"border-top:1px solid #e2e8f0;padding-top:25px;margin-top:25px;\">\n <p style=\"color:#718096;font-size:14px;line-height:1.6;margin:0;\">\n <strong>Tip:</strong> Join the meeting 2-3 minutes before the scheduled time.\n </p>\n </div>\n </td>\n </tr>\n \n <!-- Footer -->\n <tr>\n <td style=\"background:#f7fafc;padding:25px 30px;text-align:center;border-top:1px solid #e2e8f0;\">\n <p style=\"margin:0 0 10px;color:#718096;font-size:13px;\">${CONFIG.footerText}</p>\n <p style=\"margin:0;color:#a0aec0;font-size:12px;\">${new Date().getFullYear()} ${CONFIG.companyName}. All rights reserved.</p>\n </td>\n </tr>\n \n </table>\n </td>\n </tr>\n </table>\n</body>\n</html>\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 = $('Parse Calendly Event').first().json;\n\nconst emailHtml = `\n<!DOCTYPE html>\n<html>\n<head>\n <meta charset=\"UTF-8\">\n <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n</head>\n<body style=\"margin:0;padding:0;font-family:'Segoe UI',Roboto,Arial,sans-serif;background:#f4f7fa;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" style=\"background:#f4f7fa;padding:40px 20px;\">\n <tr>\n <td align=\"center\">\n <table width=\"600\" cellpadding=\"0\" cellspacing=\"0\" style=\"background:#ffffff;border-radius:16px;box-shadow:0 4px 20px rgba(0,0,0,0.08);overflow:hidden;\">\n \n <!-- Header -->\n <tr>\n <td style=\"background:${CONFIG.primaryColor};padding:40px 30px;text-align:center;\">\n <h1 style=\"margin:0;color:#ffffff;font-size:28px;font-weight:600;\">Meeting Canceled</h1>\n </td>\n </tr>\n \n <!-- Content -->\n <tr>\n <td style=\"padding:40px 30px;\">\n <h2 style=\"margin:0 0 20px;color:#1a202c;font-size:22px;\">Hi ${data.name},</h2>\n <p style=\"color:#4a5568;font-size:16px;line-height:1.7;margin:0 0 25px;\">Your meeting with <strong>${CONFIG.companyName}</strong> has been canceled.</p>\n \n <!-- Cancelled Meeting Details -->\n <div style=\"background:#fef2f2;border-radius:12px;padding:25px;margin:25px 0;border-left:4px solid ${CONFIG.primaryColor};\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#991b1b;font-size:16px;\">${data.formattedDate}</span>\n </td>\n </tr>\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#991b1b;font-size:16px;\">${data.formattedTime}</span>\n </td>\n </tr>\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#991b1b;font-size:16px;\">${data.meetingName}</span>\n </td>\n </tr>\n </table>\n </div>\n \n <!-- Reschedule Button -->\n <div style=\"text-align:center;margin:30px 0;\">\n <p style=\"color:#4a5568;font-size:16px;margin:0 0 20px;\">Would you like to schedule another meeting?</p>\n <a href=\"${CONFIG.calendlyUrl}\" style=\"display:inline-block;background:#10b981;color:#ffffff;text-decoration:none;padding:16px 45px;border-radius:10px;font-size:16px;font-weight:600;box-shadow:0 4px 15px rgba(16,185,129,0.4);\">\n Book New Meeting\n </a>\n </div>\n </td>\n </tr>\n \n <!-- Footer -->\n <tr>\n <td style=\"background:#f7fafc;padding:25px 30px;text-align:center;border-top:1px solid #e2e8f0;\">\n <p style=\"margin:0;color:#a0aec0;font-size:12px;\">${new Date().getFullYear()} ${CONFIG.companyName}. All rights reserved.</p>\n </td>\n </tr>\n \n </table>\n </td>\n </tr>\n </table>\n</body>\n</html>\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<!DOCTYPE html>\n<html>\n<head>\n <meta charset=\"UTF-8\">\n <meta name=\"viewport\" content=\"width=device-width, initial-scale=1.0\">\n</head>\n<body style=\"margin:0;padding:0;font-family:'Segoe UI',Roboto,Arial,sans-serif;background:#f4f7fa;\">\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\" style=\"background:#f4f7fa;padding:40px 20px;\">\n <tr>\n <td align=\"center\">\n <table width=\"600\" cellpadding=\"0\" cellspacing=\"0\" style=\"background:#ffffff;border-radius:16px;box-shadow:0 4px 20px rgba(0,0,0,0.08);overflow:hidden;\">\n \n <!-- Header -->\n <tr>\n <td style=\"background:linear-gradient(135deg, ${CONFIG.primaryColor} 0%, #d97706 100%);padding:40px 30px;text-align:center;\">\n <h1 style=\"margin:0;color:#ffffff;font-size:28px;font-weight:600;\">Meeting Rescheduled</h1>\n </td>\n </tr>\n \n <!-- Content -->\n <tr>\n <td style=\"padding:40px 30px;\">\n <h2 style=\"margin:0 0 20px;color:#1a202c;font-size:22px;\">Hi ${data.name},</h2>\n <p style=\"color:#4a5568;font-size:16px;line-height:1.7;margin:0 0 25px;\">Your meeting with <strong>${CONFIG.companyName}</strong> has been rescheduled.</p>\n \n <!-- New Meeting Details -->\n <div style=\"background:#fffbeb;border-radius:12px;padding:25px;margin:25px 0;border-left:4px solid ${CONFIG.primaryColor};\">\n <p style=\"color:#92400e;font-size:14px;font-weight:600;margin:0 0 15px;\">NEW DATE AND TIME:</p>\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#92400e;font-size:18px;font-weight:600;\">${data.formattedDate}</span>\n </td>\n </tr>\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#92400e;font-size:18px;font-weight:600;\">${data.formattedTime}</span>\n </td>\n </tr>\n <tr>\n <td style=\"padding:8px 0;\">\n <span style=\"color:#92400e;font-size:16px;\">${data.meetingName}</span>\n </td>\n </tr>\n </table>\n </div>\n \n <!-- Join Button -->\n ${data.meetingUrl ? `\n <div style=\"text-align:center;margin:30px 0;\">\n <a href=\"${data.meetingUrl}\" style=\"display:inline-block;background:linear-gradient(135deg, ${CONFIG.secondaryColor} 0%, #5a67d8 100%);color:#ffffff;text-decoration:none;padding:16px 45px;border-radius:10px;font-size:16px;font-weight:600;box-shadow:0 4px 15px rgba(102,126,234,0.4);\">\n Join Meeting\n </a>\n </div>\n ` : ''}\n \n <!-- Action Links -->\n <div style=\"background:#f7fafc;border-radius:10px;padding:20px;margin:25px 0;text-align:center;\">\n <p style=\"color:#718096;font-size:14px;margin:0 0 15px;\">Need to make more changes?</p>\n <table width=\"100%\" cellpadding=\"0\" cellspacing=\"0\">\n <tr>\n ${data.rescheduleUrl ? `<td style=\"text-align:center;\"><a href=\"${data.rescheduleUrl}\" style=\"color:${CONFIG.secondaryColor};font-size:14px;text-decoration:none;font-weight:500;\">Reschedule</a></td>` : ''}\n ${data.cancelUrl ? `<td style=\"text-align:center;\"><a href=\"${data.cancelUrl}\" style=\"color:#e53e3e;font-size:14px;text-decoration:none;font-weight:500;\">Cancel</a></td>` : ''}\n </tr>\n </table>\n </div>\n </td>\n </tr>\n \n <!-- Footer -->\n <tr>\n <td style=\"background:#f7fafc;padding:25px 30px;text-align:center;border-top:1px solid #e2e8f0;\">\n <p style=\"margin:0;color:#a0aec0;font-size:12px;\">${new Date().getFullYear()} ${CONFIG.companyName}. All rights reserved.</p>\n </td>\n </tr>\n \n </table>\n </td>\n </tr>\n </table>\n</body>\n</html>\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
}
]
]
}
}
}
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About this workflow
Complete Calendly automation that handles confirmations, cancellations and reschedules in a single workflow. WHAT IT DOES:
Source: https://n8n.io/workflows/12079/ — original creator credit. Request a take-down →
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