Send Personalized Follow-up Emails for Calendly Bookings with Gpt-4 and Outlook

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": "2393eb8d-1891-4241-a10a-a57fd98c55f3",
      "name": "Edit Fields1",
      "type": "n8n-nodes-base.set",
      "position": [
        336,
        624
      ],
      "parameters": {
        "options": {},
        "assignments": {
          "assignments": [
            {
              "id": "57d266ad-fa73-4e7a-8630-200e6bdc0da0",
              "name": "payload.email",
              "type": "string",
              "value": "={{ $json.payload.email }}"
            },
            {
              "id": "01b92620-7ee3-4805-bee8-ac8a3e9971fd",
              "name": "payload.questions_and_answers[0].answer",
              "type": "string",
              "value": "={{ $json.payload.questions_and_answers[0].answer }}"
            },
            {
              "id": "3742a6c0-d214-4020-bab3-cdae2c7a297c",
              "name": "payload.name",
              "type": "string",
              "value": "={{ $json.payload.name }}"
            },
            {
              "id": "a195c86d-8f23-4787-8a44-15d9e15d2396",
              "name": "payload.scheduled_event.start_time",
              "type": "string",
              "value": "={{ $json.payload.scheduled_event.start_time }}"
            }
          ]
        }
      },
      "typeVersion": 3.4
    },
    {
      "id": "fb75bd8b-aa90-4819-87de-283fc81ab718",
      "name": "AI Agent1",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        544,
        624
      ],
      "parameters": {
        "text": "=Name:  {{ $json.payload.name }} About:  {{ $json.payload.questions_and_answers[0].answer }} Start Time: {{ $json.payload.scheduled_event.start_time }}",
        "options": {
          "systemMessage": "You are a helpful assistant. Write an email to the user. Elaborate on how we can help them with their topic and give my fake phone number for now 111-111-1111. Write the email in html. also put the meeting date in there. \n\n\noutput like this. \n\n{\n\t\"email\": \"html email\"\n}"
        },
        "promptType": "define",
        "hasOutputParser": true
      },
      "typeVersion": 2.2
    },
    {
      "id": "2c4476e4-5e1e-4b8c-af27-7a9f793ec018",
      "name": "OpenAI Chat Model1",
      "type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
      "position": [
        496,
        864
      ],
      "parameters": {
        "model": {
          "__rl": true,
          "mode": "list",
          "value": "gpt-4.1-mini"
        },
        "options": {}
      },
      "credentials": {
        "openAiApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "b554a77a-3886-4f1b-96ef-5a96a75824c0",
      "name": "Structured Output Parser1",
      "type": "@n8n/n8n-nodes-langchain.outputParserStructured",
      "position": [
        720,
        832
      ],
      "parameters": {
        "jsonSchemaExample": "{\n\t\"email\": \"html email\",\n\t\"slack\": \"Slack Message\"\n}"
      },
      "typeVersion": 1.3
    },
    {
      "id": "5c846301-8318-471a-b4c1-8554ce97d760",
      "name": "Send a message2",
      "type": "n8n-nodes-base.microsoftOutlook",
      "position": [
        912,
        560
      ],
      "parameters": {
        "subject": "Calendly Details",
        "bodyContent": "={{ $json.output.email }}",
        "toRecipients": "={{ $('Edit Fields1').item.json.payload.email }}",
        "additionalFields": {
          "bodyContentType": "html"
        }
      },
      "credentials": {
        "microsoftOutlookOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "1f87bd9f-9127-4436-b6fe-1104dd47844c",
      "name": "Sticky Note16",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -272,
        -320
      ],
      "parameters": {
        "width": 1680,
        "content": "## \ud83d\udcec Need Help or Want to Customize This?\n\ud83d\udce7 [robert@ynteractive.com](mailto:robert@ynteractive.com)  \n\ud83d\udd17 [LinkedIn](https://www.linkedin.com/in/robert-breen-29429625/)"
      },
      "typeVersion": 1
    },
    {
      "id": "75ddecca-3f1a-4e68-b1b4-c6d0b1a9288c",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -272,
        -128
      ],
      "parameters": {
        "color": 4,
        "width": 1680,
        "height": 1168,
        "content": "\n### \u2699\ufe0f Step-by-Step Setup Instructions\n\n#### 1. \ud83d\udd17 Calendly API Setup\n- Go to **Credentials \u2192 Add Credential \u2192 Calendly API** in n8n.\n- Authenticate with your Calendly personal access token.\n- Set your **Calendly Trigger** node to listen for `invitee.created` events.\n\n#### 2. \ud83d\udce7 Microsoft Outlook Setup\n- Add credentials via **Microsoft Outlook OAuth2** in n8n.\n- Select the credential in the \"Send a message\" node.\n- This node will send an HTML-formatted response to the user's email.\n\n#### 3. \ud83e\udd16 OpenAI AI Agent\n- Add your OpenAI key under **Credentials \u2192 OpenAI API**.\n- The AI Agent prompt is already pre-configured to:\n  - Generate an **HTML email**\n  - Mention how you can help\n  - Include the user's question, meeting date, and your placeholder phone number (`111-111-1111`)\n\n---"
      },
      "typeVersion": 1
    },
    {
      "id": "af63afc3-8917-4399-a349-696a0477796d",
      "name": "Calendly Event",
      "type": "n8n-nodes-base.calendlyTrigger",
      "position": [
        32,
        624
      ],
      "parameters": {
        "events": [
          "invitee.created"
        ]
      },
      "credentials": {
        "calendlyApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    }
  ],
  "connections": {
    "AI Agent1": {
      "main": [
        [
          {
            "node": "Send a message2",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Edit Fields1": {
      "main": [
        [
          {
            "node": "AI Agent1",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Calendly Event": {
      "main": [
        [
          {
            "node": "Edit Fields1",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "OpenAI Chat Model1": {
      "ai_languageModel": [
        [
          {
            "node": "AI Agent1",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Structured Output Parser1": {
      "ai_outputParser": [
        [
          {
            "node": "AI Agent1",
            "type": "ai_outputParser",
            "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.

• calendlyApi
• microsoftOutlookOAuth2Api
• openAiApi

About this workflow

This n8n automation sends a personalized email to the person who booked a meeting via Calendly. It uses an AI agent to craft a helpful, human-sounding HTML email that includes your fake phone number () and the meeting date. Triggers when someone books a meeting in Calendly (…

Source: https://n8n.io/workflows/7306/ — original creator credit. Request a take-down →

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