How it works
How it works This workflow automatically manages every new Calendly booking from start to finish. When a prospect books a meeting, it captures all details, syncs everything to HubSpot, creates a prep task for the sales rep, sends confirmation and reminder emails, and notifies the team — all without any manual effort. Step-by-step Trigger & format** Calendly — New Booking – Listens for new invitee.created events when a prospect books a meeting. Format Booking Data – Extracts and normalizes all booking details including name, email, company, phone, meeting time, join URL, reschedule and cancel links, and computes reminder timestamps. Logging** Google Sheets — Log Booking – Appends all booking details including name, email, company, event type, meeting time, and join URL to a Google Sheets tracker. CRM sync** HubSpot — Search Contact by Email – Searches HubSpot to check if the prospect already exists by email. IF — Contact Exists in HubSpot? – Routes to update or create based on whether a matching contact is found. Update HubSpot Contact – Updates the existing contact with the latest name, phone, company, and lead source. Create HubSpot Contact – Creates a new HubSpot contact with all prospect details if none exists. Set — Contact ID – Normalizes the contact ID from either branch so all downstream nodes reference it consistently. Calendar & deal creation** Google Calendar — Create Rep Event – Creates a 30-minute meeting event on the sales rep's Google Calendar with join URL, prospect details, and reschedule/cancel links. HubSpot — Get Owner ID – Fetches the HubSpot owner to assign the deal to the correct sales rep. HubSpot — Create a Deal – Creates a new deal in the appointmentscheduled stage linked to the contact, with meeting details and next steps. Preparation & confirmation** ClickUp — Create Prep Task – Creates a pre-call research task in ClickUp with a full checklist covering LinkedIn research, company background, discovery questions, and competitor analysis. Due 2 hours before the meeting. Gmail — Send Confirmation – Sends a polished HTML confirmation email to the prospect with meeting details, join button, and reschedule/cancel options. Team notification & CRM logging** HubSpot Log Note – Logs a full activity note in HubSpot linked to both the contact and the deal, including all meeting details and the ClickUp prep task link. Slack — Notify Sales Channel – Posts a booking alert to the sales Slack channel with prospect info, meeting time, join URL, and confirmation of all actions taken. Automated reminders** Wait — Until 24h Before Meeting – Pauses execution until exactly 24 hours before the scheduled meeting. Gmail — Send 24h Reminder – Sends an HTML reminder email with meeting details, join link, and a pre-call checklist. Wait — Until 1h Before Meeting – Pauses execution until exactly 1 hour before the meeting. Gmail — Send 1h Reminder – Sends a final HTML reminder email with a prominent join button and last-minute tips. Why use this? Eliminates all manual admin after a Calendly booking by instantly syncing data across HubSpot, Google Sheets, and Google Calendar Auto-creates or updates HubSpot contacts and deals so no lead ever falls through the cracks Gives sales reps a structured ClickUp prep task with a research checklist before every call Keeps prospects engaged and informed with a confirmation email plus automated 24h and 1h reminders Notifies the entire sales team in Slack the moment a new meeting is booked. An n8n automation workflow template by Avkash Kakdiya.
Avkash Kakdiya
web
free
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