Fabian Herhold
Workflows by Fabian Herhold
Pre-meeting lead research agent with Calendly, Perplexity & RapidAPI
## Who's it for Sales teams, BDRs, account managers, and customer success professionals who want to show up prepared for every meeting. Perfect for anyone using Calendly who wants to automate prospect research and never walk into a call blind again. **Watch the full tutorial here:** [](https://youtu.be/K8E003tw2v8?si=-vFjzR_lUX3Jn5Qa) ## What it does This workflow automatically researches your meeting attendees the moment they book through Calendly. It combines multiple AI agents to gather comprehensive intelligence: - **Company Research**: Uses Perplexity AI to validate company details, recent news, funding, leadership changes, and business signals - **LinkedIn Analysis**: Leverages RapidAPI to analyze the person's profile, recent posts, comments, and engagement patterns from the last 60-90 days - **Signal Detection**: Identifies hiring signals, growth indicators, and potential risks with confidence scoring - **Meeting Prep**: Synthesizes everything into personalized talking points, conversation starters, and strategic recommendations The final research brief gets delivered directly to your Slack, saving 30-45 minutes of manual research per meeting. ## How it works 1. Someone books a meeting via your Calendly (must include LinkedIn URL in booking form) 2. Main AI Agent extracts company domain from email and coordinates three specialist research agents 3. Company Agent researches business intel via Perplexity 4. Person Agent analyzes LinkedIn activity using 4 different RapidAPI endpoints 5. Signal Agent identifies business opportunities and risks 6. Comprehensive meeting brief gets sent to your Slack channel ## Requirements **API Credentials needed:** - Calendly API (for webhook trigger) - OpenAI API key (GPT-4 recommended for orchestration) - Perplexity API key (for web research) - RapidAPI subscription (for LinkedIn data endpoints) - Slack bot token (for output delivery) **Important**: Your Calendly booking form must include a LinkedIn URL field to get optimal results. ## How to set up 1. **Configure Calendly**: Add the Calendly trigger node with your API credentials 2. **Update Slack destination**: Modify the final Slack node with your user ID or channel 3. **Add API keys**: Configure all the API credentials in their respective nodes 4. **Test the workflow**: Book a test meeting through Calendly to verify the complete flow 5. **Customize prompts**: Adjust the AI agent prompts based on your specific industry or use case The workflow uses structured JSON output with confidence scoring and source citation for reliable, actionable intelligence. ## How to customize the workflow - **Change output destination**: Replace Slack with email, Teams, or CRM integration - **Modify research depth**: Adjust the AI prompts to focus on specific industries or company types - **Add more signals**: Extend the Signal Research Agent to detect additional business indicators - **Integrate with CRM**: Add nodes to automatically update contact records in your sales system - **Schedule follow-ups**: Connect to calendar tools to automatically schedule research updates The modular design makes it easy to adapt for different sales processes and research requirements.
AI recruiting pipeline: Job to candidate shortlist with Apollo & Airtable
## Who’s it for Recruiting agencies, executive search firms, and in-house talent teams that want to automate candidate sourcing and prequalification. Instead of spending hours searching, scoring, and writing outreach, this workflow turns any job description into a ready-to-use shortlist with personalized messages. ## Youtube Walkthrough [](https://www.youtube.com/watch?v=ppbXEab8334) ## What it does (How it works) This workflow takes a job description (title, description, and location) and runs a complete recruiting automation pipeline: - **Normalize job titles** and generate variations to widen search coverage. - **Search candidates** in Apollo (or your CRM / database of choice). - **Remove duplicates** to keep clean lists. - **Score candidates** with AI (0–5) and provide concise reasoning across experience, industry, and seniority. - **Enrich LinkedIn profiles** (name, title, image, location, experience). - **Create structured candidate assessments** (summary, alignment, red flags, positives). - **Generate outreach messages** (email + LinkedIn DM) tailored to the candidate. - **Write to Airtable** for job/candidate tracking and downstream automation. Everything is plug-and-play, with no manual searching or copy-pasting required. ## Requirements - n8n (Cloud or self-hosted) - Airtable account + API access - Apollo API or your preferred candidate source - LLM provider: OpenAI or Anthropic - LinkedIn enrichment API (RapidAPI, Apify, etc.) > ⚠️ Do not hardcode API keys in HTTP nodes. Always use **Credentials** in n8n. ## Airtable table specifications Create one base (e.g., *Candidate Search – From Job Description*) with two tables: **Jobs Table** - `Job Title` (text) - `Job Description` (long text) - `Job Location` (text) - `Candidates` (linked to Candidates table) **Candidates Table** - Core fields: `Name`, `LinkedIn URL`, `Job Title`, `Location`, `Image URL`, `Job Searches` (linked) - Assessment fields: `Summary Fit Score`, `Executive Summary`, `Title Alignment`, `Skill Alignment`, `Industry Alignment`, `Seniority Alignment`, `Company Type Alignment`, `Educational Alignment`, `Potential Red Flags`, `Positive Signals`, `Final Recommendation`, `Next Steps Suggestion` - Outreach fields: `Email Subject`, `Email Body`, `LinkedIn Message` ## How to set up 1. **Connect credentials** Add Airtable, Apollo/CRM, and OpenAI/Anthropic credentials under **n8n Credentials**. 2. **Create Airtable base/tables** Follow the above spec for *Jobs* and *Candidates*. Match field names exactly to avoid mapping errors. 3. **Configure the trigger** The workflow starts from a **Form/Webhook** node. It captures: - Job Title (required) - Job Description (required) - Location (required) - Target Companies (optional, comma-separated domains) 4. **Job title mutation** The workflow uses an AI node to normalize the job title and generate up to 5 variations for broader candidate searches. 5. **Candidate search** Apollo (or your CRM API) is queried with the generated titles and location filters. Results are deduped. 6. **AI scoring & structuring** Candidates are scored 0–5 with clear reasoning (experience, industry, seniority, general fit). Profiles are formatted into structured JSON for Airtable. 7. **LinkedIn enrichment** Enrichment API fetches missing data (geo, image, job history). 8. **Candidate assessment** An AI model produces a full recruiter-ready evaluation (fit summary, strengths, red flags). 9. **Outreach generation** The workflow drafts a concise cold email (<75 words) and LinkedIn DM (<60 words), consultative in tone. 10. **Write to Airtable** All jobs and candidates (with assessments and outreach messages) are logged for review and integration. ## How to customize - **Swap Apollo with your CRM** (Greenhouse, Bullhorn, etc.). - **Adjust scoring prompts** to match your niche (sales, engineering, healthcare). - **Add custom filters** for target companies or industries. - **Change outreach tone** to align with your brand voice. - **Limit by score** (e.g., only push candidates with score ≥4). ## Security & best practices - Store all keys in **n8n Credentials** (never in nodes). - Use **Set** nodes to centralize editable variables (title, location, filters). - Always add sticky notes in your workflow explaining steps. - Rename nodes clearly for readability. ## Troubleshooting - **No candidates found?** Loosen title variations or broaden location. - **Low fit scores?** Refine keywords and required skills in scoring prompts. - **Airtable errors?** Double-check Base ID, Table ID, and field names. - **API rate limits?** Enable batching/pagination and increase intervals. --- **SEO title:** Build candidate shortlists from a job description to Airtable with Apollo, AI scoring, and personalized outreach **Keywords:** recruiting automation, Apollo people search, candidate enrichment, AI scoring, Airtable recruiting CRM, LinkedIn outreach, n8n workflow template