{ "workflow": { "id": 7306, "name": "Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook", "views": 499, "recentViews": 0, "totalViews": 499, "createdAt": "2025-08-12T20:13:20.220Z", "description": "### πŸ“© \n\nThis 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 (`111-111-1111`) and the meeting date.\n\n---\n\n### πŸ“Œ What This Workflow Does\n\n1. **Triggers** when someone books a meeting in Calendly (`invitee.created` event).\n2. **Extracts** user details like name, email, reason for meeting, and scheduled time.\n3. **Uses OpenAI** to generate a custom email response based on what the user shared.\n4. **Sends the email** to the user using Microsoft Outlook.\n\n---\n\n### βš™οΈ Step-by-Step Setup Instructions\n\n#### 1. πŸ”— Calendly API Setup\n- Go to **Credentials β†’ Add Credential β†’ 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. πŸ“§ 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. πŸ€– OpenAI AI Agent\n- Add your OpenAI key under **Credentials β†’ 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---\n\n### 🧠 Node Breakdown\n\n| Node | Purpose |\n|------------------|----------------------------------------------------------|\n| Calendly Event | Trigger when someone books via Calendly |\n| Edit Fields | Extracts key details (name, email, question, start time) |\n| AI Agent | Writes a custom follow-up email using GPT |\n| Outlook Message | Sends the AI-generated HTML email to the user |\n\n---\n\n### πŸ’Œ Example Email Output (HTML)\n```html\n

Thanks for Booking with Us!

\n

Hi Robert Breen,

\n

Thanks for booking a meeting with us! You mentioned: need help with n8n.

\n

We’d love to help you solve that. During our call, we’ll walk through your issue and explore automation strategies tailored to your setup.

\n

Your meeting is scheduled for August 11, 2025 at 3:00 PM EST.

\n

In the meantime, if you have questions, feel free to call us at 111-111-1111.

\n

Looking forward to chatting soon!

\n\nπŸ“ž Contact Information\nRobert , Ynteractive\nWebsite: https://ynteractive.com\nEmail: robert@ynteractive.com\nLinkedIn: https://linkedin.com/in/robert-breen\nTop-rated n8n Expert & AI Automation Consultant", "workflow": { "meta": { "instanceId": "ad0113c344ee237399e44e9f11798b05baeb83a6196d514a9ae9d2ad71c3b5c9", "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": { "id": "credential-id", "name": "openAiApi 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 ], "webhookId": "2f801cc8-4cdf-4f29-a6af-a872d46cb7d7", "parameters": { "subject": "Calendly Details", "bodyContent": "={{ $json.output.email }}", "toRecipients": "={{ $('Edit Fields1').item.json.payload.email }}", "additionalFields": { "bodyContentType": "html" } }, "credentials": { "microsoftOutlookOAuth2Api": { "id": "credential-id", "name": "microsoftOutlookOAuth2Api Credential" } }, "typeVersion": 2 }, { "id": "1f87bd9f-9127-4436-b6fe-1104dd47844c", "name": "Sticky Note16", "type": "n8n-nodes-base.stickyNote", "position": [ -272, -320 ], "parameters": { "width": 1680, "content": "## πŸ“¬ Need Help or Want to Customize This?\nπŸ“§ [robert@ynteractive.com](mailto:robert@ynteractive.com) \nπŸ”— [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### βš™οΈ Step-by-Step Setup Instructions\n\n#### 1. πŸ”— Calendly API Setup\n- Go to **Credentials β†’ Add Credential β†’ 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. πŸ“§ 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. πŸ€– OpenAI AI Agent\n- Add your OpenAI key under **Credentials β†’ 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 ], "webhookId": "30861dd4-1d11-4fe7-b7a5-764ed90390f7", "parameters": { "events": [ "invitee.created" ] }, "credentials": { "calendlyApi": { "id": "credential-id", "name": "calendlyApi Credential" } }, "typeVersion": 1 } ], "pinData": { "Calendly Event": [ { "event": "invitee.created", "payload": { "uri": "https://api.calendly.com/scheduled_events/f283c53d-8fce-462d-8a51-6f15d4a1e7c0/invitees/7960259a-dd08-4d47-bedc-89158719358f", "name": "Robert Breen", "email": "robert.j.breen@gmail.com", "event": "https://api.calendly.com/scheduled_events/f283c53d-8fce-462d-8a51-6f15d4a1e7c0", "status": "active", "no_show": null, "payment": null, "timezone": "America/New_York", "tracking": { "utm_term": null, "utm_medium": null, "utm_source": null, "utm_content": null, "utm_campaign": null, "salesforce_uuid": null }, "last_name": null, "cancel_url": "https://calendly.com/cancellations/7960259a-dd08-4d47-bedc-89158719358f", "created_at": "2025-08-11T14:20:12.656697Z", "first_name": null, "updated_at": "2025-08-11T14:20:12.656697Z", "new_invitee": null, "old_invitee": null, "rescheduled": false, "reconfirmation": null, "reschedule_url": "https://calendly.com/reschedulings/7960259a-dd08-4d47-bedc-89158719358f", "scheduled_event": { "uri": "https://api.calendly.com/scheduled_events/f283c53d-8fce-462d-8a51-6f15d4a1e7c0", "name": "30 Minute Meeting", "status": "active", "end_time": "2025-08-11T19:30:00.000000Z", "location": { "data": { "id": 81095279315, "extra": { "intl_numbers_url": null }, "password": "754637", "settings": { "global_dial_in_numbers": [ { "type": "toll", "number": "+1 305 224 1968", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 309 205 3325", "country": "US", "country_name": "US" }, { "city": "Chicago", "type": "toll", "number": "+1 312 626 6799", "country": "US", "country_name": "US" }, { "city": "New York", "type": "toll", "number": "+1 646 558 8656", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 646 931 3860", "country": "US", "country_name": "US" }, { "city": "Washington DC", "type": "toll", "number": "+1 301 715 8592", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 507 473 4847", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 564 217 2000", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 669 444 9171", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 689 278 1000", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 719 359 4580", "country": "US", "country_name": "US" }, { "city": "Denver", "type": "toll", "number": "+1 720 707 2699", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 253 205 0468", "country": "US", "country_name": "US" }, { "city": "Tacoma", "type": "toll", "number": "+1 253 215 8782", "country": "US", "country_name": "US" }, { "city": "Houston", "type": "toll", "number": "+1 346 248 7799", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 360 209 5623", "country": "US", "country_name": "US" }, { "type": "toll", "number": "+1 386 347 5053", "country": "US", "country_name": "US" } ] } }, "type": "zoom", "status": "pushed", "join_url": "https://us06web.zoom.us/j/81095279315?pwd=N4jKKlN0EF27yJHa9faMUk11I4Y8a8.1" }, "created_at": "2025-08-11T14:20:12.635731Z", "event_type": "https://api.calendly.com/event_types/442b1bfd-6d30-41cc-8504-5586d5a61f84", "start_time": "2025-08-11T19:00:00.000000Z", "updated_at": "2025-08-11T14:20:12.635731Z", "event_guests": [], "invitees_counter": { "limit": 1, "total": 1, "active": 1 }, "event_memberships": [ { "user": "https://api.calendly.com/users/9ee956f4-bad6-4cc9-b024-4d60580a8ce6", "user_name": "Robert Breen", "user_email": "rbreen@ynteractive.com" } ], "meeting_notes_html": null, "meeting_notes_plain": null }, "scheduling_method": null, "invitee_scheduled_by": "https://api.calendly.com/users/9ee956f4-bad6-4cc9-b024-4d60580a8ce6", "text_reminder_number": null, "questions_and_answers": [ { "answer": "need help with n8n", "position": 0, "question": "Please share anything that will help prepare for our meeting." } ], "routing_form_submission": null }, "created_at": "2025-08-11T14:20:19.000000Z", "created_by": "https://api.calendly.com/users/9ee956f4-bad6-4cc9-b024-4d60580a8ce6" } ] }, "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 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 8, "nodeTypes": { "n8n-nodes-base.set": { "count": 1 }, "n8n-nodes-base.stickyNote": { "count": 2 }, "@n8n/n8n-nodes-langchain.agent": { "count": 1 }, "n8n-nodes-base.calendlyTrigger": { "count": 1 }, "n8n-nodes-base.microsoftOutlook": { "count": 1 }, "@n8n/n8n-nodes-langchain.lmChatOpenAi": { "count": 1 }, "@n8n/n8n-nodes-langchain.outputParserStructured": { "count": 1 } } }, "status": "published", "user": { "name": "Robert Breen", "username": "rbreen", "bio": "Professional services consultant with over 10 years of experience solving complex business problems across industries. I specialize in n8n and process automationβ€”designing custom workflows that integrate tools like Google Calendar, Airtable, GPT, and internal systems. Whether you need to automate scheduling, sync data, or streamline operations, I build solutions that save time and drive results.", "verified": true, "links": [ "https://ynteractive.com/" ], "avatar": "https://gravatar.com/avatar/15bb5ad97bad47ca2079e1fa123a8287000c72c86498c90043f70ec2adab05f3?r=pg&d=retro&size=200" }, "nodes": [ { "id": 38, "icon": "fa:pen", "name": "n8n-nodes-base.set", "codex": { "data": { "alias": [ "Set", "JS", "JSON", "Filter", "Transform", "Map" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "β˜€οΈ", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/automatically-pulling-and-visualizing-data-with-n8n/", "icon": "πŸ“ˆ", "label": "Automatically pulling and visualizing data with n8n" }, { "url": "https://n8n.io/blog/database-monitoring-and-alerting-with-n8n/", "icon": "πŸ“‘", "label": "Database Monitoring and Alerting with n8n" }, { "url": "https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/", "icon": "🧾", "label": "Automatically Adding Expense Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n" }, { "url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/", "icon": "store", "label": "6 e-commerce workflows to power up your Shopify s" }, { "url": "https://n8n.io/blog/how-to-build-a-low-code-self-hosted-url-shortener/", "icon": "πŸ”—", "label": "How to build a low-code, self-hosted URL shortener in 3 steps" }, { "url": "https://n8n.io/blog/automate-your-data-processing-pipeline-in-9-steps-with-n8n/", "icon": "βš™οΈ", "label": "Automate your data processing pipeline in 9 steps" }, { "url": "https://n8n.io/blog/how-to-get-started-with-crm-automation-and-no-code-workflow-ideas/", "icon": "πŸ‘₯", "label": "How to get started with CRM automation (with 3 no-code workflow ideas" }, { "url": "https://n8n.io/blog/5-tasks-you-can-automate-with-notion-api/", "icon": "⚑️", "label": "5 tasks you can automate with the new Notion API " }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "πŸ’‘", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": "https://n8n.io/blog/how-uproc-scraped-a-multi-page-website-with-a-low-code-workflow/", "icon": " πŸ•ΈοΈ", "label": "How uProc scraped a multi-page website with a low-code workflow" }, { "url": "https://n8n.io/blog/building-an-expense-tracking-app-in-10-minutes/", "icon": "πŸ“±", "label": "Building an expense tracking app in 10 minutes" }, { "url": "https://n8n.io/blog/the-ultimate-guide-to-automate-your-video-collaboration-with-whereby-mattermost-and-n8n/", "icon": "πŸ“Ή", "label": "The ultimate guide to automate your video collaboration with Whereby, Mattermost, and n8n" }, { "url": "https://n8n.io/blog/5-workflow-automations-for-mattermost-that-we-love-at-n8n/", "icon": "πŸ€–", "label": "5 workflow automations for Mattermost that we love at n8n" }, { "url": "https://n8n.io/blog/learn-to-build-powerful-api-endpoints-using-webhooks/", "icon": "🧰", "label": "Learn to Build Powerful API Endpoints Using Webhooks" }, { "url": "https://n8n.io/blog/how-a-membership-development-manager-automates-his-work-and-investments/", "icon": "πŸ“ˆ", "label": "How a Membership Development Manager automates his work and investments" }, { "url": "https://n8n.io/blog/a-low-code-bitcoin-ticker-built-with-questdb-and-n8n-io/", "icon": "πŸ“ˆ", "label": "A low-code bitcoin ticker built with QuestDB and n8n.io" }, { "url": "https://n8n.io/blog/how-to-set-up-a-ci-cd-pipeline-with-no-code/", "icon": "🎑", "label": "How to set up a no-code CI/CD pipeline with GitHub and TravisCI" }, { 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