Generate smart Calendly notifications for Outlook and Slack using GPT-4

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

This n8n automation notifies you whenever someone books a meeting with you via Calendly . It sends a customized email via Outlook and a Slack message using details from the event. What This Work...

Best for

Personal Productivity automation workflows
Multimodal AI automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.set, @n8n/n8n-nodes-langchain.lmchatopenai, @n8n/n8n-nodes-langchain.outputparserstructured, n8n-nodes-base.microsoftoutlook, n8n-nodes-base.stickynote, n8n-nodes-base.calendlytrigger, n8n-nodes-base.slack, @n8n/n8n-nodes-langchain.agent

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Robert Breen.

Original n8n.io source

1.1 Workflow description

Title: Generate smart Calendly notifications for Outlook and Slack using GPT-4
Workflow name: Generate smart Calendly notifications for Outlook and Slack using GPT-4

This n8n automation notifies you whenever someone books a meeting with you via Calendly. It sends a customized email via Outlook and a Slack message using details from the event.

📌 What This Workflow Does

Listens for new Calendly meeting bookings (invitee.created).
Extracts key details (name, email, reason for meeting, start time).
Uses an AI agent to generate both:
- A HTML email sent to you via Outlook.
- A Slack message sent to your chosen channel.

⚙️ Step-by-Step Setup Instructions

1. 🔗 Calendly API Setup

In n8n: Go to Credentials → Add Credential → Calendly API.
Connect your account with the personal access token.
In the Calendly Trigger node, set event to invitee.created.

2. 📧 Microsoft Outlook Credential

Add Microsoft Outlook credentials via OAuth2 in n8n → Credentials.
Select it in the "Send a message" node.

3. 💬 Slack Setup

Add Slack OAuth2 credentials.
Select your Slack workspace and choose the channel (e.g., #leads).

4. 🧠 Configure the AI Agent (OpenAI)

Provide your OpenAI API key under Credentials → OpenAI API.
The AI Agent node is pre-configured to:
- Format a custom Slack message
- Format a custom Outlook HTML email

5. 🛠 Node Details

Calendly Event (Trigger): Listens for new bookings
Edit Fields: Extracts values like name, email, start time, and form answers
Email Generator (AI Agent): Creates formatted email + Slack message
Send a message (Outlook): Sends the formatted email to your inbox
Slack Message: Sends the AI-generated Slack alert

🧪 Example Output

Slack Message:

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Edit Fields

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 2 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 3 - Structured Output Parser

Type / Role: @n8n/n8n-nodes-langchain.outputParserStructured - outputParserStructured
Config choices: Version 1.3

Block 4 - Send a message

Type / Role: n8n-nodes-base.microsoftOutlook - microsoftOutlook
Config choices: Version 2

Block 5 - Sticky Note16

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 6 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 7 - Calendly Event

Type / Role: n8n-nodes-base.calendlyTrigger - calendlyTrigger
Config choices: Version 1

Block 8 - Slack Message

Type / Role: n8n-nodes-base.slack - slack
Config choices: Version 2.3

Block 9 - Email Generator

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

3. Summary Table

Workflow	Generate smart Calendly notifications for Outlook and Slack using GPT-4
Complexity	intermediate
Nodes	9
Categories	Personal Productivity, Multimodal AI
Author	Robert Breen
Published	12 Aug 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/7305/7305.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Personal Productivity workflows Multimodal AI workflows

Frequently asked questions

What does Generate smart Calendly notifications for Outlook and Slack using GPT-4 do?

This n8n automation notifies you whenever someone books a meeting with you via Calendly . It sends a customized email via Outlook and a Slack message using details from the event. What This Work...

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Personal Productivity, Multimodal AI use case.

Robert Breen

90 workflows

Nodes

n8n-nodes-base.set @n8n/n8n-nodes-langchain.lmchatopenai @n8n/n8n-nodes-langchain.outputparserstructured n8n-nodes-base.microsoftoutlook n8n-nodes-base.stickynote n8n-nodes-base.calendlytrigger n8n-nodes-base.slack @n8n/n8n-nodes-langchain.agent

Complexity

intermediate

Published 12 Aug 2025

Likes 0

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Install path: /data/workflows/7305/7305.json

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Generate smart Calendly notifications for Outlook and Slack using GPT-4

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

📌 What This Workflow Does

⚙️ Step-by-Step Setup Instructions

1. 🔗 Calendly API Setup

2. 📧 Microsoft Outlook Credential

3. 💬 Slack Setup

4. 🧠 Configure the AI Agent (OpenAI)

5. 🛠 Node Details

🧪 Example Output

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Edit Fields

Block 2 - OpenAI Chat Model

Block 3 - Structured Output Parser

Block 4 - Send a message

Block 5 - Sticky Note16

Block 6 - Sticky Note

Block 7 - Calendly Event

Block 8 - Slack Message

Block 9 - Email Generator

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions