Handle Calendly bookings, cancellations and reschedules with Gmail, Google Calendar, Sheets and Slack

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Important notice

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

1. Workflow Overview

Complete Calendly automation that handles confirmations, cancellations and reschedules in a single workflow. WHAT IT DOES: Logs all meetings to Google Sheets automatically Creates events in organiz...

Best for

Project Management automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.webhook, n8n-nodes-base.code, n8n-nodes-base.switch, n8n-nodes-base.googlesheets, n8n-nodes-base.googlecalendar, n8n-nodes-base.slack, n8n-nodes-base.gmail, n8n-nodes-base.noop

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Handle Calendly bookings, cancellations and reschedules with Gmail, Google Calendar, Sheets and Slack
Workflow name: Handle Calendly bookings, cancellations and reschedules with Gmail, Google Calendar, Sheets and Slack

Complete Calendly automation that handles confirmations, cancellations and reschedules in a single workflow. WHAT IT DOES:

Logs all meetings to Google Sheets automatically Creates events in organizer's Google Calendar Sends professional HTML emails to guests Notifies your team on Slack (#meetings) Handles errors with Slack alerts (#errors)

INCLUDED FLOWS:

New booking: Sheets + Calendar + Slack + Confirmation email Cancellation: Sheets (updates status) + Slack + Cancellation email Reschedule: Sheets + Slack + Email with new date/time

SETUP:

Connect Google Sheets (create sheet with columns: Event ID, Date Logged, Name, Email, Meeting Type, Date, Time, Status, Meeting URL, Timezone) Connect Google Calendar Connect Slack (create channels #meetings and #errors) Connect Gmail Configure webhook in Calendly > Integrations > Webhooks

CUSTOMIZABLE: Emails include professional HTML design with editable colors and text directly in the code nodes. IDEAL FOR: Consultants, coaches, agencies and sales teams using Calendly.

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 - Calendly Webhook

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

Block 2 - Parse Calendly Event

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

Block 3 - Event Router

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

Block 4 - Log to Google Sheets

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4

Block 5 - Create Calendar Event

Type / Role: n8n-nodes-base.googleCalendar - googleCalendar
Config choices: Version 1.2

Block 6 - Slack - New Booking

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

Block 7 - Prepare Confirmation Email

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

Block 8 - Send Confirmation Email

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

Block 9 - Log Cancellation

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4

Block 10 - Slack - Cancellation

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

Block 11 - Prepare Cancellation Email

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

Block 12 - Send Cancellation Email

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

Block 13 - Log Reschedule

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4

Block 14 - Slack - Rescheduled

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

Block 15 - Prepare Reschedule Email

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

Block 16 - Send Reschedule Email

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

Block 17 - Done - Confirmation

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

Block 18 - Done - Cancellation

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

Block 19 - Done - Reschedule

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

Block 20 - Webhook

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

Block 21 - New Booking

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

Block 22 - Cancellation

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

Block 23 - Reschedule

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

Block 24 - Format Error1

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

Showing the first 24 of 27 workflow blocks. Download the JSON for the full node graph.

3. Summary Table

Workflow	Handle Calendly bookings, cancellations and reschedules with Gmail, Google Calendar, Sheets and Slack
Complexity	advanced
Nodes	27
Categories	Project Management
Author	Manu
Published	23 Dec 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/12079/12079.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 Project Management workflows

Frequently asked questions

What does Handle Calendly bookings, cancellations and reschedules with Gmail, Google Calendar, Sheets and Slack do?

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 Project Management use case.

Manu

11 workflows

Nodes

n8n-nodes-base.webhook n8n-nodes-base.code n8n-nodes-base.switch n8n-nodes-base.googlesheets n8n-nodes-base.googlecalendar n8n-nodes-base.slack n8n-nodes-base.gmail n8n-nodes-base.noop

Complexity

advanced

Published 23 Dec 2025

Likes 0

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Install path: /data/workflows/12079/12079.json

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Handle Calendly bookings, cancellations and reschedules with Gmail, Google Calendar, Sheets and Slack

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Calendly Webhook

Block 2 - Parse Calendly Event

Block 3 - Event Router

Block 4 - Log to Google Sheets

Block 5 - Create Calendar Event

Block 6 - Slack - New Booking

Block 7 - Prepare Confirmation Email

Block 8 - Send Confirmation Email

Block 9 - Log Cancellation

Block 10 - Slack - Cancellation

Block 11 - Prepare Cancellation Email

Block 12 - Send Cancellation Email

Block 13 - Log Reschedule

Block 14 - Slack - Rescheduled

Block 15 - Prepare Reschedule Email

Block 16 - Send Reschedule Email

Block 17 - Done - Confirmation

Block 18 - Done - Cancellation

Block 19 - Done - Reschedule

Block 20 - Webhook

Block 21 - New Booking

Block 22 - Cancellation

Block 23 - Reschedule

Block 24 - Format Error1

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