Schedule client meetings via web forms with Google Calendar, Zoom

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1. Workflow Overview

Who it's for This n8n workflow is designed for businesses, consultants, and service providers who want to automate their meeting scheduling process. The workflow creates a seamless booking system t...

Best for

Support Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.webhook, n8n-nodes-base.microsoftteams, n8n-nodes-base.discord, n8n-nodes-base.stickynote, n8n-nodes-base.set, n8n-nodes-base.if, n8n-nodes-base.datetime, n8n-nodes-base.gmail

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Schedule client meetings via web forms with Google Calendar, Zoom
Workflow name: Schedule client meetings via web forms with Google Calendar, Zoom

Who it's for

This n8n workflow is designed for businesses, consultants, and service providers who want to automate their meeting scheduling process. The workflow creates a seamless booking system that can handle meeting requests, check availability, create calendar events, set up video conferences, and send notifications through multiple channels.

Features

Integrates with web forms to receive booking requests
Checks Google Calendar availability automatically
Creates calendar events with booking details
Sets up Zoom meetings instantly
Sends notifications via email, WhatsApp, Discord, and Teams
Notifies politely if requested slots aren’t available
Supports Your time zone conversions

Requirements

Google Calendar API Credentials: For checking availability and creating events
Zoom API Credentials: For generating meeting links and video conferences
Gmail OAuth2 Credentials: For sending email confirmations
Notification Service Credentials: Discord Bot API, Microsoft Teams API, Rapiwa API (for WhatsApp)

Important Notes

Time Zone Configuration: The workflow is set to Asia/Dhaka time zone but can be customized
Meeting Settings: Default meeting duration (40 minutes) and password can be adjusted
Notification Templates: All notification messages can be customized to match your brand voice
Calendar Selection: Ensure the correct Google Calendar ID is configured for your booking system

Support & Help

WhatsApp: Chat on WhatsApp
Discord: SpaGreen Community
Facebook Group: SpaGreen Support
Website: https://spagreen.net
Developer Portfolio: Codecanyon SpaGreen

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 - Web Contact Form

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

Block 2 - Create chat message

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

Block 3 - Send a message

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

Block 4 - Sticky Note3

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

Block 5 - Add Event name, Duration, Password

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

Block 6 - Check Meeting Slot Availability

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 7 - Format Date & Time

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

Block 8 - Send Notice for Unavailable Slot

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 9 - Sticky Note1

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

Block 10 - Sticky Note2

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

Block 11 - Sticky Note4

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

Block 12 - Code (Configure Meeting Information)

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

Block 13 - Send a Email

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 14 - Rapiwa ()WhatsApp Message

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

Block 15 - Checks Google Calendar to see if the requested time slot is free

Type / Role: n8n-nodes-base.googleCalendar - googleCalendar
Config choices: Version 1.3

Block 16 - Notify team via Microsoft Teams

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

Block 17 - Send confirmation email to client

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

Block 18 - Create Zoom meeting with client info

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

Block 19 - Create Event Using Web Submission Form (Add booking to Google Calendar with details & reminders)

Type / Role: n8n-nodes-base.googleCalendar - googleCalendar
Config choices: Version 1.3

3. Summary Table

Workflow	Schedule client meetings via web forms with Google Calendar, Zoom
Complexity	advanced
Nodes	19
Categories	Support Chatbot
Author	SpaGreen Creative
Published	22 Feb 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/13579/13579.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 Support Chatbot workflows

Frequently asked questions

What does Schedule client meetings via web forms with Google Calendar, Zoom 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 Support Chatbot use case.

SpaGreen Creative

60 workflows

Nodes

n8n-nodes-base.webhook n8n-nodes-base.microsoftteams n8n-nodes-base.discord n8n-nodes-base.stickynote n8n-nodes-base.set n8n-nodes-base.if n8n-nodes-base.datetime n8n-nodes-base.gmail

Complexity

advanced

Published 22 Feb 2026

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/13579/13579.json

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Schedule client meetings via web forms with Google Calendar, Zoom

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Who it's for

Features

Requirements

Important Notes

Support & Help

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Web Contact Form

Block 2 - Create chat message

Block 3 - Send a message

Block 4 - Sticky Note3

Block 5 - Add Event name, Duration, Password

Block 6 - Check Meeting Slot Availability

Block 7 - Format Date & Time

Block 8 - Send Notice for Unavailable Slot

Block 9 - Sticky Note1

Block 10 - Sticky Note2

Block 11 - Sticky Note4

Block 12 - Code (Configure Meeting Information)

Block 13 - Send a Email

Block 14 - Rapiwa ()WhatsApp Message

Block 15 - Checks Google Calendar to see if the requested time slot is free

Block 16 - Notify team via Microsoft Teams

Block 17 - Send confirmation email to client

Block 18 - Create Zoom meeting with client info

Block 19 - Create Event Using Web Submission Form (Add booking to Google Calendar with details & reminders)

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