Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook

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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 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 n...

Best for

Lead Nurturing automation workflows
Multimodal AI automation workflows
intermediate n8n builders looking for reusable templates

Tools used

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

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: Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook
Workflow name: Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook

📩

This 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.

📌 What This Workflow Does

Triggers when someone books a meeting in Calendly (invitee.created event).
Extracts user details like name, email, reason for meeting, and scheduled time.
Uses OpenAI to generate a custom email response based on what the user shared.
Sends the email to the user using Microsoft Outlook.

⚙️ Step-by-Step Setup Instructions

1. 🔗 Calendly API Setup

Go to Credentials → Add Credential → Calendly API in n8n.
Authenticate with your Calendly personal access token.
Set your Calendly Trigger node to listen for invitee.created events.

2. 📧 Microsoft Outlook Setup

Add credentials via Microsoft Outlook OAuth2 in n8n.
Select the credential in the "Send a message" node.
This node will send an HTML-formatted response to the user's email.

3. 🤖 OpenAI AI Agent

Add your OpenAI key under Credentials → OpenAI API.
The AI Agent prompt is already pre-configured to:
- Generate an HTML email
- Mention how you can help
- Include the user's question, meeting date, and your placeholder phone number (111-111-1111)

🧠 Node Breakdown

Node	Purpose
Calendly Event	Trigger when someone books via Calendly
Edit Fields	Extracts key details (name, email, question, start time)
AI Agent	Writes a custom follow-up email using GPT
Outlook Message	Sends the AI-generated HTML email to the user

💌 Example Email Output (HTML)

<h2>Thanks for Booking with Us!</h2>
<p>Hi Robert Breen,</p>
<p>Thanks for booking a meeting with us! You mentioned: <em>need help with n8n</em>.</p>
<p>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.</p>
<p>Your meeting is scheduled for <strong>August 11, 2025 at 3:00 PM EST</strong>.</p>
<p>In the meantime, if you have questions, feel free to call us at <strong>111-111-1111</strong>.</p>
<p>Looking forward to chatting soon!</p>

📞 Contact Information
Robert , Ynteractive
Website: https://ynteractive.com
Email: [email protected]
LinkedIn: https://linkedin.com/in/robert-breen
Top-rated n8n Expert & AI Automation Consultant

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 Fields1

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

Block 2 - AI Agent1

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

Block 3 - OpenAI Chat Model1

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

Block 4 - Structured Output Parser1

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

Block 5 - Send a message2

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

Block 6 - Sticky Note16

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

Block 7 - Sticky Note

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

Block 8 - Calendly Event

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

3. Summary Table

Workflow	Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook
Complexity	intermediate
Nodes	8
Categories	Lead Nurturing, 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/7306/7306.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 Lead Nurturing workflows Multimodal AI workflows

Frequently asked questions

What does Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook do?

This 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 n...

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 Lead Nurturing, Multimodal AI use case.

Robert Breen

90 workflows

Nodes

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

Complexity

intermediate

Published 12 Aug 2025

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/7306/7306.json

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Send personalized follow-up emails for Calendly bookings with GPT-4 and Outlook

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 Setup

3. 🤖 OpenAI AI Agent

🧠 Node Breakdown

💌 Example Email Output (HTML)

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Edit Fields1

Block 2 - AI Agent1

Block 3 - OpenAI Chat Model1

Block 4 - Structured Output Parser1

Block 5 - Send a message2

Block 6 - Sticky Note16

Block 7 - Sticky Note

Block 8 - Calendly Event

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