🤝 Automate Calendly sales meetings with HubSpot, Google, ClickUp and Slack

⚡ 43 views · 🤝 CRM & Sales Operations

Description

How it works

This workflow automatically manages every new Calendly booking from start to finish. When a prospect books a meeting, it captures all details, syncs everything to HubSpot, creates a prep task for the sales rep, sends confirmation and reminder emails, and notifies the team — all without any manual effort.

Step-by-step

• Trigger & format

  • Calendly — New Booking – Listens for new invitee.created events when a prospect books a meeting.
  • Format Booking Data – Extracts and normalizes all booking details including name, email, company, phone, meeting time, join URL, reschedule and cancel links, and computes reminder timestamps.

• Logging

  • Google Sheets — Log Booking – Appends all booking details including name, email, company, event type, meeting time, and join URL to a Google Sheets tracker.

• CRM sync

  • HubSpot — Search Contact by Email – Searches HubSpot to check if the prospect already exists by email.
  • IF — Contact Exists in HubSpot? – Routes to update or create based on whether a matching contact is found.
  • Update HubSpot Contact – Updates the existing contact with the latest name, phone, company, and lead source.
  • Create HubSpot Contact – Creates a new HubSpot contact with all prospect details if none exists.
  • Set — Contact ID – Normalizes the contact ID from either branch so all downstream nodes reference it consistently.

• Calendar & deal creation

  • Google Calendar — Create Rep Event – Creates a 30-minute meeting event on the sales rep’s Google Calendar with join URL, prospect details, and reschedule/cancel links.
  • HubSpot — Get Owner ID – Fetches the HubSpot owner to assign the deal to the correct sales rep.
  • HubSpot — Create a Deal – Creates a new deal in the appointmentscheduled stage linked to the contact, with meeting details and next steps.

• Preparation & confirmation

  • ClickUp — Create Prep Task – Creates a pre-call research task in ClickUp with a full checklist covering LinkedIn research, company background, discovery questions, and competitor analysis. Due 2 hours before the meeting.
  • Gmail — Send Confirmation – Sends a polished HTML confirmation email to the prospect with meeting details, join button, and reschedule/cancel options.

• Team notification & CRM logging

  • HubSpot Log Note – Logs a full activity note in HubSpot linked to both the contact and the deal, including all meeting details and the ClickUp prep task link.
  • Slack — Notify Sales Channel – Posts a booking alert to the sales Slack channel with prospect info, meeting time, join URL, and confirmation of all actions taken.

• Automated reminders

  • Wait — Until 24h Before Meeting – Pauses execution until exactly 24 hours before the scheduled meeting.
  • Gmail — Send 24h Reminder – Sends an HTML reminder email with meeting details, join link, and a pre-call checklist.
  • Wait — Until 1h Before Meeting – Pauses execution until exactly 1 hour before the meeting.
  • Gmail — Send 1h Reminder – Sends a final HTML reminder email with a prominent join button and last-minute tips.

Why use this?

• Eliminates all manual admin after a Calendly booking by instantly syncing data across HubSpot, Google Sheets, and Google Calendar
• Auto-creates or updates HubSpot contacts and deals so no lead ever falls through the cracks
• Gives sales reps a structured ClickUp prep task with a research checklist before every call
• Keeps prospects engaged and informed with a confirmation email plus automated 24h and 1h reminders
• Notifies the entire sales team in Slack the moment a new meeting is booked

🔗 Nodes Used

Google Sheets, HTTP Request, Slack, ClickUp, Calendly Trigger, Google Calendar

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup