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

⚡ 760 views · 💬 Lead Nurturing & AI Sales Agents

Description

📩

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: robert@ynteractive.com
LinkedIn: https://linkedin.com/in/robert-breen
Top-rated n8n Expert & AI Automation Consultant

## 🔗 Nodes Used

Calendly Trigger, Microsoft Outlook, AI Agent, OpenAI Chat Model, Structured Output Parser

## 📥 Import

Download [`workflow.json`](workflow.json) and import into n8n:
**Workflow menu → Import from File**

[📖 Importing guide](../../../docs/importing-templates.md) · [🔑 Credential setup](../../../docs/credential-setup.md)