n8n AI Calendly Reminders & Gmail Follow-Ups + Sheets

Automatically remind Calendly attendees, follow up when they don’t reply, and log every outcome in Google Sheets

This n8n workflow checks your upcoming Calendly appointments every two hours, uses OpenAI to draft personalized reminder and follow-up emails, sends them via Gmail, and records whether the customer replied in Google Sheets.

What this workflow does

• Runs on a schedule: executes every 2 hours.
• Pulls upcoming appointments: fetches scheduled events from the Calendly API, then filters to those starting within the next 24 hours.
• Builds client context: retrieves invitee details for each event and formats client + appointment information for messaging.
• Sends an AI-generated reminder: uses OpenAI to generate a short reminder email and sends it to the invitee via Gmail.
• Checks for replies: waits briefly, then searches Gmail for a reply from the invitee’s email address.
• Follows up if needed: if no reply is found, uses OpenAI to draft a polite follow-up email, sends it via Gmail, and appends a “Follow-Up Sent” record to Google Sheets.
• Logs reply outcomes: if a reply is found, appends a “Customer Replied” record including the Gmail thread ID in Google Sheets.

Use cases

• Reduce no-shows by sending timely Calendly reminder emails automatically.
• Increase response rates with AI-written follow-up emails after scheduled meetings.
• Track outreach performance in Google Sheets by logging replies and follow-ups.

Technical details

• Calendly: HTTP Bearer Auth using a personal access token; replace YOUR_CALENDLY_USER_URI with your user URI.
• OpenAI: credential for reminder and follow-up text generation.
• Gmail: OAuth2 permissions to send emails and search for replies in the inbox.
• Google Sheets: OAuth2 to append records to the selected spreadsheet and sheet tabs (reply vs follow-up logging).
• n8n nodes: if, set, wait, gmail, split out, sticky note (per the workflow structure).

Adjust the schedule interval, the 24-hour reminder window, and the wait time to match your outreach cadence.