n8n Casting Callback Offer Approvals w/ OpenAI, Gmail & Drive

Automate callback offer approvals—rate-guardrailed, AI-assisted, and saved to Google Drive

This production-ready n8n workflow streamlines callback offer approvals and rate negotiations end-to-end: it receives casting shortlist submissions, checks union/budget guardrails, verifies callback date availability with OpenAI via an HTTP scheduling API, routes approvals through Gmail, and automatically archives confirmation packets in Google Drive.

What this workflow does

• Captures shortlist submissions via an n8n form, including talent details, offered rate, and two callback date options.
• Normalizes inputs and calculates whether the offered rate is within union scale minimum and a project budget cap, applying a clamped suggested rate when out of bounds.
• If the rate is outside guardrails, it alerts the casting director on Telegram for manual review.
• If within guardrails, it uses OpenAI to check callback availability and draft a concise callback offer email using the suggested rate.
• Sends the offer to the agent via Gmail and runs an approve/decline email approval flow, waiting for the agent’s response.
• If approved, it creates a booking confirmation packet as a text file in Google Drive and emails the confirmation to the agent via Gmail.
• If declined, it logs the decline note and notifies the casting director on Telegram.

Use cases

• Productions that need consistent rate negotiation guardrails without spreadsheet chasing.
• Casting teams coordinating two alternative callback dates and requiring fast availability checks.
• Studios that want an email-based approval workflow with automatic document archiving for auditability.

Technical details

• Integrations/approach: OpenAI, Gmail, Google Drive, Telegram, and an HTTP scheduling API for availability checking.
• n8n nodes referenced: if, set, code, gmail, telegram, sticky note.
• Setup requirements: OpenAI API credentials for the Chat Model used to draft the email, plus Gmail OAuth2 credentials.