n8n Workflow: Auto Schedule Discovery Calls (Forms, Calendar, Gmail)

Auto-schedule discovery calls the moment a Google Form is submitted—using Google Calendar + Gmail

This n8n workflow watches your Google Form responses in Google Sheets, automatically finds the next available working-hours slot in Google Calendar, “holds” a discovery call event with a Google Meet link, and emails the client a booking confirmation link via Gmail—then sends timed reminders until the invite is accepted.

What this workflow does

• Detects new leads: Triggers when a new row is added to the Google Sheets worksheet that stores Google Form responses.
• Normalizes submission data: Extracts fields like name, email, company, and goal, and loads scheduling rules such as work hours, lead time, and reminder limits.
• Finds the first free slot: Checks upcoming events in Google Calendar and selects the earliest available weekday time within the configured working hours.
• Creates a “held” call invite: Creates a discovery-call event in Google Calendar with a Google Meet link and adds the client as an attendee without sending Google’s default invite email.
• Updates booking status in Google Sheets: Writes the held slot, event ID, booking link, and sets an “invited” status.
• Sends the client email via Gmail: Delivers a branded Gmail message containing the Google Calendar confirmation link.
• Monitors RSVP and follows up: Waits, checks the attendee RSVP status, logs booked in Google Sheets (and sends a confirmation email) when accepted/tentative, or sends escalating Gmail reminders until the max count is exceeded.
• Handles no response: Marks “no response” in Google Sheets and emails an internal alert to the host.

Use cases

• Inbound SaaS leads submitting a discovery-call form via Google Form
• Teams that want automated scheduling with “held” calendar slots to reduce manual back-and-forth
• Ops/automation engineers managing RSVP-based follow-ups and logging in Google Sheets

Technical details

• Integrations: Google Sheets (Google Form response sheet), Google Calendar, Gmail
• Workflow logic/nodes: if, set, code, wait, gmail, sticky note
• Key behavior: Creates Google Calendar holds with Google Meet, updates Google Sheets booking fields, and sends timed Gmail reminders based on RSVP status.