Optimize Cal.com Bookings: Sync with Gmail, Telegram & AI

Stop losing high-value consultations to last-minute Cal.com cancellations and reschedules. This intelligent n8n workflow automatically detects every Cal.com booking event, applies smart routing logic, and triggers the right response—whether it's logging attendee data, sending personalized recovery emails, or alerting you via Telegram when immediate action is needed.

What this workflow does

A single webhook captures all Cal.com booking events (created, rescheduled, canceled) and routes them through dedicated logic branches. When bookings are created, attendee data logs to Google Sheets, waits 30 minutes, then sends confirmation emails and Telegram alerts. For reschedules, the workflow calculates time gaps—flagging changes under 24 hours as "NOT APPROVED" with friction emails, while approving longer-notice changes with gentler communications. Most importantly, for cancellations, an AI agent powered by Claude 3.5 Sonnet analyzes the attendee's stated goals and cancellation reason to craft personalized recovery emails, while sending Telegram alerts for your next-step decisions.

Use cases

• High-ticket consultants tracking booking patterns and recovering canceled leads automatically
• Service providers needing structured data on booking behaviors in Google Sheets
• Coaches implementing reschedule policies with automated approval workflows
• Sales teams requiring immediate Telegram notifications for booking changes
• Professional services using AI-powered follow-up for canceled appointments

Technical details

Built with essential n8n nodes including Switch for event routing, Gmail integration for automated email responses, and Code nodes for time calculations and data processing. Features Google Sheets logging, Telegram messaging, and OpenRouter integration with Claude 3.5 Sonnet for AI-generated recovery emails. Includes Wait nodes for delayed actions and If nodes for conditional logic. Cost varies based on OpenRouter usage—check current pricing for AI operations.

Perfect for n8n users managing Cal.com bookings who need intelligent automation beyond basic notifications, with real-time alerts and AI-powered lead recovery built in.