Website Chat Lead Routing with n8n: Calendly, FAQs & Gmail

Route website chat leads to Calendly, FAQs, or Gmail—automatically with n8n

This n8n workflow turns your website chat into a lead routing engine: it greets visitors, offers a numbered menu, sends them to your Calendly booking link or answers service FAQs, and—when needed—captures an email/phone and message, then emails the lead to your inbox via Gmail.

What this workflow does

• Receives an incoming website chat message using an n8n Chat trigger.
• Sends a welcome message that includes a privacy policy link and displays a numbered main menu.
• Uses rule-based routing to interpret the visitor’s reply and direct them to:
  • A Calendly scheduling link,
  • A services information submenu (FAQ-style answers), or
  • A direct message flow to capture contact details and intent.
• In the direct message flow, asks the visitor for an email address or phone number and extracts it from their reply.
• Prompts the visitor to write a message, then asks them to confirm whether to send or replace it.
• Sends the captured contact details and message to your configured inbox using Gmail, and confirms receipt in the chat.

Use cases

• Capture and qualify inbound inquiries from a website chat widget, then forward them to sales/support via Gmail.
• Let visitors self-serve by booking through Calendly or reading quick FAQ options before contacting you.
• Convert “I’m not sure what to do” visitors into actionable leads by requesting email/phone and a short message.

Technical details

• Triggers & logic: n8n Chat trigger, if, switch, set, code.
• Email delivery: Gmail with OAuth2 credentials.
• Flow UX: menu prompts and chat confirmations (includes a sticky note for workflow guidance).
• Setup: configure Gmail OAuth2, update workflow configuration values for your inbox, Calendly link, and privacy-policy URL.

Perfect for n8n automation engineers and SaaS operators who want a reliable website chat lead routing workflow with Calendly, FAQs, and Gmail lead notifications.