Robert Breen

Robert Breen

Send Personalized Follow-Up Emails for Calendly Bookings with GPT-4 and Outlook

πŸ“©

This n8n automation sends a personalized email to the person who booked a meeting via Calendly . It uses an AI agent to craft a helpful, human-sounding HTML email that includes your fake phone number ( 111-111-1111 ) and the meeting date.


πŸ“Œ What This Workflow Does

  1. Triggers when someone books a meeting in Calendly ( invitee.created event).
  2. Extracts user details like name, email, reason for meeting, and scheduled time.
  3. Uses OpenAI to generate a custom email response based on what the user shared.
  4. Sends the email to the user using Microsoft Outlook.

βš™οΈ Step-by-Step Setup Instructions

1. πŸ”— Calendly API Setup

  • Go to Credentials β†’ Add Credential β†’ Calendly API in n8n.
  • Authenticate with your Calendly personal access token.
  • Set your Calendly Trigger node to listen for invitee.created events.

2. πŸ“§ Microsoft Outlook Setup

  • Add credentials via Microsoft Outlook OAuth2 in n8n.
  • Select the credential in the "Send a message" node.
  • This node will send an HTML-formatted response to the user's email.

3. πŸ€– OpenAI AI Agent

  • Add your OpenAI key under Credentials β†’ OpenAI API .
  • The AI ​​Agent prompt is already pre-configured to:
    • Generate an HTML email
    • Mention how you can help
    • Includes the user's question, meeting date, and your placeholder phone number ( 111-111-1111 )

🧠 Node Breakdown

Node Purpose
Calendar Event Trigger when someone books via Calendly
Edit Fields Extracts key details (name, email, question, start time)
AI Agent Writes a custom follow-up email using GPT
Outlook Message Sends the AI-generated HTML email to the user

πŸ’Œ Example Email Output (HTML)

 <h2>Thanks for Booking with Us!</h2>
 <p>Hi Robert Breen,</p>
 <p>Thanks for booking a meeting with us! You mentioned: <em>need help with n8n</em>.</p>
 <p>We'd love to help you solve that. During our call, we'll walk through your issue and explore automation strategies tailored to your setup.</p>
 <p>Your meeting is scheduled for <strong>August 11, 2025 at 3:00 PM EST</strong>.</p> 
<p>In the meantime, if you have questions, feel free to call us at <strong>111-111-1111</strong>.</p>
 <p>Looking forward to chatting soon!</p>

 πŸ“ž Contact Information
 Robert, Interactive
 Website: https://ynteractive.com
 Email: robert@ynteractive.com
 LinkedIn: https://linkedin.com/in/robert-breen
 Top-rated n8n Expert & AI Automation Consultant
Do you want to automate your business?

Let's talk about your project