Scheduling Automation: Calendly + Google Calendar Workflows
· By AI Compare
Send new bookings to your CRM and Slack, handle cancellations and automate daily agendas.
Use cases
What to automate around meetings
| Workflow | Trigger | Actions |
|---|---|---|
| New booking to CRM | Calendly invitee created | Create or update contact, log meeting |
| Prep reminder | Booking created | Send Slack message with attendee details and notes |
| Cancellation handling | Invitee canceled | Update CRM stage, notify owner |
| No-show follow-up | Meeting ended without attendance | Send rescheduling email |
| Sheet to calendar | New row with date | Create Google Calendar event |
| Daily agenda | Schedule, 8:00 | Read today's events, send summary |
The example: Calendly booking → CRM + calendar note + Slack
Goal: when someone books a sales call, create or update the HubSpot contact, add a note with their answers, and post to #sales.
In Zapier
- Trigger: Calendly → Invitee Created (instant).
- HubSpot → Create or Update Contact using invitee email and name.
- HubSpot → Create Engagement (note) with the booking questions.
- Slack → Send Channel Message: who booked, when, and the meeting link.
In Make
- Calendly → Watch Events (instant webhook; choose "invitee created").
- HubSpot CRM → Create/Update a Contact.
- HubSpot CRM → Create an Engagement.
- Slack → Create a Message.
Add a Router with a second route for "invitee canceled" events.
In n8n
- Calendly Trigger, events: invitee created and invitee canceled.
- Switch on event type.
- Created → HubSpot create/update contact → HubSpot create engagement → Slack message.
- Canceled → HubSpot update deal stage → Slack notify owner.
One workflow handles both events.
Google Calendar recipes
- Daily agenda: Schedule trigger → Google Calendar "get many events" for today → format → Slack or email.
- Block focus time: new task with a due date → create a calendar event the day before.
- Sync two calendars: new event in calendar A → create a "Busy" event in calendar B (watch out for loops; tag events you create).
Comparison
| Zapier | Make | n8n | |
|---|---|---|---|
| Calendly instant trigger | Yes | Yes | Yes |
| Handling create + cancel in one flow | Two Zaps or Paths | Router | Switch |
| Cost for 200 bookings/month | ~600 tasks | ~800 credits | ~200 executions or $0 |
Calendly webhooks require a paid Calendly plan in all three tools.
