Automate Calendly user onboarding & offboarding with Google Sheets and human approval

by Davide Boizza ✓ · 264 views · created 2025-11-20 · HR, Multimodal AI

What this workflow does

This AI workflow has 25 nodes and runs when someone submits an n8n form (“Calendly Onboarding”) (plus 1 other trigger). Along the way it connects OpenAI Chat Model, Google Sheets and Gmail.

How it runs

Trigger: When someone submits an n8n form (“Calendly Onboarding”) (plus 1 other trigger).

1. New user (Google Sheets): append
2. Set Calendy Organization (Edit Fields (Set)): sets 1 field: calendly_organization
3. Get row(s) in sheet (Google Sheets): uses Google Sheets
4. Merge: merges the data from its input branches
5. If: checks a condition and branches into true / false
6. Email Agent Onboarding (AI Agent): runs an AI agent, with model: OpenAI Chat Model
7. Email Agent Offboarding (AI Agent): runs an AI agent, with model: OpenAI Chat Model
8. Email Man-in-the-loop Onboarding (Gmail): send and wait for a reply
9. Email Man-in-the-loop Offboarding (Gmail): send and wait for a reply
10. Approve onboarding? (If): checks a condition and branches into true / false

…plus 11 more steps. See the full node list below.

Services it uses

OpenAI Chat ModelGoogle SheetsGmail

Before you upgrade to n8n 3.0

Nodes used (10)

• OpenAI Chat Model@n8n/n8n-nodes-langchain.lmChatOpenAi
• Mergen8n-nodes-base.merge
• Google Sheetsn8n-nodes-base.googleSheets
• Ifn8n-nodes-base.if
• n8n Form Triggern8n-nodes-base.formTrigger
• Edit Fields (Set)n8n-nodes-base.set
• AI Agent@n8n/n8n-nodes-langchain.agent
• Gmailn8n-nodes-base.gmail
• HTTP Requestn8n-nodes-base.httpRequest
• n8n Formn8n-nodes-base.form

From the author

This workflow automates the entire Calendly onboarding and offboarding process for company users. It relies on form submissions, Google Sheets as a source of truth, AI-generated HR emails, man-in-the-loop approval steps, and direct API interactions with…

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