Track Calendly schedule changes with Google Sheets & Slack notifications

This n8n template implements a Calendly Booking & Cancellation Automation Hub that automatically processes Calendly webhook events, logs data to Google Sheets, and sends intelligent Slack notifications Who's it for This template is designed for professionals, teams, and businesses who use Calendly for scheduling and want to automate their booking management workflow. It's perfect for: - Sales teams who need instant notifications about new bookings and cancellations - Service providers (consultants, coaches, therapists) who want to track appointments automatically - Businesses that need centralized logging of all booking events for analytics - Teams that want smart categorization of urgent bookings and last-minute cancellations - Organizations requiring automated follow-up workflows based on booking status How it works / What it does This workflow creates a comprehensive Calendly automation system that automatically processes booking confirmations and cancellations. The system: 1. Listens for Calendly events via webhook trigger for: - invitee.created - New booking confirmations - invitee.canceled - Booking cancellations 2. Routes events intelligently using a Switch node to separate booking and cancellation processing 3. For Bookings: - Extracts and transforms all booking data (invitee info, event details, timing, location, guests) - Calculates computed fields (formatted dates/times, duration, days until event, urgency flags) - Detects urgent bookings (same-day or next-day appointments) for priority handling - Logs complete booking information to Google Sheets - Sends formatted Slack notifications with meeting links, reschedule/cancel options 4. For Cancellations: - Extracts cancellation details (reason, who canceled, timing) - Categorizes cancellations into three types: - Last Minute (within 24 hours of event) - High priority follow-up - Standard (upcoming events) - Normal priority - Past Event (already occurred) - Low priority - Calculates hours before event for timing analysis - Logs cancellation data to Google Sheets - Sends categorized Slack alerts with follow-up priority indicators 5. Data Management: - Stores all bookings in a dedicated Google Sheets tab - Stores all cancellations in a separate Google Sheets tab - Maintains complete event history for analytics and reporting How to set up 1. Configure Calendly Webhook Trigger - Go to developer.calendly.com - Create an OAuth2 application or use Personal Access Token - In n8n, add Calendly OAuth2 credentials - The workflow automatically registers webhooks for invitee.created and invitee.canceled events - Ensure your Calendly account has the necessary permissions 2. Set up Google Sheets - Create a Google Sheets spreadsheet with two tabs: - Bookings - For logging new booking confirmations - Cancellations - For logging cancelled appointments - Configure Google Sheets OAuth2 credentials in n8n - Update the document ID in both Google Sheets nodes: - "Log to Bookings Sheet1" node - "Log to Cancellations Sheet" node - The workflow uses auto-mapping, so ensure your sheet headers match the data fields 3. Configure Slack Notifications - Create a Slack app at api.slack.com - Add Bot Token Scopes: chat:write, channels:read - Install the app to your workspace - Add Slack OAuth2 credentials in n8n - Update the channel name in both Slack nodes (default: "general") - Customize notification messages if needed 4. Test the Workflow - Activate the workflow in n8n - Create a test booking in Calendly - Verify that: - Data appears in Google Sheets - Slack notification is received - All fields are correctly populated - Test cancellation flow by canceling a booking 5. Customize (Optional) - Adjust urgency detection logic (currently same-day or next-day) - Modify Slack notification formatting - Add email notifications using Email nodes - Integrate with CRM systems (HubSpot, Salesforce, etc.) - Add follow-up email automation Requirements - Calendly account with active scheduling links - Google Sheets