Send AI appointment reminders and follow-ups with Calendly, Gmail, OpenAI, and Google Sheets
Ready for 3.0Ready for 3.0. This template uses no nodes that n8n 3.0 removes. No removed nodes, versions or helpers found. Static check, last run 2026-10-19.
What this workflow does
This AI workflow has 18 nodes and runs on a schedule (every 2 hours). Along the way it connects OpenAI Chat Model, Gmail and Google Sheets. It also calls api.calendly.com over HTTP.
How it runs
Trigger: On a schedule (every 2 hours).
- Get Upcoming Appointments (HTTP Request): calls api.calendly.com
- Split Appointments (Split Out): splits a list into separate items
- If: checks a condition and branches into true / false
- Get Event Invitees (HTTP Request): calls an HTTP API
- Split Invitees (Split Out): splits a list into separate items
- Format Appointment Details (Edit Fields (Set)): sets 4 fields: clientName, appointmentTime, service…
- AI Generate Reminder (AI Agent): runs an AI agent, with model: OpenAI Chat Model
- Send Email Reminder (Gmail): uses Gmail
- Wait: waits 1 minutes
- Check for Customer Reply (Gmail): get many
…plus 5 more steps. See the full node list below.
Services it uses
HTTP calls to: api.calendly.com
Before you upgrade to n8n 3.0
Nothing in this workflow is removed in n8n 3.0, so it should import and run after the upgrade.
Nodes used (10)
- Schedule Trigger
n8n-nodes-base.scheduleTrigger - HTTP Request
n8n-nodes-base.httpRequest - Split Out
n8n-nodes-base.splitOut - If
n8n-nodes-base.if - Edit Fields (Set)
n8n-nodes-base.set - OpenAI Chat Model
@n8n/n8n-nodes-langchain.lmChatOpenAi - Gmail
n8n-nodes-base.gmail - Wait
n8n-nodes-base.wait - AI Agent
@n8n/n8n-nodes-langchain.agent - Google Sheets
n8n-nodes-base.googleSheets
From the author
Quick overview This workflow checks upcoming Calendly appointments every two hours, uses OpenAI to draft reminder and follow-up emails, sends them via Gmail, and logs whether the customer replied or needed a follow-up in Google Sheets. How it works 1. Runs…