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

Description

📩

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.

📌 What This Workflow Does

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

⚙️ Step-by-Step Setup Instructions

1. 🔗 Calendly API Setup
Go to Credentials → Add Credential → Calendly API in n8n.
Authenticate with your Calendly personal access token.
Set your Calendly Trigger node to listen for invitee.created events.

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

🧠 Node Breakdown

| Node | Purpose |
|------------------|----------------------------------------------------------|
| Calendly 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 |

💌 Example Email Output (HTML)
Thanks for Booking with Us!
Hi Robert Breen,
Thanks for booking a meeting with us! You mentioned: need help with n8n.
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.
Your meeting is scheduled for August 11, 2025 at 3:00 PM EST.
In the meantime, if you have questions, feel free to call us at 111-111-1111.
Looking forward to chatting soon!

📞 Contact Information
Robert , Ynteractive
Website: https://ynteractive.com
Email: [email protected]
LinkedIn: https://linkedin.com/in/robert-breen
Top-rated n8n Expert & AI Automation Consultant