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

Nodes

📩

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)

&lt;h2&gt;Thanks for Booking with Us!&lt;/h2&gt;
&lt;p&gt;Hi Robert Breen,&lt;/p&gt;
&lt;p&gt;Thanks for booking a meeting with us! You mentioned: &lt;em&gt;need help with n8n&lt;/em&gt;.&lt;/p&gt;
&lt;p&gt;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.&lt;/p&gt;
&lt;p&gt;Your meeting is scheduled for &lt;strong&gt;August 11, 2025 at 3:00 PM EST&lt;/strong&gt;.&lt;/p&gt;
&lt;p&gt;In the meantime, if you have questions, feel free to call us at &lt;strong&gt;111-111-1111&lt;/strong&gt;.&lt;/p&gt;
&lt;p&gt;Looking forward to chatting soon!&lt;/p&gt;

📞 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