Airtable and Google Calendar integration

Who is this template for? This template is ideal for small businesses, agencies, and solo professionals who want to automate appointment scheduling and caller follow-up through a voice-based AI receptionist. If you’re using tools like Google Calendar, Airtable, and Vapi (Twilio), this setup is for you. What problem does this workflow solve? Manual call handling, appointment booking, and email coordination can be time-consuming and prone to errors. This workflow solves that by automating the receptionist role: answering calls, checking calendar availability, managing appointments, and storing call summaries—all without human intervention. What this workflow does This Agent Receptionist manages inbound voice calls and scheduling tasks using Vapi and Google Calendar. It checks availability, books or updates calendar events, sends email confirmations, and logs call details into Airtable. The workflow includes built-in logic for slot management, email triggers, and storing call transcripts. Setup Instructions Duplicate Airtable Base: Use this Airtable base templateBASE LINK Import Workflow: Load provided JSON into your n8n instance. Credentials: Connect your Google Calendar and Airtable credentials in n8n. Activate Workflow: Enable workflow to get live webhook URLs. Vapi Configuration: Paste provided system prompt into Vapi Assistant. Link the appropriate webhook URLs from n8n (GetSlots, BookSlots, UpdateSlots, CancelSlots, and end-of-call report). Disclaimer Optimized for cloud-hosted n8n instances. Self-hosted users should verify webhook and credential setups.

Introduction Automate candidate evaluation from CV submission to interview booking. Perfect for HR teams and recruiters. How It Works Webhook receives CVs, extracts Airtable data, AI assesses qualifications, filters candidates, sends emails, schedules Google Calendar interviews, and updates records. Workflow Template Webhook → Airtable (Get Data) → AI Extract CV → AI Assessment → Filter Qualified → Generate Email → Send Email → Filter Interview Candidates → Schedule Calendar → Update Airtable → Slack Notification → Respond Workflow Steps Receive & Store: Webhook receives CVs, saves to Airtable. Fetch & Download: Gets job criteria, downloads CVs. AI Assessment: Parses skills, scores candidates. Filter & Email: Routes qualified, sends messages. Schedule & Update: Books interviews, updates Airtable. Notify: Alerts via Slack, confirms status. Setup Instructions Webhook & Airtable: Set URL, create tables, add credentials. AI Configuration: Add OpenAI key, define schema, customize scoring. Communication: Connect Gmail, Calendar, and Slack. Prerequisites Airtable account OpenAI API key Gmail and Google Calendar Slack workspace (optional) Customization Multi-stage scheduling ATS integration (Greenhouse, Lever) Benefits Reduces screening time by 90% Ensures uniform evaluation Cuts time-to-hire by 60%

Graceful Client Onboarding Concierge — Pro A warm, reliable onboarding system for small businesses and studios. Captures a form submission via webhook, creates a Client record in Notion, sends a concierge-style welcome email (with scheduler + optional contract link), optionally pings the owner on Telegram, mirrors the lead to Airtable/HubSpot, places a temporary Google Calendar hold, and includes a double opt-in confirmation link. Made for: coaches, designers, boutique agencies, e-commerce and service providers who want consistent follow-up without manual busywork. What it does (flow) Trigger:** Form ➜ POST /client-intake (or Manual Trigger for instant demo) Normalize & Score:** Map fields, auto-generate optInToken, compute score and tier Create in Notion:** Clients page (Name, Email, Package, Notes, Status, Score, Tier, OptInToken, Consent=false) Welcome Email:** industry-tuned copy + scheduler link (+ contract link for Growth/Pro/Custom packages) Owner Notify (optional):** Telegram ping with tier + score CRM Mirrors (optional):** Create Airtable row and/or HubSpot contact Calendar Hold (optional):** 30-min “Intro Hold” event (e.g., now + 48h) Double Opt-In:** /optin-confirm?token=...&email=... sets Consent=true & Status=Confirmed in Notion Error Handling:** On failure, send an email to the owner flowchart TD A[Form → Webhook /client-intake] --> B[Map Intake + Score Lead] B --> C[Notion: Create Client] B --> D[Build Welcome Email] D --> E[Email: Send Welcome] D --> F{Optional actions} F -->|Telegram| G[Telegram: Notify Owner] F -->|Airtable| H[Airtable: Create Row] F -->|HubSpot| I[HubSpot: Create Contact] F -->|Calendar Hold| J[Google Calendar: Create Hold] K[GET /optin-confirm] --> L[Find Notion by OptInToken] --> M[Update: Consent=true, Status=Confirmed] ER[Error Trigger] --> EH[Email Owner] Prerequisites Notion* database Clients* with properties: Name (title), Email (email), Package (select), Notes (rich text), Status (select), Score (number), Tier (select), OptInToken (text), Consent (checkbox) (CSV header provided in the Sticky note on canvas.) Email** (SMTP or Gmail OAuth) Optional:** Telegram Bot + Chat ID, Airtable (Base ID + Table), HubSpot (Contacts), Google Calendar (Calendar ID) Configuration (Set these in Set: User Config) NOTION_DB_ID = your Notion Clients DB ID FROM_EMAIL = sender address for welcome email OWNER_EMAIL = where error notifications go SCHEDULER_URL = booking link (Calendly, Once, etc.) BASE_URL = your public n8n domain (for opt-in link) CONTRACT_BASE_URL = (optional) proposal/contract URL base ENABLE_TELEGRAM = true|false TELEGRAM_CHAT_ID = (if enabled) ENABLE_AIRTABLE = true|false AIRTABLE_BASE_ID = (if enabled) AIRTABLE_TABLE = (if enabled) ENABLE_HUBSPOT = true|false ENABLE_CAL_HOLD = true|false CALENDAR_ID = "primary" or calendar ID HOLD_HOURS_FROM_NOW = number of hours (default 48) INDUSTRY = coaching | design_studio | ecommerce | services Credentials: Attach in node credentials panels (no secrets in JSON). How to use Import the workflow JSON. Open Set: User Config and fill required values (see above). Attach credentials: Notion + Email; optional Telegram/Airtable/HubSpot/Google Calendar. Run Manual Trigger to simulate an intake and verify: Notion page created Welcome email received Optional Telegram/CRM/Calendar actions Switch your form to the Production Webhook URL shown in the Client Intake Webhook node. Sample JSON (for testing the live webhook): {"name":"Ava Laurent","email":"[email protected]","package":"Growth","message":"Excited to begin!"} Double opt-in: The welcome email includes a link like https://YOUR-N8N-DOMAIN/webhook/optin-confirm?token=...&email=... Clicking it sets Consent=true and Status=Confirmed on the Notion record. Industry-tuned welcome copy Set INDUSTRY to control phrasing automatically: coaching – gentle goals/blocks framing design_studio – asset handoff + milestone language ecommerce – store link + quick-win focus services – general service language Submission compliance ✅ Manual Trigger path for instant demo ✅ Markdown sticky notes with clear H2 sections (README, Prereqs + CSV, Setup, Testing, Compliance, Changelog) ✅ No hardcoded API keys (credentials only) ✅ Timezone-safe ISO times for calendar hold ✅ Clear placeholders and copy-paste CSV headers included Troubleshooting (quick) No email:** attach Email creds; ensure FROM_EMAIL is allowed by your provider. No Notion page:** verify NOTION_DB_ID and property names; check Notion permissions. Webhook issues:* ensure your form sends JSON*; adapt mapping for form-encoded payloads. Opt-in link fails:** BASE_URL must be your public n8n domain; workflow must be active. Calendar hold not created:** set ENABLE_CAL_HOLD=true, attach Google Calendar creds, confirm CALENDAR_ID. Tags: onboarding, notion, email, crm, telegram, airtable, hubspot, calendar, double-opt-in, small business, concierge, women-led brands Version: v3 (see Changelog sticky on canvas)

Submission Overview for Voiceflow Demo Workflow View the YouTube video for this workflow here. Who is this for? This workflow is ideal for businesses and developers using Voiceflow to power AI voice chatbots. It benefits teams that want to enhance chatbot functionality through integrations with platforms like Zendesk, Google Calendar, and Airtable. What problem is this workflow solving? The workflow addresses the need for seamless integration of chatbot interactions with backend systems. It automates customer service tasks such as ticket creation, meeting scheduling, and data reporting, reducing manual effort and enhancing efficiency. What does this workflow do? Customer Lookup:** Checks the database for existing customers and returns relevant details or a "NOT_FOUND" status. Zendesk Ticket Creation:** Automates the creation of support tickets for customer issues. Meeting Scheduling:** Integrates with Google Calendar to provide availability and schedule meetings. Transcript Reporting:** Aggregates interaction data and sends it to Airtable for analysis by the product team. Setup Configure your Voiceflow chatbot to connect to this workflow via a webhook. Set up the required integrations: Zendesk API: For ticket creation. Google Calendar API: For scheduling. Airtable API: For storing transcripts. Customize the workflow's nodes to match your use case, such as database fields or API endpoints. Deploy the workflow on your n8n instance and test the integrations. How to customize this workflow to your needs Adjust database queries to match your customer data schema. Modify the Zendesk ticket payload to include additional fields or custom formats. Update Google Calendar configurations for different scheduling requirements. Add or remove Airtable fields based on the product team's analysis needs. This template adheres to n8n’s submission guidelines, ensuring clarity, relevance, and broad applicability for users in customer service, product development, and automation.

WhatsApp Booking Flow | Consultation Scheduling This n8n template automates appointment booking via WhatsApp Flows with real-time calendar availability, AI-powered intent classification, and CRM synchronization. It transforms manual booking conversations into a seamless self-service experience directly within WhatsApp. Who is this for? Service businesses wanting WhatsApp-based appointment booking Consultants and agencies offering scheduled calls or consultations Teams using Airtable for CRM and Google Calendar for scheduling Businesses looking to reduce booking friction with conversational commerce What problem does this workflow solve? Appointment booking typically involves back-and-forth messaging to find available times, collect customer details, and confirm bookings. This workflow eliminates that friction by providing an interactive booking flow within WhatsApp that checks real-time calendar availability, collects customer information, and automatically syncs bookings to your CRM and calendar. How it works Webhook Entry Point: A single webhook handles both GET (Meta verification) and POST (messages/flows) requests - required due to Meta's single-webhook-per-app restriction. Message Routing: Incoming requests are classified as either regular WhatsApp messages or encrypted Flow requests, then routed accordingly. WhatsApp Flow Handling: Flow requests are decrypted using RSA/AES-GCM encryption. The workflow handles multiple Flow actions: INIT: Returns consultation types and date constraints SERVICE_SELECTION: Processes service and customer details DATE_TIME_SELECTION: Queries calendar availability for selected date CONFIRMATION: Displays booking summary COMPLETE_BOOKING: Finalizes the booking AI Agent: For regular text messages, an OpenAI-powered agent classifies user intent. When booking intent is detected, it triggers the consultation template with the WhatsApp Flow. Booking Process: On completion, the workflow: Creates or updates customer in Airtable Creates booking record with event details Creates Google Calendar event Sends WhatsApp confirmation message Good to Know Verify Token: The WHATSAPP_VERIFY_TOKEN environment variable is required for Meta webhook verification. Set this to any secure string and use the same value in Meta Developer Portal. Cloud vs Self-hosted: Cloud n8n instances are easier to configure as they have public URLs. Self-hosted instances require additional setup for public accessibility. Hostinger/Docker Setup: For self-hosted instances, configure public webhook access in your docker-compose.yml or reverse proxy configuration. Meta Prerequisites: You'll need: Facebook Account Meta Developer App WhatsApp Business Account (linked to Developer App) WhatsApp Business Phone Number Health Checks: Meta sends periodic ping requests to verify webhook availability. The workflow handles these automatically with a 200 response. Single Webhook Restriction: Meta only allows one webhook URL per WhatsApp app, which is why all message types flow through a single endpoint with routing logic. Encryption: WhatsApp Flows use end-to-end encryption. The workflow handles RSA decryption (for AES key exchange) and AES-128-GCM encryption/decryption for Flow data. Requirements Meta Business Account with WhatsApp Business API access WhatsApp Business App in Meta Developer Portal n8n instance (cloud or self-hosted with public URL) OpenAI API key (for intent classification with GPT-4o) Airtable account with base containing: Customers, Services, Bookings tables Google Calendar with OAuth credentials Environment Variables | Variable | Description | |----------|-------------| | WHATSAPP_VERIFY_TOKEN | Webhook verification token (match in Meta Developer Portal) | | WHATSAPP_PRIVATE_KEY | RSA private key for Flow encryption (PEM format) | | WHATSAPP_PRIVATE_KEY_PASSPHRASE | Passphrase for the RSA private key | | GOOGLE_CALENDAR_ID | Calendar ID for availability checks and event creation | Setup Meta Business Setup Create a Meta Developer App at developers.facebook.com Add WhatsApp product to your app Set up a WhatsApp Business Account Generate a permanent access token Import Workflow Import personal-booking-whatsapp-flow.json into n8n Replace placeholder credential IDs with your actual credentials Configure Credentials WhatsApp: HTTP Bearer Auth with your access token OpenAI: API key for GPT-4o Airtable: OAuth2 authentication Google Calendar: OAuth2 authentication Set Environment Variables Configure all variables listed above in n8n settings Configure Webhook in Meta Navigate to WhatsApp > Configuration in Developer Portal Set webhook URL to your n8n webhook endpoint Enter your verify token Subscribe to messages webhook field Create WhatsApp Flow In WhatsApp Manager, create a new Flow Use the JSON from whatsapp-flow.json as your Flow definition Publish the Flow and note the Flow ID Create Message Template Create a template with a Flow button component Link it to your published Flow Submit for approval Airtable Schema Customers Table: customer_name (text) customer_email (email) phone_number (text) created_at (date) Services Table: service_name (text) service_key (text) - e.g., "30_min", "60_min" duration_minutes (number) Bookings Table: customer_email (text) service_type (linked to Services) event_date (date) event_time (text) booking_status (select: Pending, Confirmed, Cancelled) calendar_event_id (text) created_at (date) Customizing this workflow Consultation Types: Modify the INIT handler code node to add/change consultation options and durations. Business Hours: Adjust the calendar availability logic in the date refresh handler to match your working hours. AI Agent Prompts: Customize the system prompt in the AI Agent node to match your business context and available services. Messaging Templates: Create additional WhatsApp templates for different services (quotes, information requests) and add corresponding tools to the AI agent. CRM Fields: Extend the Airtable schema and update the booking creation nodes to capture additional customer data. Made by www.fenrirlabs.nl

Enterprise Legal Vault: AI Classification & Multi-Jurisdictional Security 🎯 Description This enterprise-grade legal document management system provides end-to-end automation for securing, classifying, and managing the lifecycle of sensitive documents. It is designed to handle high-stakes data across multiple jurisdictions (GDPR, CCPA, HIPAA) with AI-powered intelligence. ✨ What This Workflow Does Intelligent Intake & Deduplication - Monitors Google Drive, Email, and Webhooks. It uses SHA-256 fingerprinting to ensure every document is unique and to prevent redundant processing. AI-Powered Analysis Engine - Utilizes OpenAI/Claude to classify documents (NDA, MSA, Employment Agreements), detect jurisdiction, and assign a composite Risk Score (1-100). Dynamic Security Enforcement - Translates business rules from Airtable into technical enforcement using the HTML to PDF (Lock) node: Ultra-High Risk (90+): AES-256 encryption with disabled Print, Copy, and Modify permissions. High Risk (50-89): AES-128 encryption with dynamic recipient-specific watermarking. Public Filings: Timestamped watermarking with no encryption. Lifecycle & Retention Automation - Automatically calculates retention expiry dates based on legal requirements. It sets Google Calendar renewal reminders at 90, 60, and 30-day intervals. Intelligent Distribution Matrix - Verified: Attached to HubSpot Deals and synced to Dropbox client folders. Review: Flagged items are sent to a manual review queue with a Slack preview. Failed: Isolated in a Quarantine folder with incident logging in Airtable. 💡 Key Features Jurisdictional Logic:** Automatically adapts security and retention rules based on regional laws fetched from Airtable. Forensic Watermarking:** Embeds tracking data (User ID, Timestamp) to deter and identify data leaks. Fail-Safe Quarantine:** Prevents unverified or risky documents from ever entering the primary company storage. 📦 Requirements HTML to PDF Node* - Essential for tiered Lock* operations. Airtable** - Acts as the central "Business Rules Engine." Google Drive & HubSpot** - For storage and CRM synchronization. OpenAI/Claude API** - For document classification and risk assessment. 🚀 Benefits ✅ Zero Manual Security Setup - Documents are locked according to corporate policy the moment they are uploaded. ✅ Regulatory Compliance - Meets strict GDPR "Right to be Forgotten" and data localization standards automatically. ✅ Proactive Risk Management - High-liability clauses and auto-renewals are flagged instantly to the legal team. Tags: #legal #compliance #pdf-lock #encryption #gdpr #sec-ops #hubspot #airtable Category: Legal & Compliance Difficulty: Advanced