Gmail and Zoom integration

Who’s it for Teams that collect meeting requests via a form and want instant, error-free scheduling: customer success, sales, education, agencies, and community managers. How it works / What it does This workflow ingests a form submission (name, email, preferred date/time), checks Google Calendar for conflicts, and branches automatically. If the slot is free, it creates a calendar event, spins up a Zoom meeting, emails the guest a confirmation, and posts a Slack summary to your team. If busy, it sends a polite “please pick another time” email. Time handling defaults to Asia/Tokyo and converts to ISO internally to keep downstream integrations consistent. How to set up Import the workflow and rename nodes for clarity if needed. Open the Workflow Configuration (Set) node and adjust variables (calendar ID, meeting duration, Slack channel, sender info). Map your form fields in Extract Booking Details. Connect credentials in each service node (Google Calendar, Zoom, Gmail, Slack). Test once with a real submission. Requirements Active accounts and n8n credentials for Google Calendar, Zoom, Gmail, and Slack. A form or webhook source that sends name, email, and a valid datetime. How to customize the workflow Duration & buffers: Change end time calculation in Extract Booking Details. Time zones: If you accept multiple time zones, normalize before building ISO strings. Email copy: Personalize confirmation/alternative-time messages and add attachments if desired. Slack format: Enrich the post with fields (host, Zoom join URL, internal tags). Routing: Add CRM updates or reminders after the “slot free” branch. Security note: No hardcoded API keys in HTTP nodes. Configure all credentials via n8n’s credential manager.

Who it's for This n8n workflow is designed for businesses, consultants, and service providers who want to automate their meeting scheduling process. The workflow creates a seamless booking system that can handle meeting requests, check availability, create calendar events, set up video conferences, and send notifications through multiple channels. Features Integrates with web forms to receive booking requests Checks Google Calendar availability automatically Creates calendar events with booking details Sets up Zoom meetings instantly Sends notifications via email, WhatsApp, Discord, and Teams Notifies politely if requested slots aren’t available Supports Your time zone conversions Requirements Google Calendar API Credentials**: For checking availability and creating events Zoom API Credentials**: For generating meeting links and video conferences Gmail OAuth2 Credentials**: For sending email confirmations Notification Service Credentials**: Discord Bot API, Microsoft Teams API, Rapiwa API (for WhatsApp) Important Notes Time Zone Configuration**: The workflow is set to Asia/Dhaka time zone but can be customized Meeting Settings**: Default meeting duration (40 minutes) and password can be adjusted Notification Templates**: All notification messages can be customized to match your brand voice Calendar Selection**: Ensure the correct Google Calendar ID is configured for your booking system Support & Help WhatsApp**: Chat on WhatsApp Discord**: SpaGreen Community Facebook Group**: SpaGreen Support Website**: https://spagreen.net Developer Portfolio**: Codecanyon SpaGreen

📊 Description This workflow automates interview scheduling by orchestrating Calendly, Zoom, Asana, and Gmail into a single, reliable hiring pipeline. When a candidate books an interview, the automation ensures the interview is properly scheduled, tracked, assigned, and communicated — without any manual follow-ups. The workflow listens for new Calendly bookings, normalizes scheduling data, creates a Zoom meeting, assigns a structured interview task in Asana, and notifies the appropriate interviewer via email. Conditional routing ensures the right stakeholders are involved while keeping candidate communications separate. Designed for real-world hiring operations, this automation provides consistency, accountability, and scalability as interview volume grows. 🔁 What this template does Receives interview booking events from Calendly via webhook. Normalizes and structures scheduling details such as time, timezone, and invitee information. Creates a Zoom meeting automatically for the scheduled interview. Routes the interview based on type (for example, HR or Technical). Creates a structured Asana task assigned to the appropriate interviewer. Stores interview context and Zoom meeting links directly in the Asana task. Sends automated email notifications to interviewers with complete interview details. Ensures interviewer-side visibility without exposing candidate-facing communications. Executes fully automatically with no manual intervention. ⭐ Key benefits Eliminates manual interview coordination and follow-ups Ensures every interview has a correctly configured Zoom meeting Keeps interviewers aligned through structured Asana task tracking Provides reliable, role-based notifications Reduces scheduling errors and missed interviews Production-ready automation for growing hiring teams 🧩 Features Calendly webhook-based trigger Normalized interview data handling Automated Zoom meeting creation Interview-type routing and interviewer assignment Interview-focused Asana task management Automated Gmail notifications Clean, interviewer-only communication flow Scalable interview orchestration design 🔐 Requirements Calendly account with webhook access enabled Zoom API credentials Asana OAuth2 credentials Gmail OAuth2 credentials n8n (cloud or self-hosted) 🎯 Target audience Hiring managers Technical interviewers HR and recruitment teams Startups and SaaS companies Automation engineers building internal hiring pipelines

📝 Description Automate your new employee onboarding process by instantly creating structured onboarding tasks, scheduling an intro meeting, updating HR records, and notifying stakeholders — all triggered by a single status change in Monday.com. 🚀 This automation ensures every new joiner receives a consistent onboarding experience, while HR teams gain full visibility and control without manual coordination. 🎯 ⚠️ Disclaimer This template uses community-supported nodes (Zoom & AI-related nodes, if extended). While stable, these nodes are not officially maintained by n8n and should be reviewed before use in production environments. 🔁 What This Automation Does 1️⃣ Triggers automatically when an employee’s status changes to “Joined” in Monday.com. 2️⃣ Creates a structured onboarding checklist task in Asana. 📋 3️⃣ Schedules a Zoom intro / welcome meeting automatically. 🎥 4️⃣ Updates the employee record in Monday.com with the Zoom join link. 🔗 5️⃣ Sends a welcome or notification email via Gmail. 📧 🧠 Key Design Decisions ✅ Monday.com is the source of truth for employee data ✅ Asana is used only for task tracking, not employee records ✅ Zoom links are stored centrally in Monday.com ✅ Uses participant-safe join_url (never host URLs) ✅ Avoids data duplication across tools ✅ Workflow runs once per employee lifecycle event ⭐ Key Benefits ✅ Zero manual onboarding coordination ✅ Consistent onboarding for every employee ✅ Clear ownership and task tracking ✅ Centralized HR records ✅ Faster first-day readiness ✅ Easily scalable for growing teams 🛠️ Tools & Services Used n8n – Workflow orchestration Monday.com – Employee & HR lifecycle management Asana – Onboarding task tracking Zoom – Intro / welcome meeting scheduling Gmail – Welcome and notification emails 🔐 Requirements Monday.com OAuth credentials Asana OAuth credentials Zoom OAuth credentials Gmail OAuth credentials n8n (self-hosted or cloud) HR board with: Status column (Joined) Email column Zoom Link column for Zoom meeting 🎯 Target Audience HR & People Operations teams Talent Acquisition teams Startup & scale-up organizations Operations & internal automation teams

Streamline Your Zoom Meetings with Secure, Automated Stripe Payments This comprehensive workflow automates the entire process of setting up a paid online event, from scheduling a Zoom meeting and creating a Stripe payment link to tracking participants and sending confirmation emails. How it Works This workflow has two primary, distinct branches: Event Creation and Participant Registration. Event Creation Flow (Triggered via Form): An administrator submits details (title, price, date/time) via a form. The workflow creates a new Zoom meeting with a unique password. It creates a Stripe Product and a Payment Link. A dedicated Google Sheet tab is created for tracking participants. An email is sent to the event organizer with all the details, including the Zoom link, payment link, and participant list URL. Participant Registration Flow (Triggered via Stripe Webhook): A webhook is triggered when a Stripe payment is completed (checkout.session.completed). The participant's details are added to the dedicated Google Sheet tab. A confirmation email is sent to the participant with the Zoom link and password. A notification email is sent to the event organizer about the new registration. Use Cases Webinar Sales**: Automate setup and registration for paid webinars. Consulting/Coaching Sessions**: Streamline the booking and payment process for group coaching calls. Online Classes**: Handle registration, payment, and access distribution for online courses or classes. Setup Instructions Credentials: Add credentials for: Zoom: For creating the meeting. Google: You need both Gmail and Google Sheets credentials. Stripe: For creating products and handling payment webhooks. Google Sheet: Create a new, blank Google Sheet to hold meeting and participant information. Config Node: Fill the Config node with: currency (e.g., EUR). sheet_url (the URL of the Google Sheet you created). teacher_email (the organizer/host's email). Workflow Logic The workflow splits into two logical parts handled by an if node: Part A: Event Creation (Triggered by Creation Form) Trigger: Creation Form (Form Trigger). Check: if is creation flow (If) evaluates to true. Zoom: Create Zoom meeting creates the session. Stripe Product: Create Stripe Product creates a product and price in Stripe. Stripe Link: Create payment link generates the public payment link, embedding Zoom and sheet metadata. Google Sheet: Create participant list creates a new sheet tab for the event. Email Host: Send email to teacher notifies the host of the successful setup. Part B: Participant Registration (Triggered by On payment) Trigger: On payment (Stripe Trigger - checkout.session.completed). Format: Format participant extracts customer details. Google Sheet: Add participant to list appends the new participant's info to the event's sheet. Email Participant: Send confirmation to participant sends the Zoom access details. Email Host: Notify teacher sends a registration alert. Node Descriptions | Node Name | Description | |-----------|-------------| | Creation Form | A form trigger used to input the event's required details (title, price, start date/time). | | On payment | A Stripe trigger that listens for the checkout.session.completed event, indicating a successful payment. | | Create Zoom meeting | Creates a new Zoom meeting, calculating the start time based on the form inputs. | | Create Stripe Product | Posts to the Stripe API to create a new product and price based on the form data. | | Create payment link | Creates a Stripe Payment Link, embedding Zoom meeting and Google Sheet ID metadata. | | Create participant list | Creates a new tab (named dynamically) in the configured Google Sheet for event tracking. | | Add participant to list | Appends a new row to the event's Google Sheet tab upon payment completion. | | Send email to teacher / Notify teacher | Sends emails to the host/organizer for creation confirmation and new participant registration, respectively. | | Send confirmation to participant | Sends the welcome email to the paying customer with the Zoom access details retrieved from the Stripe metadata. | Customization Tips Email Content**: You are encouraged to adapt the email contents in the Gmail nodes to fit your branding and tone. Currency**: Change the currency in the Config node. Zoom Password**: The password is set to a random 4-character string; you can modify the logic in the Create Zoom meeting node. Stripe Price**: The price is sent to Stripe in the smallest currency unit (e.g., cents, * 100). Suggested Sticky Notes for Workflow Setup**: "Add Your credentials [Zoom, Google, Stripe]. Note: For Google, you need to add Gmail and Google Sheet. Create a new Google Sheet. Keep this sheet blank for now. And fill the config node." Creation Form**: "Your journey to easy event management starts here. Click this node, copy the production URL, and keep it handy. It's your personal admin tool for quickly creating new meetings." Customize**: "Feel free to adapt email contents to your needs." Config**: "Setup your flow". Required Files 2DT5BW5tOdy87AUl_Streamline_Your_Zoom_Meetings_with_Secure,_Automated_Stripe_Payments.json: The n8n workflow export file. A new, blank Google Sheet (URL configured in the Config node). Testing Tips Test Creation**: Run the Creation Form to trigger the Part A flow. Verify that a Zoom meeting and Stripe Payment Link are created, a new Google Sheet tab appears, and the host receives the setup email. Test Registration**: Simulate a successful payment to the generated Stripe link to trigger the Part B flow. Verify that the participant is added to the Google Sheet, receives the confirmation email with Zoom details, and the host receives the notification. Suggested Tags & Categories #Stripe #Zoom #Payment #E-commerce #GoogleSheets #Gmail #Automation #Webinar

Lead Qualification & Follow‑up (Gemini) Automate lead intake, AI qualification, and next‑step outreach. Qualified leads get a scheduled meeting, Zoom details, an email confirmation, CRM update, and Mailchimp enrollment. Not‑qualified leads receive a follow‑up sequence, CRM update, and a 30‑day reminder. What this workflow does AI qualifies leads as QUALIFIED or NOT QUALIFIED using Google Gemini. Supports two triggers: Webhook (wordpress-form) or n8n Form Trigger. QUALIFIED branch: AI phone call via VAPI Schedules Google Calendar event Creates Zoom meeting Sends confirmation email via Gmail Adds to Mailchimp audience Updates contact in HubSpot NOT QUALIFIED branch: AI phone call via VAPI Adds to Mailchimp audience Sends follow‑up email via Gmail Updates contact in HubSpot Creates 30‑day follow‑up calendar event Apps and credentials required Google Gemini (PaLM/Gemini API) Gmail HubSpot Zoom Google Calendar VAPI (for AI phone calls) Mailchimp Environment variables MAILCHIMP_LIST_ID_QUALIFIED=your_mailchimp_list_id_for_qualified MAILCHIMP_LIST_ID_FOLLOWUP=your_mailchimp_list_id_for_followup Triggers supported Webhook: path wordpress-form (POST) Form Trigger: built‑in n8n form Use only one in production. Keep the other disabled. Expected input (fields) name: string email: string message: string If using Webhook, send a JSON body with the fields above. Setup Connect credentials: Google Gemini (model: models/gemini-2.5-flash) Gmail HubSpot (OAuth) Zoom Google Calendar (select the target calendar) VAPI (HTTP header auth: Bearer token) Set env vars: MAILCHIMP_LIST_ID_QUALIFIED MAILCHIMP_LIST_ID_FOLLOWUP Choose your trigger: Webhook: enable and use the provided URL for wordpress-form Form Trigger: enable and publish the form Review timing: adjust Wait nodes for your timezone and SLA. Personalize messaging: edit Gmail subjects/bodies and Zoom topic. CRM and lists: confirm HubSpot properties and Mailchimp list IDs. How it works (at a glance) Intake → AI classifies (QUALIFIED / NOT QUALIFIED) QUALIFIED: VAPI call → Schedule Calendar → Create Zoom → Add to Mailchimp (qualified) → Gmail confirmation → HubSpot update NOT QUALIFIED: VAPI call → Add to Mailchimp (follow‑up) → Gmail follow‑up → HubSpot update → 30‑day calendar event Test the workflow (before going live) Submit a test via your chosen trigger with name, email, message. Confirm AI decision at the “Lead Decision” node. If QUALIFIED: VAPI call executed Calendar event created Zoom meeting created (join URL available) Mailchimp enrollment (qualified list) Gmail confirmation sent HubSpot contact created/updated If NOT QUALIFIED: VAPI call executed Mailchimp enrollment (follow‑up list) Gmail follow‑up sent HubSpot updated 30‑day calendar reminder created Open any failing HTTP nodes and review response codes/messages. Go‑live checklist All credentials connected (no warnings) MAILCHIMP_LIST_ID_QUALIFIED and MAILCHIMP_LIST_ID_FOLLOWUP set Timezone and delays validated Email copy approved Only one trigger enabled Final end‑to‑end test passed Toggle workflow Active Customization ideas Add a Slack or Microsoft Teams notification on QUALIFIED Enrich leads (Clearbit, ZoomInfo, etc.) before AI decision Swap Mailchimp for your ESP (Klaviyo, SendGrid Marketing) Add a second‑chance branch for ambiguous AI classifications Localize email copy by country or language Troubleshooting Webhook receives no data: ensure external form POSTs JSON to the n8n URL and network rules allow it. AI decision empty/garbled: verify Gemini credentials/model ID and input fields. Mailchimp errors: verify List IDs and that email is valid. Gmail send fails: check OAuth scopes and daily limits. Zoom/Calendar issues: re‑connect OAuth; verify calendar access. HubSpot errors: confirm OAuth scopes and property mappings. Security and scopes Gmail: send email Google Calendar: create events Zoom: create meetings HubSpot: read/write contacts Mailchimp: list membership VAPI: authenticated HTTP requests Gemini: model inference Use least‑privilege for each integration. Limits and notes Gmail and Mailchimp rate limits may apply during spikes. Zoom and Google Calendar API quotas apply for frequent scheduling. VAPI call timeouts are 30s by default; adjust as needed. Changelog 2025‑09‑15: Initial public template with dual triggers, Gemini qualification, VAPI calls, scheduling, Mailchimp, Gmail, and HubSpot updates.