# Automate Calendly user onboarding & offboarding: n8n workflow

> Started by someone submitting a form, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/automate-calendly-user-onboarding-and-offboarding (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# Automate Calendly user onboarding & offboarding

Started by someone submitting a form, and works across Gmail and Google Sheets. It hands the judgement calls to OpenAI. 25 steps, 3 branches: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-calendly-user-onboarding-and-offboarding)

**25 steps** Large: read it before trusting it with anything live

**3** Branches: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 2 Model 4 Logic 6 Service 13

The steps in the order they run, from what starts it.

- 1 **OpenAI Chat Model** Lm Chat Open Ai *Model*
- 2 **OpenAI Chat Model1** Lm Chat Open Ai *Model*
- 3 **Onboarding form** Form trigger *Starts it*
- 4 **Offboarding form** Form trigger *Starts it*
- 5 **Email Agent Onboarding** Agent *Model*
- 6 **Email Agent Offboarding** Agent *Model*
- 7 **New user** Google Sheets *Service*
- 8 **Set Calendy Organization** Set *Logic*
- 9 **Get row(s) in sheet** Google Sheets *Service*
- 10 **Email Man-in-the-loop Onboarding** Gmail *Service*
- 11 **Email Man-in-the-loop Offboarding** Gmail *Service*
- 12 **Merge** Merge *Logic*
- 13 **If1** If *Logic*
- 14 **Approve onboarding?** If *Logic*
- 15 **Approve offboarding?** If *Logic*
- 16 **Add user to Calendly** Http Request *Service*
- 17 **Form ending** Form *Service*
- 18 **Set Calendy Organization id** Set *Logic*
- 19 **Form ending1** Form *Service*
- 20 **Onboarding complete** Google Sheets *Service*
- 21 **Get Calendly User** Http Request *Service*
- 22 **End form page onboarding** Form *Service*
- 23 **Delete Calendly user** Http Request *Service*
- 24 **Offboarding complete** Google Sheets *Service*
- 25 **End form page offboarding** Form *Service*

## How it's built

- **Starts on:** Someone submitting a form
- **Steps:** 25, with 3 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Gmail and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on someone submitting a form.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 25 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 25 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-calendly-user-onboarding-and-offboarding)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

Also data collection, with the same services where possible, closest in size first.

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- [**Get daily exercise plan with Flex Message and LINE** 25 steps · calls a model · Google Sheets](https://millionrounds.com/workflow/get-daily-exercise-plan-with-flex-message-and-line)