# Automate lead meeting scheduling with Zoho CRM: n8n workflow

> Started by another system calling it, and works across Gmail and Google Calendar. It hands the judgement calls to Gemini.

Source: https://millionrounds.com/workflow/automate-lead-meeting-scheduling-with-zoho-crm (Millionrounds; every figure on the page links to its filing or article)

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

# Automate lead meeting scheduling with Zoho CRM

Started by another system calling it, and works across Gmail and Google Calendar. It hands the judgement calls to Gemini. 16 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: Gemini

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-lead-meeting-scheduling-with-zoho-crm)

**16 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**2** Services it connects to

## The flow

Starts it 1 Model 2 Logic 5 Service 8

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

- 1 **Zoho CRM Lead Webhook** Webhook *Starts it*
- 2 **Google Gemini Chat Model** Lm Chat Google Gemini *Model*
- 3 **New Lead Trigger** Zoho Crm *Service*
- 4 **Generate Personalized Invite** Agent *Model*
- 5 **Workflow Configuration** Set *Logic*
- 6 **Send Meeting Invite** Gmail *Service*
- 7 **Get Sales Rep Details** Zoho Crm *Service*
- 8 **Log Meeting in Zoho CRM** Zoho Crm *Service*
- 9 **Detect Lead Timezone** Code *Logic*
- 10 **Get Rep Calendar Availability** Google Calendar *Service*
- 11 **Find Available Slots with Buffer** Code *Logic*
- 12 **Check Slots Available** If *Logic*
- 13 **Generate Meeting Link** Http Request *Service*
- 14 **No Slots Available Message** Set *Logic*
- 15 **HTTP Request** Http Request *Service*
- 16 **Send No Availability Email** Gmail *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 16, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Calendar
- **Model:** Gemini

## Questions

What does it need to run?

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

What starts it?

It starts on another system calling it.

Does it use AI?

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

How long does it take to set up?

Plan an afternoon. 16 steps is enough that you should read each one before running it.

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 16 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-lead-meeting-scheduling-with-zoho-crm)
- **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 Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)

## Workflows like it

Also lead generation, with the same services where possible, closest in size first.

- [**AI-powered multi-channel lead outreach with JotForm and Gemini** 16 steps · calls a model · Gmail, n8n data table](https://millionrounds.com/workflow/ai-powered-multi-channel-lead-outreach-with-jotform-and-gemi)
- [**Generate personalized cold emails with Anthropic** 16 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/generate-personalized-cold-emails-with-anthropic)
- [**Nurture landscaping leads and book calls with GoHighLevel** 16 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/nurture-landscaping-leads-and-book-calls-with-gohighlevel)
- [**Qualify & route leads across channels with OpenAI and Slack** 16 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/qualify-and-route-leads-across-channels-with-openai-and-slac)
- [**Qualify webhook leads with OpenAI** 16 steps · calls a model · Asana, Gmail](https://millionrounds.com/workflow/qualify-webhook-leads-with-openai)
- [**Qualify, route, and reply to agency leads with OpenAI** 16 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/qualify-route-and-reply-to-agency-leads-with-openai)