# Handle Calendly bookings, cancellations and reschedules: n8n workflow

> Started by another system calling it, and works across Gmail, Google Calendar, Google Sheets and Slack.

Source: https://millionrounds.com/workflow/handle-calendly-bookings-cancellations-and-reschedules (Millionrounds; every figure on the page links to its filing or article)

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

# Handle Calendly bookings, cancellations and reschedules

Started by another system calling it, and works across Gmail, Google Calendar, Google Sheets and Slack. 21 steps, 1 branch: large, and worth reading before you trust it with anything live.

Large

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fhandle-calendly-bookings-cancellations-and-reschedules)

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

**1** Branch: places the flow splits

**0** Loops or waits

**4** Services it connects to

## The flow

Starts it 1 Logic 9 Service 11

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

- 1 **Calendly Webhook** Webhook *Starts it*
- 2 **Format Error1** Code *Logic*
- 3 **Parse Calendly Event** Code *Logic*
- 4 **Slack - Error Alert1** Slack *Service*
- 5 **Event Router** Switch *Logic*
- 6 **Log to Google Sheets** Google Sheets *Service*
- 7 **Log Cancellation** Google Sheets *Service*
- 8 **Log Reschedule** Google Sheets *Service*
- 9 **Create Calendar Event** Google Calendar *Service*
- 10 **Slack - Cancellation** Slack *Service*
- 11 **Slack - Rescheduled** Slack *Service*
- 12 **Slack - New Booking** Slack *Service*
- 13 **Prepare Cancellation Email** Code *Logic*
- 14 **Prepare Reschedule Email** Code *Logic*
- 15 **Prepare Confirmation Email** Code *Logic*
- 16 **Send Cancellation Email** Gmail *Service*
- 17 **Send Reschedule Email** Gmail *Service*
- 18 **Send Confirmation Email** Gmail *Service*
- 19 **Done - Cancellation** No Op *Logic*
- 20 **Done - Reschedule** No Op *Logic*
- 21 **Done - Confirmation** No Op *Logic*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 21, with 1 branch
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, Google Sheets, Slack
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar, Google Sheets and Slack accounts. 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?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Take your time. At 21 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 21 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%2Fhandle-calendly-bookings-cancellations-and-reschedules)
- **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)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)

## Workflows like it

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

- [**Manage meeting confirmations with Google Calendar and Gmail** 21 steps · Email, Google Sheets](https://millionrounds.com/workflow/manage-meeting-confirmations-with-google-calendar-and-gmail)
- [**Manage meeting confirmations, reschedules, and cancellations** 21 steps · Email, Google Sheets](https://millionrounds.com/workflow/manage-meeting-confirmations-reschedules-and-cancellations)
- [**Send pre-meeting Slack briefings with Google Calendar** 21 steps · GitHub, Google Calendar](https://millionrounds.com/workflow/send-pre-meeting-slack-briefings-with-google-calendar-2)
- [**AI Virtual Assisstant Version 1 with Gemini and Gmail** 21 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-virtual-assisstant-version-1-with-gemini-and-gmail)
- [**AI multi-agent executive team for entrepreneurs with Gemini** 21 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-multi-agent-executive-team-for-entrepreneurs-with-gemini)
- [**Automate peer review assignments with Sonar Pro AI** 21 steps · calls a model · Discord, Email](https://millionrounds.com/workflow/automate-peer-review-assignments-with-sonar-pro-ai)