# Recover missed demos with Calendly and Zoom: n8n workflow

> Started by another system calling it, and works across Email, HubSpot, Slack and n8n data table. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/recover-missed-demos-with-calendly-and-zoom (Millionrounds; every figure on the page links to its filing or article)

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

# Recover missed demos with Calendly and Zoom

Started by another system calling it, and works across Email, HubSpot, Slack and n8n data table. It hands the judgement calls to OpenAI. 26 steps: 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%2Frecover-missed-demos-with-calendly-and-zoom)

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

**0** Branches: places the flow splits

**0** Loops or waits

**4** Services it connects to

## The flow

Starts it 5 Model 1 Logic 10 Service 10

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

- 1 **Calendly Booking Webhook** Webhook *Starts it*
- 2 **Zoom Meeting Ended Webhook** Webhook *Starts it*
- 3 **Manual Setup Trigger** Manual trigger *Starts it*
- 4 **Zoom Validation Webhook (Duplicate)** Webhook *Starts it*
- 5 **Extract Booking Data** Code *Logic*
- 6 **Filter: Meeting Ended Events** Filter *Logic*
- 7 **Get Calendly Organization** Http Request *Service*
- 8 **Zoom Webhook Validator** Code *Logic*
- 9 **Filter: Demo Events Only** Filter *Logic*
- 10 **Extract Meeting ID from Zoom** Code *Logic*
- 11 **Extract Organization URI** Code *Logic*
- 12 **Send Validation Response to Zoom** Respond To Webhook *Starts it*
- 13 **Save Booking to Database** Data Table *Service*
- 14 **Get Zoom Access Token** Http Request *Service*
- 15 **Get Booking from Database** Data Table *Service*
- 16 **Create Calendly Webhook** Http Request *Service*
- 17 **Merge Access Token with Booking Data** Merge *Logic*
- 18 **Show Setup Success** Code *Logic*
- 19 **Get Zoom Participants** Http Request *Service*
- 20 **Check if Attendee Showed Up** Code *Logic*
- 21 **Update Attendance Status** Data Table *Service*
- 22 **Filter: No-Shows Only** Filter *Logic*
- 23 **AI Generate Follow-Up Messages** Open Ai *Model*
- 24 **Notify Team in Slack** Slack *Service*
- 25 **Update CRM Deal (Optional)** Hubspot *Service*
- 26 **Send Recovery Email** Email Send *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 26
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Email, HubSpot, Slack, n8n data table
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Email, HubSpot and Slack accounts, and a key for OpenAI. 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 OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 26 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 26 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%2Frecover-missed-demos-with-calendly-and-zoom)
- **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.

[Email](https://millionrounds.com/workflows?service=Email#library)[HubSpot](https://millionrounds.com/workflows?service=HubSpot#library)[Slack](https://millionrounds.com/workflows?service=Slack#library)[n8n data table](https://millionrounds.com/workflows?service=n8n+data+table#library)

## Workflows like it

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

- [**LoneScale - Tracking contacts' job changes to HubSpot** 26 steps · HubSpot, Slack](https://millionrounds.com/workflow/lonescale-tracking-contacts-job-changes-to-hubspot)
- [**LoneScale - Tracking contacts' job changes to Salesforce** 26 steps · Salesforce, Slack](https://millionrounds.com/workflow/lonescale-tracking-contacts-job-changes-to-salesforce)
- [**Draft case study one-pagers from Closed Won deals** 27 steps · Email, Google Sheets](https://millionrounds.com/workflow/draft-case-study-one-pagers-from-closed-won-deals)
- [**n8n cheatsheet for data pipeline with Gemini and OpenAI** 24 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/n8n-cheatsheet-for-data-pipeline-with-gemini-and-openai)
- [**Predict customer churn with Google Sheets** 23 steps · calls a model · Email, Google Sheets](https://millionrounds.com/workflow/predict-customer-churn-with-google-sheets)
- [**Send sales forecast charts and answer Q&A on WhatsApp** 23 steps · calls a model · Google Sheets, WhatsApp](https://millionrounds.com/workflow/send-sales-forecast-charts-and-answer-q-and-a-on-whatsapp)