# Schedule and track discovery calls with Google Forms: n8n workflow

> Started by a change in a Google Sheet, and works across Gmail, Google Calendar and Google Sheets.

Source: https://millionrounds.com/workflow/schedule-and-track-discovery-calls-with-google-forms (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)

# Schedule and track discovery calls with Google Forms

Started by a change in a Google Sheet, and works across Gmail, Google Calendar and Google Sheets. 20 steps, 2 branches, 1 loop or waits: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fschedule-and-track-discovery-calls-with-google-forms)

**20 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**1** Loop or waits

**3** Services it connects to

## The flow

Starts it 1 Logic 8 Service 11

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

- 1 **New Form Submission (Google Sheets)** Google Sheets trigger *Starts it*
- 2 **Workflow Settings** Set *Logic*
- 3 **Prepare Client Record** Set *Logic*
- 4 **Get Calendar Availability** Google Calendar *Service*
- 5 **Suggest Discovery Call Slot** Code *Logic*
- 6 **Create Discovery Call Hold** Google Calendar *Service*
- 7 **Build Client Session** Set *Logic*
- 8 **Log Invite In Sheet** Google Sheets *Service*
- 9 **Send Booking Invitation** Gmail *Service*
- 10 **Wait Before Checking Booking** Wait *Logic*
- 11 **Get Calendar Event Status** Google Calendar *Service*
- 12 **Has Client Booked?** If *Logic*
- 13 **Log Booking Confirmed** Google Sheets *Service*
- 14 **Increment Reminder Counter** Set *Logic*
- 15 **Send Confirmation Email** Gmail *Service*
- 16 **Reminder Limit Reached?** If *Logic*
- 17 **Log No Response** Google Sheets *Service*
- 18 **Send Reminder Email** Gmail *Service*
- 19 **Alert Host Internally** Gmail *Service*
- 20 **Log Reminder Sent** Google Sheets *Service*

## How it's built

- **Starts on:** A change in a Google Sheet
- **Steps:** 20, with 2 branches, 1 loop or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Calendar, Google Sheets
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

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

What starts it?

It starts on a change in a Google Sheet.

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?

Plan an afternoon. 20 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 20 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%2Fschedule-and-track-discovery-calls-with-google-forms)
- **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)

## Workflows like it

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

- [**Classify documents with Gemini** 20 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/classify-documents-with-gemini)
- [**Post scheduled social content from Google Sheets** 20 steps · Google Sheets, LinkedIn](https://millionrounds.com/workflow/post-scheduled-social-content-from-google-sheets)
- [**Automate Google Meet notes with OpenAI and Notion** 20 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-google-meet-notes-with-openai-and-notion)
- [**Automate social media content planning with Llama** 20 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-social-media-content-planning-with-llama)
- [**Coach fitness and nutrition on Telegram with Claude** 20 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/coach-fitness-and-nutrition-on-telegram-with-claude)
- [**Create HubSpot Contacts and Schedule Google Meet** 20 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/create-hubspot-contacts-and-schedule-google-meet)