# Schedule client meetings with Google Calendar and Zoom: n8n workflow

> Started by another system calling it, and works across Discord, Gmail and Google Calendar. 15 steps, 1 branch: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/schedule-client-meetings-with-google-calendar-and-zoom (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 client meetings with Google Calendar and Zoom

Started by another system calling it, and works across Discord, Gmail and Google Calendar. 15 steps, 1 branch: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fschedule-client-meetings-with-google-calendar-and-zoom)

**15 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Logic 4 Service 10

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

- 1 **Web Contact Form** Webhook *Starts it*
- 2 **Format Date & Time** Date Time *Logic*
- 3 **Add Event name, Duration, Password** Set *Logic*
- 4 **Code (Configure Meeting Information)** Code *Logic*
- 5 **Checks Google Calendar to see if the requested time slot is free** Google Calendar *Service*
- 6 **Check Meeting Slot Availability** If *Logic*
- 7 **Create Event Using Web Submission Form (Add booking to Google Calendar with details & reminders)** Google Calendar *Service*
- 8 **Send Notice for Unavailable Slot** Gmail *Service*
- 9 **Create Zoom meeting with client info** Zoom *Service*
- 10 **Send confirmation email to client** Gmail *Service*
- 11 **Notify team via Microsoft Teams** Microsoft Teams *Service*
- 12 **Create chat message** Microsoft Teams *Service*
- 13 **Send a Email** Gmail *Service*
- 14 **Send a message** Discord *Service*
- 15 **Rapiwa ()WhatsApp Message** Rapiwa *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 15, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Discord, Gmail, Google Calendar
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Discord, Gmail and Google Calendar 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?

Plan an afternoon. 15 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 15 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-client-meetings-with-google-calendar-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.

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

## Workflows like it

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

- [**Manage vacation requests with forms, Gmail, and Google Sheets** 15 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/gestisci-richieste-ferie-con-moduli-gmail-google-sheets-e)
- [**Send a personalized WhatsApp morning brief with OpenAI** 15 steps · Google Calendar](https://millionrounds.com/workflow/send-a-personalized-whatsapp-morning-brief-with-openai)
- [**AI-powered X (Twitter) content generator and scheduler** 15 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/ai-powered-x-twitter-content-generator-and-scheduler)
- [**AI-powered productivity coach with Google Calendar and Todoist** 15 steps · calls a model · Google Calendar, Google Sheets](https://millionrounds.com/workflow/ai-powered-productivity-coach-with-google-calendar-and-todoi)
- [**Angie, personal AI assistant with Telegram** 15 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/angie-personal-ai-assistant-with-telegram)
- [**Automate meeting Nexus preparation with OpenAI** 15 steps · calls a model · Google Calendar, Notion](https://millionrounds.com/workflow/automate-meeting-nexus-preparation-with-openai)