How to Automate Gmail and Calendar Lead Follow Ups?
Description
Keep warm leads moving without manual chasing. This automation checks recent meetings, looks for missing follow ups, suggests new times, and books the next call after you approve. It is made for sales teams that want steady follow up and less busy work.
Every morning a schedule runs. It pulls Google Calendar events from two to four days ago and removes duplicates so the same meeting is not processed twice. For each event, Gmail search checks if any message has been sent or received with the attendee since the meeting ended. If nothing is found, the flow marks that lead for follow up. An AI agent reviews the prior meeting details and your live calendar availability to suggest time slots. A clear message is then prepared and sent to you using send and wait for approval. You reply in plain language to accept, change, or decline. If approved, another AI agent books the new meeting on your calendar.
Set the correct calendar, Gmail account, and OpenAI key. Expect faster follow up and fewer lost deals. Sales reps and founders who run many calls each week get the most value. After setup, most checks run on their own while you still keep final control through human approval.
Tools Required
What this workflow does?
- Daily schedule runs at a set hour to review recent meetings
- Google Calendar fetches events from two to four days ago and removes duplicates
- Loop processes each event and searches Gmail threads since the meeting end time
- Filter keeps only contacts with no recent email so you focus on real gaps
- AI agent suggests next call times using your live calendar availability
- Structured output ensures clean start and end times for proposed slots
- Generated message prepares a clear follow up note for your review
- Send and wait for approval in Gmail lets you accept, change, or decline
- Booking agent creates the new meeting on Google Calendar when approved
What are the benefits?
- Reduce manual follow up review from 60 minutes to under 10 minutes each day
- Automate about 90 percent of repetitive follow up checks after meetings
- Lower missed follow ups by flagging gaps within two to four days of the meeting
- Connect Gmail, Google Calendar, and OpenAI in one flow with human approval
- Handle hundreds of meetings per week without extra staff time
How to set this up?
- Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
- You'll need accounts with Google Calendar, Gmail and OpenAI. See the Tools Required section above for links to create accounts with these services.
- In the n8n credentials manager, create Google Calendar OAuth2. If unsure, double click a Google Calendar node, choose Credential to connect with, click Create new credential, then follow the on screen steps.
- In the n8n credentials manager, create Gmail OAuth2 the same way. Double click the Gmail nodes, pick Create new credential, and finish the consent flow so n8n can read and send emails.
- In the n8n credentials manager, add your OpenAI API key. If unsure, double click the OpenAI model nodes, click Create new credential, and paste the API key from the OpenAI account page.
- Open the Schedule Trigger node and confirm the hour you want the check to run. The template uses 6 am. Adjust if your team starts at a different time.
- Open the Get Past Events node and set the correct Google Calendar. Keep the time window two to four days back so you catch recent leads without being too old.
- Check the Remove Duplicates step to make sure it uses a field that uniquely identifies each event. Run once to confirm it does not reprocess the same meeting.
- Open the Gmail search node and verify the query uses the attendee email field. Send a test email after a meeting and confirm that threads are found only when messages exist.
- Open the AI Availability and Booking nodes and set the same calendar you used earlier. Make sure timezone settings match your working hours.
- Open the Send for Human Approval node and set the From and To addresses to your user email. Send a test approval and reply with accept or a new time to confirm it waits and resumes.
- Run a test with one past meeting. Approve a slot and check Google Calendar for the new event. If no slots appear, review the AI output parser and ensure the slots have valid start and end times.
- Troubleshoot tips: If Gmail search returns nothing, check Gmail scopes in the credential. If times look off, set the timezone option in the availability tool. If booking fails, confirm the calendar has create permission.
Need help or want to customize this?
Ask in the Futurise Pro Community.
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