Auto-Schedule Demos for High-Intent Leads with Clearbit, Slack, and Calendly

Created by

Omer Fayyaz

Last update

Last update 10 hours ago

What Makes This Different:

Real-Time Lead Processing - Captures and processes leads instantly from website forms with zero delay
Intelligent Fit Scoring - Automatically scores leads 0-100 based on company size, seniority, and revenue
Dual-Track Routing - High-intent leads (60+) get fast-track treatment, others follow standard nurture
Live Calendar Integration - Shows actual available Calendly slots, not fake placeholders
Automated Sales Alerts - Posts rich lead details to Slack with booking links instantly
Smart Follow-Up - Sends fallback email if sales team doesn't respond within 10 minutes
Complete CRM Automation - Creates HubSpot contacts and deals automatically with enriched data
Full Audit Trail - Logs everything to Google Sheets for analytics and reporting

Key Benefits of Instant Lead Response:

Speed - Minutes from form submission to scheduled demo, not hours or days
Conversion - Respond while leads are hot, dramatically improving booking rates
Automation - Zero manual work—enrichment, scoring, routing, and follow-up all automatic
Intelligence - Data-driven scoring ensures sales focuses on best-fit prospects
Accountability - Complete logging shows response times and follow-up actions
Scalability - Handles unlimited lead volume without adding sales admin work

Who's it for

This template is designed for B2B SaaS companies, sales teams, and revenue operations professionals who need to convert website leads faster. It's perfect for organizations that lose deals due to slow response times, want to prioritize high-intent prospects, need to automate CRM data entry, or want to ensure no hot lead falls through the cracks while sales is busy.

How it works / What it does

This workflow creates an end-to-end lead-to-meeting pipeline that automatically processes inbound leads and schedules high-intent prospects for demos. The system:

Receives lead submissions via webhook from website forms or chat widgets
Normalizes data from different form providers into a standard format
Enriches contact information using Clearbit to get company size, revenue, job title, and industry
Calculates fit score (0-100) based on company metrics: size (40 pts), seniority (30 pts), revenue (30 pts)
Routes intelligently - High-intent leads (60+) → fast track | Standard leads → nurture channel
Creates CRM records - Automatically creates/updates HubSpot contact and deal with enriched data
Fetches real availability - Gets actual available Calendly demo slots via API (next 7 days)
Alerts sales team - Posts formatted message to Slack with lead details and booking links
Monitors response - Waits 10 minutes and checks if sales replied in Slack thread
Sends fallback email - Automatically emails lead with self-service booking link if no response
Logs everything - Records all data to Google Sheets for reporting and analytics

Key Innovation: Smart Follow-Up Automation - Unlike basic lead capture workflows, this system ensures accountability by automatically following up with leads if the sales team is unavailable, preventing lost opportunities while maintaining a professional response time.

How to set up

1. Configure API Credentials

Add the following credentials in n8n:

Clearbit (Lead Enrichment)

Create account at clearbit.com
Generate API key from Settings → API
Add as "Clearbit API" credential in n8n

HubSpot (CRM Integration)

Create private app in HubSpot Settings → Integrations → Private Apps
Grant scopes: crm.objects.contacts.write, crm.objects.deals.write
Copy app token
Add as "HubSpot App Token" credential in n8n

Calendly (Calendar Availability)

Create OAuth app at calendly.com/integrations/api_webhooks
Configure OAuth2 credentials in n8n
Set environment variable: CALENDLY_USER_URI with your user URI
- Get this from: https://api.calendly.com/users/me (returns your user URI)

Slack (Team Notifications)

Create Slack app at api.slack.com/apps
Add Bot Token Scopes: channels:read, chat:write, channels:history
Install app to workspace and copy Bot User OAuth Token
Add as "Slack API" credential in n8n
Update channel names in nodes: change "hot-leads" and "leads" to your actual channel names

SendGrid (Email Fallback)

Create account at sendgrid.com
Generate API key from Settings → API Keys
Verify sender email address
Add as "SendGrid API" credential in n8n
Update "from" email in "Send Fallback Email" node

Google Sheets (Activity Logging)

Create Google Cloud project and enable Sheets API
Configure OAuth2 credentials in n8n
Create a Google Sheet with columns matching the workflow
Replace YOUR_GOOGLE_SHEET_ID in "Log to Google Sheets" node with your actual sheet ID

2. Customize Fit Scoring Logic

Edit the "Calculate Fit Score" node to match your ideal customer profile:

Default Scoring:

Company size 50-5,000 employees = 40 points
Executive/Director seniority = 30 points
Annual revenue ≥ $1M = 30 points
Total possible: 100 points | High-intent threshold: 60+ points

To Customize:

Adjust company size ranges based on your target market
Change seniority requirements (C-level, VP, Manager, etc.)
Modify revenue thresholds
Update the 60-point threshold for high-intent routing

3. Set Up Webhook Endpoint

Get Webhook URL:

Activate the workflow
Copy webhook URL from "Lead Form Webhook" node
URL format: https://your-n8n-instance.com/webhook/demo-request

Configure Form Provider:

Point your website form POST request to the webhook URL
Send JSON body with fields: email, name, company, phone, utm_source, utm_campaign, page_url, message
Or map your existing form fields to these names in "Normalize Lead Data" node

Example Form Integration:

// HTML Form
fetch('https://your-n8n.com/webhook/demo-request', {
  method: 'POST',
  headers: {'Content-Type': 'application/json'},
  body: JSON.stringify({
    email: '[email protected]',
    name: 'John Doe',
    company: 'Acme Inc',
    phone: '+1234567890',
    utm_source: 'google',
    page_url: window.location.href
  })
})

4. Test the Workflow

Initial Test:

Activate the workflow
Submit test lead via webhook (use Postman or curl)
Verify Clearbit enrichment returns data
Check HubSpot for created contact and deal
Confirm Slack notification appears in correct channel
Verify Google Sheet receives log entry

Response Test:

Wait 10 minutes after Slack notification
Check if "Check Slack Replies" detects no response
Verify fallback email sends via SendGrid
Confirm lead receives booking email with Calendly link

Calendly Test:

Verify "Get Calendly Event Types" finds your Demo event
Check "Get Available Demo Slots" returns actual time slots
Confirm booking URLs work and pre-fill time selection

5. Monitor and Optimize

Key Metrics to Track:

Time from form submission to Slack notification (target: <30 seconds)
Sales response rate within 10 minutes
Fallback email send rate (lower is better)
High-intent lead conversion rate (booked → closed)
Average fit score of closed deals

Optimization Tips:

Adjust fit score weights based on actual conversion data
Tune the 60-point threshold for high-intent routing
Customize Slack message format for your team's workflow
Modify wait time (10 minutes) based on team availability
Add custom fields to Google Sheet for additional tracking

Requirements

n8n Instance:

n8n Cloud or self-hosted (v1.0+)
Code node execution enabled
Webhook functionality active

External Services:

Clearbit - Enrichment API (paid service, free trial available)
HubSpot - CRM with API access (free tier available)
Calendly - Scheduling platform with API access (paid plans)
Slack - Workspace with bot integration capability
SendGrid - Email API (free tier: 100 emails/day)
Google Sheets - Google account with Sheets API enabled

Technical Requirements:

Public webhook endpoint (HTTPS)
Environment variable support for sensitive data
OAuth2 authentication capability
Minimum 256MB RAM for code node execution

Data Privacy:

Ensure GDPR/CCPA compliance for lead data storage
Review data retention policies for all connected services
Configure appropriate data handling in Google Sheets
Add privacy policy link to email templates

Tips and best practices

Fit Scoring:

Start with default scoring, then optimize based on actual conversion data
Review monthly: which scores convert best? Adjust weights accordingly
Consider adding industry filters for vertical-specific targeting
Test different thresholds (50, 60, 70) to find optimal balance

Lead Response:

Keep 10-minute wait time during business hours
Consider longer wait for after-hours leads (use schedule trigger)
Customize Slack urgency based on fit score (🔥 for 80+, ⚡ for 60-79)
Add @mentions in Slack for specific team members based on lead attributes

Calendar Management:

Use dedicated "Demo" event type in Calendly for consistent detection
Ensure event name includes "demo" (case-insensitive) for workflow to find it
Set appropriate buffer times between meetings in Calendly settings
Review availability regularly to maintain high slot count

Error Handling:

All critical nodes have onError: continueRegularOutput to prevent workflow stops
Monitor execution logs daily for failed enrichments or CRM errors
Set up n8n error workflow to alert on consistent failures
Keep fallback booking URL updated in case Calendly API fails

Performance:

Webhook responds immediately (within 2 seconds) even while processing continues
Clearbit enrichment can take 3-5 seconds—this is expected
Consider batching Google Sheets updates if processing >100 leads/day
Monitor n8n resource usage; Code nodes can be memory-intensive

Privacy and Compliance:

Add unsubscribe link to fallback emails
Include data handling disclosure in form
Set Google Sheet permissions appropriately (team only)
Review Clearbit's data sources for compliance requirements
Configure data retention in HubSpot to match your policy

Customization Ideas:

Add SMS notification for ultra-high fit scores (90+)
Integrate with territory routing (route to specific sales rep by region)
Add lead source scoring (paid > organic > referral)
Create separate tracks for different product lines
Build competitor mention detection in form messages
Add qualification questions that influence fit score