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Generate Single-Use Personalized Calendly Links with Google Sheets Tracking & Slack Alerts

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Created by: Omer Fayyaz || omerfayyaz

Omer Fayyaz

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Last update 16 hours ago

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This n8n template implements a Calendly Booking Link Generator that creates single-use, personalized booking links, logs them to Google Sheets, and optionally notifies a Slack channel

Who's it for

This template is designed for teams and businesses that send Calendly links proactively and want to generate trackable, single-use booking links on demand. It’s perfect for:

  • Sales and SDR teams sending 1:1 outreach and needing unique booking links per prospect
  • Customer success and support teams who want prefilled, one-click rescheduling or follow-up links
  • Marketing and growth teams that want UTM-tagged booking links for campaigns
  • Ops/RevOps who need a central log of every generated link for tracking and reporting

How it works / What it does

This workflow turns a simple HTTP request into a fully configured single-use Calendly booking link:

  1. Webhook Trigger (POST)
    • Receives JSON payload with recipient details:
    • name, email, optional event_type_uri, optional utm_source
  2. Configuration & Input Normalization
    • Set Configuration extracts and normalizes:
      • recipient_name, recipient_email
      • requested_event_type (can be empty)
      • utm_source (defaults to "n8n" if not provided)
  3. Calendly API – User & Event Types
    • Get Current User calls GET /users/me using Calendly OAuth2 to get the current user URI
    • Extract User stores user_uri and user_name
    • Get Event Types calls GET /event_types?user={user_uri}&active=true to fetch active event types
    • Select Event Type:
      • Uses requested_event_type if provided, otherwise selects the first active event type
      • Stores event type URI, name, and duration (minutes)
  4. Create Calendly Single-Use Scheduling Link
    • Create Single-Use Link calls POST /scheduling_links with:
      • owner: selected event type URI
      • owner_type: "EventType"
      • max_event_count: 1 (single use)
  5. Build Personalized Booking URL
    • Build Personalized Link:
      • Reads the base booking_url from Calendly
      • Appends query parameters to prefill:
        • name (encoded)
        • email (encoded)
        • utm_source
      • Stores:
        • base_booking_url
        • personalized_booking_url
        • recipient_name, recipient_email
        • event_type_name, event_duration
        • link_created_at (ISO timestamp)
  6. Optional Logging and Notifications
    • Log to Google Sheets (optional but preconfigured):
      • Appends each generated link to a “Generated Links” sheet
      • Columns: Recipient Name, Recipient Email, Event Type, Duration (min), Booking URL, Created At, Status
    • Notify via Slack (optional):
      • Posts a nicely formatted Slack message with:
        • recipient name & email
        • event name & duration
        • clickable booking link
  7. API Response to Caller
    • Respond to Webhook returns a structured JSON response:
      • success
      • booking_url (personalized)
      • base_url
      • recipient object
      • event object (name + duration)
      • created_at
      • expires explanation ("Single-use or 90 days")

The result is an API-style service you can call from any system to generate trackable, single-use Calendly links.

How to set up

1. Calendly OAuth2 setup

  • Go to calendly.com/integrations or developer.calendly.com
  • Create an OAuth2 application (or use an existing one)
  • In n8n, create Calendly OAuth2 credentials:
    • Add client ID, client secret, and redirect URL as required by Calendly
    • Connect your Calendly user account
  • In the workflow, make sure all Calendly HTTP Request nodes use your Calendly OAuth2 credential

2. Webhook Trigger configuration

  • Open the Webhook Trigger node
  • Confirm:
    • HTTP Method: POST
    • Path: generate-calendly-link
    • Response Mode: Response Node (points to Respond to Webhook)
  • Copy the Production URL from the node once the workflow is active
  • Use this URL as the endpoint for your CRM, outbound tool, or any system that needs to request links

Expected request body:

{
  "name": "John Doe",
  "email": "[email protected]",
  "event_type_uri": "optional",
  "utm_source": "optional"
}

If event_type_uri is not provided, the workflow automatically uses the first active event type for the current Calendly user.

3. Google Sheets setup (optional but recommended)

  • Create a Google Sheet for tracking links
  • Add a sheet/tab named e.g. “Generated Links”
  • Set the header row to:
    • Recipient Name, Recipient Email, Event Type, Duration (min), Booking URL, Created At, Status
  • In n8n:
    • Create Google Sheets OAuth2 credentials
    • Open the Log to Google Sheets node
    • Update:
      • documentId → your spreadsheet ID
      • sheetName → your tab name (e.g. “Generated Links”)

4. Slack notification setup (optional)

  • Create a Slack app at api.slack.com
  • Add Bot Token scopes (for basic posting):
    • chat:write
    • channels:read (or groups:read if posting to private channels)
  • Install the app to your workspace and get the Bot User OAuth Token
  • In n8n:
    • Create a Slack API credential using the bot token
    • Open the Notify via Slack node
    • Select your credential
    • Set:
      • select: channel
      • channelId: your desired channel (e.g. #sales or #booking-links)

5. Test the workflow end-to-end

  • Activate the workflow
  • Use Postman, curl, or another system to POST to the webhook URL, e.g.:
{
  "name": "Test User",
  "email": "[email protected]"
}
  • Verify:
    • The HTTP response contains a valid booking_url
    • A new row is added to your Google Sheet (if configured)
    • A Slack notification is posted (if configured)

Requirements

  • Calendly account with at least one active event type
  • n8n instance (cloud or self-hosted) with public access for the webhook
  • Calendly OAuth2 credentials configured in n8n
  • (Optional) Google Sheets account and OAuth2 credentials
  • (Optional) Slack workspace with permissions to install a bot and post to channels

How to customize the workflow

Input & validation

  • Update the Set Configuration node to:
    • Enforce required fields (e.g. fail if email is missing)
    • Add more optional parameters (e.g. utm_campaign, utm_medium, language)
  • Add an IF node after the Webhook Trigger for stricter validation and custom error responses

Event type selection logic

  • In Select Event Type:
    • Change the fallback selection rule (e.g. pick the longest or shortest duration event)
    • Add logic to map a custom field (like event_key) to specific event type URIs

Link parameters & tracking

  • In Build Personalized Link:
    • Add additional query parameters (e.g. utm_campaign, source, segment)
    • Remove or rename existing parameters if needed
  • If you don’t want prefilled name/email, remove those query parameters and just keep tracking fields

Google Sheets logging

  • Extend the Log to Google Sheets mapping to include:
    • utm_source or other marketing attributes
    • Sales owner, campaign name, or pipeline stage
    • Any additional fields you compute in previous nodes

Slack notification formatting

  • In Notify via Slack:
    • Adjust the message text to your team’s tone
    • Add emojis or @mentions for certain event types
    • Include utm_source or other metadata for debugging and tracking

Key features

  • Single-use Calendly links – each generated link is limited to one booking (or expires after ~90 days)
  • Prefilled recipient details – name and email are embedded in the URL, making it frictionless to book
  • Webhook-first design – easily call this from CRMs, outreach tools, or any external system
  • Central link logging – every link is stored in Google Sheets for auditing and reporting
  • Optional Slack alerts – keep sales/support teams notified when new links are generated
  • Safe error handling – HTTP nodes are configured with continueRegularOutput to avoid hard workflow failures

Example scenarios

Scenario 1: Sales outreach

  1. A CRM workflow triggers when a lead moves to “Meeting Requested”.
  2. It calls this n8n webhook with the lead’s name and email.
  3. The workflow generates a single-use Calendly link, logs it to Sheets, and posts to Slack.
  4. The CRM sends an email to the lead with the personalized booking link.

Scenario 2: Automated follow-up link

  1. A support ticket is resolved and the system wants to offer a follow-up call.
  2. It calls the webhook with name, email, and a dedicated event_type_uri for “Follow-up Call”.
  3. The generated link is logged and returned via API, then included in an automated email.

Scenario 3: Campaign tracking

  1. A marketing automation tool triggers this webhook for each contact in a campaign, passing utm_source (e.g. q1-outbound).
  2. The workflow adds utm_source to the link and logs it in Google Sheets.
  3. Later, you can analyze which campaigns generated the most completed bookings from single-use links.

This template gives you a reliable, reusable Calendly link generation service that plugs into any part of your stack, while keeping tracking, logging, and team visibility fully automated.