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Automate Meeting Scheduling through Telegram with Google Calendar & Notion CRM

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Created by: Shelly-Ann Davy || SheCodesFlow

Shelly-Ann Davy

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Last update 8 hours ago

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💼 Graceful Scheduler Bot — Client & Affiliate Booking Automation

The Graceful Scheduler Bot transforms scheduling into an elegant, automated process.
Clients and affiliates simply send a /book message in Telegram, and the workflow manages everything:
conflict checks, calendar booking, confirmations, CRM logging, and reminders. ✨


🌸 Features

  • 📲 Telegram Intake: Accepts /book command with meeting type, date, time, and email.
  • 📅 Google Calendar Integration: Checks if the requested time is free and creates a 30-minute event.
  • 💌 Confirmations: Sends instant confirmation by Email and Telegram.
  • 🗂️ Notion CRM Log: Records details (Name, Email, Meeting Type, Date, Status).
  • Reminders: Sends polite reminders 24h before the meeting via Email and Telegram.

⚙️ Setup Instructions

  1. Telegram Bot:
    • Create a bot with BotFather
    • Add your token into n8n credentials
  2. Google Calendar:
    • Connect your account in n8n credentials
    • Use primary or specify your calendar ID
  3. Email Send Node:
    • Configure SMTP or Gmail OAuth
  4. Notion Database:
    • Create a database with properties:
      • Name (title)
      • Email (email)
      • Meeting Type (select)
      • Date (date)
      • Status (select)
    • Replace YOUR_NOTION_DATABASE_ID in the workflow
  5. Customize Messages:
    • Update confirmation + reminder copy to match your tone
  6. Test Example:
    /book client 2025-09-20 14:00 [email protected] Jane Doe

🧩 Node List

  • Telegram Trigger → listens for /book messages
  • Function (Parse Command) → extracts meeting type, date/time, email, name
  • IF Valid? → routes to help or booking flow
  • Google Calendar (Get Events) → checks for conflicts
  • IF Time Free? → prevents double booking
  • Google Calendar (Create Event) → books slot + invites guest
  • Email Send (Confirmation) → elegant confirmation email
  • Telegram (Confirmation) → graceful in-chat confirmation
  • Notion (Create Page) → logs details into CRM
  • Wait → pauses until 24h before meeting
  • Email Send (Reminder) → gentle email reminder
  • Telegram (Reminder) → in-chat reminder

🧪 Testing Tips

  • Start with a test booking command using today’s date/time.
  • Check Google Calendar → event should appear with guest invite.
  • Confirm both email and Telegram confirmations are sent.
  • Verify a new page is created in your Notion database.
  • Let the Wait node trigger → reminders should arrive 24h before.

🏷️ Tags

Automation, Scheduling, Calendars, CRM, Telegram, Notion


✨ With the Graceful Scheduler Bot, scheduling feels less like admin work and more like having your own digital assistant — polished, timely, and beautifully automated.