Automating Lead Scheduling with
N8N, Google Calendar & HubSpot
Managing lead appointments manually is inefficient. We automated the process using N8N, Google Calendar, JavaScript, and HubSpot. This ensures leads receive timely appointment options without manual effort, improving customer experience and sales efficiency.
N8N Automation
Google Calender
HubSpot
Custom Script
Overview
Managing lead appointments manually is inefficient and time-consuming, often leading to scheduling conflicts and missed opportunities. To solve this, we built an automated workflow using N8N, Google Calendar, Custom JavaScript, and HubSpot. When a new lead is generated in HubSpot, the system automatically creates three available time slots in Google Calendar and emails them to the lead.
Once the lead selects a slot, the other two are automatically deleted, and confirmation emails are sent to both the lead and the contact owner. This automation eliminates manual scheduling, prevents double bookings, and improves overall efficiency, allowing sales teams to focus on conversions rather than coordination.
Challenges
Manual Scheduling
Leads required manual follow-ups to schedule appointments, leading to delays.
Double Bookings
Without an automated system, multiple bookings for the same time slot were common.
Lack of Real-time Availability
Customers were unable to see up-to-date available slots, causing inefficiencies.
Time Wastage
Sales representatives spent unnecessary time coordinating with leads.
Solutions
Automated Event Scheduling
When a new lead is created in HubSpot, the system automatically generates three random time slots in Google Calendar.
Smart Filtering
The most recent three available events are selected and sent to the customer via email.
Customer Slot Selection
Customers receive an email with available slots and can confirm their preferred time.
Auto-Deletion of Unselected Slots
Once a customer confirms a slot, the other two are deleted to avoid conflicts.
Real-time Updates
The system verifies past events before scheduling new ones, preventing duplicate bookings.
Automated Email Notifications
Both the customer and the contact owner receive confirmation emails upon booking.
Results
50% Reduction in Scheduling Time
Leads receive available slots instantly, reducing wait time.
Eliminated Double Bookings
Automated deletions prevent scheduling conflicts.
Increased Customer Engagement
Quick scheduling improves lead conversion rates.
Optimized Sales Team Efficiency
Sales representatives focus on confirmed meetings instead of manual scheduling.
Key Achievements
Fully automated appointment scheduling workflow
Real-time calendar availability for leads.
Reduced manual intervention for sales teams.
Seamless integration between HubSpot and Google Calendar.
Enhanced customer experience with instant scheduling options.
Tools and Technologies Used
N8N Automation
Workflow automation tool for seamless process execution.
HubSpot
CRM system for lead management and tracking.
Google Calendar API
Event scheduling and availability management.
Custom Scripts
Logic implementation for filtering and data processing.
Email Automation
For sending scheduling options and confirmations.
Ready to Automate Your Lead Scheduling?
Contact us to implement a seamless appointment booking system for your business. 🚀