Schedule Trigger Automate

Used in Schedule Trigger, this automated workflow checks Google Calendar for past meetings, identifies leads needing follow-up, and suggests available slots for future calls. It sends reminders via Gmail and waits for user approval before booking, ensuring no leads are overlooked while maintaining user control.

7/8/2025
22 nodes
Complex
schedulecomplexschedule triggergooglecalendarsplitinbatchesfiltergmaillangchaingooglecalendartoolremoveduplicatessticky noteautomationadvancedcron
Categories:
Communication & MessagingSchedule TriggeredComplex WorkflowBusiness Process Automation
Integrations:
Schedule TriggerGoogleCalendarSplitInBatchesFilterGmailLangChainGoogleCalendarToolRemoveDuplicatesSticky Note

Target Audience

This workflow is ideal for:
- Sales Teams looking to automate follow-ups with leads after meetings.
- Marketing Professionals who want to ensure timely communication with prospects.
- Busy Professionals who need to manage their calendar efficiently and avoid missing important follow-ups.
- Small Business Owners who want to streamline their scheduling processes and maintain engagement with clients.

Problem Solved

This workflow addresses the challenge of follow-up management after meetings. It automates the process of checking for past meetings, determining if follow-up communication has occurred, and suggesting available slots for the next meeting. This helps in avoiding lost opportunities and ensures timely engagement with leads, ultimately improving conversion rates.

Workflow Steps

  • Scheduled Trigger: The workflow starts automatically every day at 6 AM, pulling in past events from the Google Calendar that occurred 2 to 4 days ago.
    2. Get Past Events: It retrieves all relevant past meetings to identify leads that may need follow-ups.
    3. Loop Over Items: The workflow processes each meeting, checking for attendees who haven't received any follow-up communication since the meeting.
    4. Flag to Follow Up: For attendees without follow-ups, the workflow flags them for potential re-engagement.
    5. Get Emails Since: It queries the Gmail account for any messages sent or received from the attendees since the meeting ended.
    6. Only Follow Ups: Filters the flagged leads to focus on those needing follow-ups.
    7. Meeting Availability Agent: An AI agent analyzes past meeting details to suggest similar available time slots for the next meeting.
    8. Generate Message: A message is created to notify the user about the follow-up and available time slots.
    9. Send for Human Approval: The message is sent to the user for approval, allowing them to confirm or decline the booking.
    10. Meeting Booking Agent: If the user approves, another AI agent books the meeting in the calendar automatically.
    11. Mark as Seen: Ensures that the same meetings are not processed again in future executions, maintaining workflow efficiency.

    • Customization Guide

    To customize this workflow:
    - Update the Google Calendar nodes to point to your specific calendar by replacing with your calendar ID.
    - Modify the Gmail nodes to connect to the appropriate email accounts for sending and receiving messages.
    - Adjust the scheduled trigger time to fit your preferred schedule for checking past meetings.
    - Change the AI model used in the workflow to suit your requirements by selecting a different model in the Model and Model1 nodes.
    - If you are using a different calendar service (e.g., Microsoft), swap out the Google Calendar nodes with the appropriate integrations.
    - Explore additional messaging protocols for sending follow-up requests, such as Telegram or WhatsApp, to enhance communication options.