Our tracker has different column names. Do I have to rename them?

No. The workflow reads column names from a mapping block at the top, so you point each field at your own header. The guide lists the six columns it reads and the six it writes. Only the email column has to exist before the first run.

What happens if the candidate books with a different email from the one on the tracker?

The lookup fails, and rather than dropping the booking the workflow appends a new row marked 'booked without a tracker row' and still emails the interviewer the Calendly answers. The recruiter merges the two rows by hand. If this happens often, the guide shows how to add a second lookup column such as phone.

Can the pack include the résumé itself rather than a link?

Yes, when the résumé sits in Google Drive. An optional Google Drive step in the guide downloads the file and the Gmail step attaches it. Links to other storage stay as links, because the workflow holds no credentials for those systems.

Do I need a paid n8n plan?

Any n8n works: the Cloud Starter plan or a self-hosted instance. The one hard requirement is a URL Calendly can reach; a laptop on a home network will not receive webhooks.

CaGSGMade to order

Hiring, onboarding & HR

Calendly interview booked → Google Sheets tracker + Gmail interviewer pack

Interviewers get the candidate's file the moment the slot is booked, not the morning of.

A candidate books an interview slot through Calendly. The workflow finds their row in the Google Sheets candidate tracker, marks the interview as scheduled with the date and interviewer, and emails the interviewer a pack: résumé link, role, screening notes and the candidate's answers to the booking questions. Cancellations clear the sheet and tell the interviewer. Built for companies that hire without an ATS and run the pipeline from a sheet.

How it works

Ca
Trigger
Invitee created on an interview event type (Calendly's invitee.created webhook; invitee.canceled is handled by the same workflow)
Calendly
if
Step 1
Keep interview event types only
Checks the event type name against the list in the settings, for example Phone screen, Technical interview and Final round, and ends the run for anything else.
GS
Step 2
Find the candidate's row
Looks up the tracker by the invitee's email; when no row exists, appends one marked 'booked without a tracker row' so the recruiter can fix the source.
GS
Step 3
Mark the interview as scheduled
Writes the interview stage, the start time in the timezone named in the settings, the host's name and the Calendly reschedule and cancel links into the row.
if
Step 4
Assemble the interviewer pack
Collects the résumé link, role, source and screening notes from the row, plus the candidate's answers to the booking questions and the host, or hosts, Calendly lists on the booking.
G
Step 5
Email the interviewer
Sends the pack from your own mailbox to each host on the booking, with links to the tracker row, the résumé and your scorecard form, and copies the recruiter.
if
Step 6
Handle cancellations
On invitee.canceled, the same workflow clears the scheduled fields on the row, records the reason Calendly passed along, and emails the interviewer that the slot is free again.

What changes once it runs

The interviewer holds the candidate's résumé, notes and booking answers within a minute of the slot being booked.
Your tracker shows who is interviewing whom, and when, without the recruiter copying it across from Calendly.
Bookings from candidates who are not yet on the tracker are flagged in the sheet instead of being lost.
Cancelled slots clear themselves from the tracker, and the interviewer hears about it by email.
Round-robin and collective event types work, because the pack goes to every host Calendly lists on the booking.

What you get

The n8n workflow export with the invitee.created and invitee.canceled paths in one file
Make blueprint of the same flow, with the cancellation path as a Router branch
Google Sheets tracker template with the twelve columns the workflow reads and writes
Interviewer pack email as an editable template, with every Calendly and sheet field it can carry
Setup guide covering the Calendly webhook, the Gmail OAuth connection and the event type list
Recorded walkthrough of a test booking landing in the sheet and the interviewer's inbox

Before you start

Calendly Standard plan or above; webhook subscriptions are not available on the free plan
Interview event types in Calendly, with any booking questions you want carried into the pack
A Google Sheet candidate tracker with an email column, a résumé link column and a notes column; the template is included
Gmail or Google Workspace mailbox to send from, connected to n8n by OAuth
An n8n instance on a public HTTPS URL so Calendly can deliver webhooks (n8n Cloud, or self-hosted behind a domain)

Built for

Questions before you buy

Our tracker has different column names. Do I have to rename them?: No. The workflow reads column names from a mapping block at the top, so you point each field at your own header. The guide lists the six columns it reads and the six it writes. Only the email column has to exist before the first run.
What happens if the candidate books with a different email from the one on the tracker?: The lookup fails, and rather than dropping the booking the workflow appends a new row marked 'booked without a tracker row' and still emails the interviewer the Calendly answers. The recruiter merges the two rows by hand. If this happens often, the guide shows how to add a second lookup column such as phone.
Can the pack include the résumé itself rather than a link?: Yes, when the résumé sits in Google Drive. An optional Google Drive step in the guide downloads the file and the Gmail step attaches it. Links to other storage stay as links, because the workflow holds no credentials for those systems.
Do I need a paid n8n plan?: Any n8n works: the Cloud Starter plan or a self-hosted instance. The one hard requirement is a URL Calendly can reach; a laptop on a home network will not receive webhooks.

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