Route Cal.com Booking Events to Gmail, Telegram & Google Sheets

Most consultants running high-ticket calls find out about a cancellation or a sketchy last-minute reschedule through Cal.com's email — a generic notification with no context and no action attached. By then the slot is already burned, there's no record, no follow-up trigger, and no way to decide quickly whether the lead is worth recovering.

This workflow catches every Cal.com booking event — created, rescheduled, or canceled — routes it through the right logic, and fires the right response automatically.

What it does: A single webhook receives all three Cal.com trigger events. A Switch node routes each event to its own branch. On booking created: the attendee data is logged to Google Sheets, a 30-minute wait fires, then a confirmation email with meeting details goes to the attendee and an alert lands in your Telegram. On reschedule: the gap between original and new start time is calculated — if under 24 hours, the reschedule is flagged NOT APPROVED and a friction email goes to the attendee; if 24+ hours, it's approved, logged, and a softer email goes out. On cancellation: attendee data is logged, an AI agent (Claude 3.5 Sonnet via OpenRouter) writes a personalized recovery email using the attendee's stated goals and cancellation reason, and a Telegram alert asks you to decide the next step.

Who is it for: Solo consultants and small agencies running high-ticket calls through Cal.com who want automated follow-up, reschedule filtering, and cancellation recovery without touching their inbox.

APIs used: Cal.com webhooks for the lifecycle events, Gmail (OAuth2) to send confirmation and recovery emails, Telegram Bot API for real-time alerts, Google Sheets for logging all booking events, and OpenRouter (Claude 3.5 Sonnet) for generating personalized cancellation recovery emails.

Estimated cost per run: Gmail, Telegram, and Google Sheets have no per-call costs at normal volumes. Cost per run varies only for the cancellation branch - check OpenRouter pricing (currently ~$3/M input, $15/M output tokens for claude-3.5-sonnet).

Automate your whole inbox: Want to automate the rest of your inbox alongside your calendar? Pair this scheduling workflow with our AI Email Dispatcher to handle all incoming inquiries.