Automated Attendee Management for Cal.com

Target Audience

• Event Organizers: Individuals or teams responsible for scheduling and managing meetings.
• Marketing Teams: Those looking to automate the process of adding attendees to newsletters.
• Small Business Owners: Entrepreneurs who want to streamline their booking and communication processes.
• Tech-Savvy Users: Individuals comfortable with automation tools like n8n and API integrations.

Problem Solved

This workflow addresses the issue of manually managing meeting attendees by automating the process of:

• Collecting attendee information from bookings.
• Adding each attendee to a Google Sheet for easy tracking and management.
• Subscribing attendees to a newsletter on Beehiiv, ensuring they receive updates and information.
• Notifying the organizer via Telegram about new bookings, enhancing communication efficiency.

Workflow Steps

1. Trigger: The process begins with the on New Booking node, which listens for new booking events from CalTrigger.
2. Split Attendees: The Split Attendees node separates multiple attendees from the booking data, preparing them for individual processing.
3. Set Data: The set data node assigns necessary parameters such as chatID, beehiivAPI, and publicationId for further use in the workflow.
4. Set Attendee: For each attendee, the Set Attendee node captures their name, email, and timeZone for use in subsequent steps.
5. Add Users to Google Sheets: The Add users node appends each attendee's details to a specified Google Sheet, creating a record for each participant.
6. Add Subscriber: The Add subscriber node sends a POST request to the Beehiiv API, adding each attendee's email to the newsletter subscription list.
7. Notify in Channel: Finally, the notify in channel node sends a message to a Telegram channel, informing the organizer of the new meeting booking with details such as the event name, start date, attendee name, and email.