How to automate meetings from Cal.com to Notion (includes n8n, Make, Zapier template)
As part of your sales and project fulfillment processes, you might let your clients schedule time on your calendar. Tracking this data and taking meeting notes is valuable for your business because it offers useful insights and data collection over time for you and your team.
You can reference past meetings, search them in your workspace, share updates with other team members, and never lose track of deals or forget about a project. This is one of the many pieces that increase the quality of your work and ultimately its value.
Like I did for Jensen, with whom I collaborated to automate his 10-person service business's sales and fulfillment process across four software platforms. We used automations and AI agents to save over three hours a week of manual entry, improve the quality and visibility of data accessible to the team, and lay the groundwork for delivering exceptional value to each client while scaling the business.
As a business owner, arguably the most important task for you is to set the strategy, hire the right people to execute, and remain cutting-edge in the latest technology and trends to be able to incorporate or discard them. Effective thinking and judgment require space and empty time. You can only unlock those by deciding to make them your utmost priority and automating or outsourcing whatever you can tolerate in order to set your business up for long-term success and harmony.
The truth is that you can craft your way of living and doing business, and that's the most enjoyable part of it, if you let it be so and drop the resistance and all the limiting beliefs that naturally come with the human experience. Read more about this and other frameworks for life here. Your mindset and behaviors are the foundations of everything you do. Tools and tactics come in handy once the foundations are set and there is a clear direction you are following. This process is never complete because evolution doesn't suddenly stop — it is a constant work in progress, elusive and very real at the same time.
In this post, I provide an automation template (get it below) to save meetings in Notion whenever there is a new event scheduled on your Cal.com booking link. If you use any other scheduling software (e.g., Calendly, SavvyCal), the same workflow applies, and you may switch the automation trigger (i.e., the first step in the automation) accordingly. The video at the top of this post explains how this works, and each automation also includes step-by-step documentation notes.
The Automation Workflow
The logic is simple, and you can customize it for your specific use if you wish. There are three types of events processed by the automation. Below is a flowchart (only showing the logic for new bookings in Cal) and a written explanation. The same webhook trigger handles all three events and starts the automation immediately when it happens.
When a new booking is scheduled on any of your cal.com links, the automation does this:
Creates a meeting in the dedicated Notion database. Here we can customize all the information to include on the meeting page (e.g., mapping the answers to custom questions).
Finds the Contact(s) in the dedicated Notion database (based on the email).
If the Contact(s) exists, it links the contact(s) to the newly created meeting.
If the Contact(s) doesn’t exist, it creates the contact(s) and links them to the newly created meeting.
2. When a booking is rescheduled:
The automation finds the event in Notion (based on the “cal id” property)
It updates the event date and time in Notion
3. When a booking is cancelled:
The automation deletes the event in Notion (i.e., it archives the page, which remains available in the Trash for 30 days)
Requirements
A Cal account. In n8n, you will create an API key in Cal and add it to the Connection section to set up your account in the automation tool. In Make/Zapier, we use a Webhook as a trigger, so an API key is not needed. We add the webhook in the dedicated section in Cal.com.
A Notion account and connection with access to all the databases involved. Find all your connections, manage their access, or create a new connection on your Notion Integrations page.
A "cal id" text property in your
Meetingsdatabase in Notion. This is where we store the Cal event ID so we can update/archive it if the booking is rescheduled or cancelled.A Meetings and Contacts database in Notion, both accessible by the Integration (see step 2 above). The database names don't matter. You will input your database IDs in the automation once you make a copy. Here is where to find Notion database IDs (see the "Where can I find my database's ID?" section).
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