Automate Lead Capture from Calendly to Notion with n8n

Opening Problem Statement

Meet Jessica, a busy marketing manager who spends nearly 3 hours every week manually transferring appointment data from her Calendly scheduling tool into her Notion workspace. On top of that, she struggles to keep her leads information rich and up-to-date, with incomplete profiles and missing contact details. Errors creep in when copying emails or names, leading to lost follow-ups and messy data. This inefficiency not only wastes time but also impacts her team’s ability to nurture leads effectively, costing potential sales.

This workflow solves Jessica’s exact problem by automatically capturing new Calendly invitees, enriching their contact information with Dropcontact, and logging all relevant details into a Notion database—all without lifting a finger.

What This Automation Does

This n8n workflow smoothly handles the lead capture process from Calendly to Notion with enrichment. Here’s what happens when it runs:

• Triggers automatically when a new Calendly invitee is created.
• Extracts detailed invitee info from the Calendly event payload, including name, email, and scheduling times.
• Enriches the contact data via Dropcontact, adding verified emails, full names, LinkedIn profiles, and company info.
• Creates a new page in Notion with the enriched data structured into relevant fields, such as dates, email, leads’ full name, LinkedIn, and company URLs.
• Saves time by eliminating the tedious manual data entry process, potentially cutting several hours of admin work each week.
• Ensures data accuracy with Dropcontact’s API enrichment, reducing errors and improving lead quality for follow-ups.

Prerequisites ⚙️

• n8n account (self-hosting is an option for more control and security – check platforms like Hostinger).
• Calendly account with API access for event triggers 📅.
• Dropcontact API key for enriching contact information 🔐.
• Notion account with an existing database ready to receive lead data 📁.

Step-by-Step Guide

Step 1: Set Up Calendly Trigger

In your n8n editor, add the Calendly Trigger node.

• Click the “+” button → Search for Calendly Trigger → Add it to the canvas.
• Configure it to listen for the invitee.created event since we want to capture every new scheduled meeting.
• Save and activate the webhook. To test, schedule a dummy meeting on your Calendly.

Common mistake: Not activating the webhook immediately after setup, which blocks event reception.

Step 2: Add and Configure Dropcontact Node

Drag the Dropcontact node onto the canvas and connect it to the Calendly Trigger.

• Set the email field to extract from the Calendly event data path {{$json["payload"]["invitee"]["email"]}}.
• Enable additional fields such as full name, last name, and first name for better enrichment pulling values from the invitee object.
• Set options like enabling the SIREN parameter if working with French companies and the language as French if relevant.

Expected outcome: Dropcontact will return enriched data about the contact including emails, company LinkedIn profiles, and more.

Tip: Ensure your Dropcontact API key is correctly added in credentials to avoid authorization errors.

Step 3: Create a Notion Node to Save Data

Add the Notion node and connect it to the output of Dropcontact.

• Choose the databasePage resource and input your Notion database ID where leads will be added.
• Map properties from Dropcontact enriched fields to Notion database fields:
  • Date range for the meeting start and end times from Calendly event data.
  • Email field to the enriched email address.
  • Leads name field to the full name.
  • LinkedIn profiles, company URLs, and civility as text fields.
• Test the connection by running the workflow with sample data to verify the new page appears in your Notion database.

Common error: Incorrect or missing Notion database ID results in write failures.

Customizations ✏️

• Add More Data Fields: In the Notion node, expand the propertiesUi array with additional fields like phone number or address if your Notion database supports them.
• Change Language for Dropcontact: Modify the language parameter in Dropcontact node to English or any supported locale for different regional setups.
• Filter Invitees: Add a Switch or If node between Calendly trigger and Dropcontact to process only invitees from certain domains or regions.

Troubleshooting 🔧

Problem: “No data received from Calendly”

Cause: Webhook not activated or incorrect webhook URL in Calendly setup.

Solution: Verify webhook URL in Calendly and ensure you activate the webhook node immediately after creating it in n8n.

Problem: “Dropcontact API limit exceeded”

Cause: Exceeding free or paid API request quota.

Solution: Monitor your Dropcontact usage dashboard, and upgrade plan or reduce request frequency in n8n workflow triggers.

Problem: “Notion database write error”

Cause: Incorrect database ID or missing write permissions.

Solution: Confirm database ID in Notion, grant n8n integration write permissions, and re-test.

Pre-Production Checklist ✅

• Test webhook by creating a new Calendly invitee to ensure the workflow triggers correctly.
• Verify Dropcontact enrichment returns expected contact info on sample emails.
• Confirm new entries appear accurately in your Notion database.
• Backup existing Notion database data to avoid accidental overwrites or data loss.

Deployment Guide

Activate the workflow after fully testing it by toggling the active switch in n8n.

Monitor the workflow execution via n8n’s execution logs for any failures or unexpected results.

Set up alerts or integrate with messaging services (like Slack) if consistent failures occur for timely action.

FAQs

Can I use different scheduling software instead of Calendly?

Yes, but this specific workflow uses Calendly Trigger node. For other schedulers, you’d need corresponding trigger nodes or webhook setups compatible with n8n.

Is my data safe using Dropcontact?

Dropcontact uses GDPR-compliant processes to enrich data. Always review privacy policies and manage API keys securely.

Does this workflow consume a lot of API calls?

Each invitee triggers one Dropcontact API request, so volume depends on scheduled meetings. Plan accordingly to avoid hitting limits.

Conclusion

By following this guide, you’ve built a powerful n8n automation that captures new Calendly invitees, enriches their contact details with Dropcontact, and logs everything neatly into your Notion database. This workflow frees up hours of manual data entry work each week and improves lead data quality drastically.

Next, consider automating follow-up reminders based on these Notion entries or integrating email marketing campaigns triggered by new leads captured. You’ve now taken a huge step toward smarter lead management with n8n!