Automate Meeting Bookings to Google Sheets, Newsletter & Telegram

What this workflow does

This workflow connects Cal.com new bookings to Google Sheets, Beehiiv newsletter, and Telegram notifications automatically.
It solves slow manual copying of booking info and team updates.
You get new attendee data saved, emails subscribed, and instant team messages without typing.

The workflow takes new bookings, splits attendees, stores attendee data in Sheets, subscribes attendee to Beehiiv, and sends a Telegram alert.
This saves time and avoids errors in manual work.

Tools and Services Used

• Cal.com API: Sends booking data triggered by new meeting creation.
  
• Google Sheets API: Appends attendee details as new rows for record-keeping.
  
• Beehiiv API: Subscribes attendees to a newsletter automatically.
  
• Telegram Bot API: Sends formatted messages to team channels on new bookings.
  
• n8n Workflow Automation: Runs and orchestrates all these integrations smoothly.
  

Inputs, Processing, and Outputs

Inputs

• New booking data from Cal.com via webhook trigger.
  
• Booking contains event info plus a list of attendees.
  

Processing Steps

1. Webhook listens for new Cal.com booking events.
   
2. SplitOut node breaks list of attendees into single records.
   
3. Set Attendee node picks and renames fields like name, email, timezone.
   
4. Google Sheets node appends each attendee's data as a new row.
   
5. HTTP Request node sends attendee email to Beehiiv API to subscribe them.
   
6. Telegram node posts a message with booking and attendee details.
   

Outputs

• New rows in Google Sheets with event and attendee info.
  
• New subscribers added to Beehiiv newsletter.
  
• Telegram messages alert team on new bookings instantly.
  

Beginner Step-by-Step: How to Use This Workflow in n8n

Step 1: Import the Workflow

1. Download the workflow file using the Download button on this page.
   
2. Open your n8n editor.
   
3. Click “Import from File” and select the downloaded workflow.
   

Step 2: Configure Credentials and IDs

1. Go to the Webhook node and make sure your Cal.com API credentials are set.
   
2. Edit the Google Sheets node to set your Google Sheets OAuth credentials and correct spreadsheet ID.
   
3. Update the HTTP Request node with your Beehiiv API Key and publication ID in the Set node.
   
4. Set your Telegram Bot API token and your target chat ID in the Telegram node.
   
5. Check the Set nodes for any hardcoded values like chat IDs or keys and adjust as needed.
   

Step 3: Test the Workflow

1. Create a test booking on Cal.com with multiple attendees.
   
2. Watch the execution in n8n and confirm the new booking triggers the workflow.
   
3. Verify attendee rows appear in Google Sheets.
   
4. Check your Beehiiv dashboard or API to see if attendees were subscribed.
   
5. Confirm Telegram message arrives in the chat or channel.
   

Step 4: Activate for Production

1. Turn on the workflow by toggling the active switch at the top right in n8n.
   
2. Monitor the workflow via the n8n dashboard for runs and errors.
   
3. Set up error handling workflows if needed for issues.
   
4. Optionally, use self-host n8n for better control and uptime in production.
   

Customizations and Extensions

• Add extra booking data columns in Google Sheets like location or type.
  
• Include an Email node to send custom welcome messages to new subscribers.
  
• Duplicate Telegram nodes to notify multiple teams or channels.
  
• Use an IF node to filter attendees by email domain before subscribing.
  
• Integrate CRM systems like HubSpot or Salesforce to add attendees as contacts.
  

Troubleshooting Common Problems

• Webhook not triggering workflow: Check webhook URL in Cal.com matches exactly. Make sure webhook is active.
  
• Google Sheets append errors: Re-authenticate Google credentials. Verify spreadsheet ID and permissions.
  
• Beehiiv API 401 Unauthorized: Confirm Beehiiv API key has correct Bearer token format. Double-check publication ID.
  
• Telegram messages not sending: Bot must be admin of the channel. Confirm Chat ID is correct.
  

Pre-Production Checklist

• Make sure Cal.com webhook is set up and firing test bookings.
  
• Check Google Sheets node successfully adds rows with proper fields.
  
• Validate Beehiiv API credentials by testing subscriber adds.
  
• Confirm Telegram posts appear in correct chat.
  
• Backup Google Sheet before first real runs.
  

Deployment Guidance

After importing and configuring, activate the workflow in n8n.
Watch for any errors in executions.

Set error workflows to keep automation running smoothly.
Consider self-host n8n for advanced uptime and control needs.

Summary of Results

✓ You get automatic saving of booking attendees in Google Sheets.
✓ Attendees are added to the Beehiiv newsletter without manual work.
✓ Your team gets instant Telegram updates on new bookings.
✓ Workflow reduces manual errors and saves hours.
✓ Easy to test, configure, and run inside n8n editor.