Automate Personality Insights from Calendly to Notion with n8n

Opening Problem Statement

Meet Sarah, an HR manager who spends hours manually collecting candidate information after scheduling interviews via Calendly. After every interview scheduling, Sarah needs to gather detailed personality profiles to ensure the right team fit and cultural alignment. Currently, she copies invitee responses from Calendly, then manually searches for personality assessments using various tools, and finally types these insights into her Notion database. This tedious, error-prone process wastes Sarah at least two hours each week and risks losing the depth of personality insights due to manual transcription errors.

Situations like Sarah’s are common in recruiting, client onboarding, or personal profiling scenarios where detailed psychological insights empower better decision-making but are difficult to integrate into existing workflows quickly.

What This Automation Does

This n8n workflow automates the entire journey from capturing invitee data in Calendly to saving in-depth personality insights in Notion using Humantic AI. Here’s what happens when it runs:

• Triggers automatically when a new invitee schedules via Calendly.
• Extracts the invitee’s responses, specifically the ID needed for personality analysis.
• Requests detailed personality insights from Humantic AI based on the invitee’s unique identifier.
• Fetches more detailed personality data through a second Humantic AI call to enrich the profile.
• Creates or updates a Notion database page with detailed, formatted personality insights including OCEAN and DISC scores.
• Eliminates manual data entry, cutting possible workflows from hours to seconds and reducing human error.

Prerequisites ⚙️

• Calendly account with API access enabled to trigger invitee.created events 📅
• Humantic AI API credentials to fetch personality data 🔐
• Notion account with an appropriate database set up, and integration token for API access 📁
• n8n automation platform account to create and run this workflow ⚙️
• Optional: Self-hosting option for n8n on services like Hostinger for better control and cost management

Step-by-Step Guide

Step 1: Set up Calendly Trigger Node

Navigate to the n8n dashboard, click + Add Node, then select Calendly Trigger from the node list.

Configure the webhook by enabling the Invitee Created event to trigger the workflow when someone schedules via Calendly.

Under credentials, enter your Calendly API key to authorize the node.

You should see the webhook URL generated by n8n—this URL will receive Calendly events. Copy this URL and set it in your Calendly webhook settings.

Once this setup is complete, any new invitee creation will trigger your workflow automatically.

Common Mistake: Forgetting to add the webhook URL to Calendly’s developer console, which prevents triggers from firing.

Step 2: Extract User ID with Humantic AI Node

Add the Humantic AI node next. Map the node’s parameter userId to the expression {{$json["payload"]["questions_and_responses"]["1_response"]}}. This extracts the invitee’s unique identifier from the Calendly payload.

Ensure your Humantic AI API credentials are added to authenticate this request.

On execution, this node requests personality insights for the invitee based on their ID.

Common Mistake: Incorrect mapping of the userId expression which returns undefined and causes errors.

Step 3: Fetch Detailed Personality Data with Second Humantic AI Node

Drag a second Humantic AI node and connect it to the first. Change the operation to get.

Map the userId in this node to {{$json["results"]["userid"]}} coming from the first Humantic AI response to fetch extended personality details.

This two-step approach enriches the personality profile with more granular insights.

Common Mistake: Skipping the second call can lead to incomplete data.

Step 4: Format and Send Data to Notion

Add the Notion node at the end. Configure it to create or update a database page.

Map the database page properties such as Name using {{$json["display_name"]}}.

Use the block UI settings to customize text content showing personality breakdowns: OCEAN descriptors, DISC traits, and numerical levels, all pulled from Humantic AI responses.

This results in fully formatted profiles directly visible in your Notion workspace.

Common Mistake: Not filling the databaseId field in the Notion node causes the API call to fail. Be sure to provide your target Notion database ID.

Step 5: Test the Whole Flow

Trigger a test invitee creation in Calendly (e.g., by scheduling a dummy meeting).

Watch the workflow execute in n8n, confirming each node’s success via the execution logs.

Verify that the new Notion database page appears with comprehensive personality data.

Customizations ✏️

• Customize Notion Page Properties: In the Notion node, add more properties such as email or meeting time by mapping additional Calendly payload data.
• Extend Personality Insights: Modify the Humantic AI nodes to fetch other personality models if supported, enriching profiles with alternative frameworks.
• Add Notifications: Add an email or Slack node that sends team alerts whenever a new personality profile is added to Notion, boosting team awareness.
• Save Raw Data: Store raw Humantic AI JSON responses in Notion or external storage for audit or deeper analysis.
• Filter Specific Invitees: Add a switch node after the Calendly trigger to only process invitees from certain Calendly event types.

Troubleshooting 🔧

Problem: “No data received from Calendly Trigger”

Cause: Incorrect webhook URL registration at Calendly or missing event subscription.

Solution: Check that the webhook URL is correctly added to Calendly developer settings and the invitee.created event is enabled.

Problem: “Invalid UserId causing Humantic AI errors”

Cause: Incorrect expression mapping for userId or incomplete data in the payload.

Solution: Verify the JSON path in the userId field exactly matches the Calendly invitee data structure.

Problem: “Notion API fails with missing databaseId”

Cause: The Notion node is not configured with the target database ID.

Solution: Retrieve your Notion database ID from Notion UI and paste it into the Notion node parameter.

Pre-Production Checklist ✅

• Verify Calendly webhook URL setup and event subscription
• Confirm Humantic AI API credentials and test connectivity
• Ensure Notion database ID is correctly entered and accessible by the integration token
• Run full workflow tests with dummy invitee data
• Backup existing Notion data in case of overwrites

Deployment Guide

Activate the workflow in n8n by toggling it live once testing confirms end-to-end success.

Monitor executions through the n8n dashboard to catch errors or failed runs promptly.

Consider scheduled audits on your Notion database for data completeness.

Conclusion

By creating this n8n workflow, you’ve automated the complex and time-consuming task of personality profiling new Calendly invitees. Sarah can now focus on engaging candidates rather than data entry, saving hours weekly and vastly improving data accuracy.

Next steps? Explore integrating more data sources, adding team notifications, or expanding personality analytics for deeper insights.