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Qualify Calendly demo requests with GPT-4 & route to Saleshandy sequences with logs

Dhruv from SaleshandyDhruv from Saleshandy
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2/3/2026
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This n8n template captures every “Request a Demo” booking in Calendly, uses OpenAI to score and qualify leads in real time, routes them into the correct Saleshandy sequence, and logs all data in Google Sheets for full GTM visibility.

Use cases include:

Empowering SDR teams to focus on high-value demos Providing growth marketers with reliable funnel metrics Automating triage for B2B AE teams overwhelmed by demo requests

Good to know

OpenAI GPT-4 calls cost based on token usage—you can expect ~1,200 tokens per lead. Calendly API rate-limits at 180 requests/min; consider batching if volume spikes. Google Sheets writes are single-threaded; high-volume users may opt for Airtable or BigQuery.

How it works

Capture – Webhook node listens for every new “Request a Demo” form submission in Calendly.

Score – AI Agent node sends job title, company size, domain quality, and custom questions to OpenAI; returns a 1–10 score plus label (Qualified/Semi-qualified/Unqualified).

Verify meeting – HTTP Request node confirms via the Calendly API that a slot was actually scheduled.

Route – Switch node selects the appropriate Saleshandy sequence ID (Qualified, Nurture, Disqualify).

Send – HTTP Request nodes add each prospect to the chosen Saleshandy sequence.

Log – Google Sheets nodes write to three tabs (Qualified, Semi-qualified, Unqualified) with lead data, score, routing path, and timestamp.

Prerequisites

n8n workspace Accounts & API credentials for: Calendly OpenAI (GPT-4 or GPT-3.5) Google Sheets Saleshandy

Step-by-Step Setup

1. Import the n8n Template Upload the JSON file into your n8n workspace.

2. Add Required Credentials In n8n → Credentials, add: Calendly: Personal Access Token (PAT) OpenAI: API Key Google Sheets: OAuth2 connection Saleshandy: API Key

3. Calendly Setup Go to Calendly Webhook Docs Create a Routing Form in Calendly. Generate your access token. Use Postman or any API client to: Make a POST request to create a webhook subscription. Use your n8n webhook URL in the url field. Add your Authorization token and extract the Organization ID. Paste the webhook URL into the Calendly Routing Form.

4. Set Your Saleshandy Sequences In n8n, locate the Set: Sequence IDs node. Replace the placeholder text with: Your actual Qualified Semi-qualified and Unqualified Saleshandy sequence step IDs.

5. Configure Google Sheets Create a spreadsheet with the following tabs: Qualified Semi-qualified Unqualified In n8n, connect the three Google Sheets nodes to this file.

Customising this workflow

Adjust scoring logic – Modify the OpenAI prompt in the AI Agent node to weight ARR, industry, or headcount differently.

Refine thresholds – Change the Switch node rules for score ranges (e.g., Qualified ≥8, Semi-qualified 5–7).

Swap destinations – Edit HTTP Request nodes to integrate with your CRM or email platform instead of Saleshandy.

Enhance logging – Replace Google Sheets with Airtable, BigQuery, or another analytics store.

Add notifications – Insert Slack or Microsoft Teams nodes after routing to alert reps instantly.

Automate Calendly Demo Request Qualification and Sales Outreach with GPT-4 and Saleshandy

This n8n workflow automates the process of qualifying Calendly demo requests using GPT-4, logging the results, and routing qualified leads to Saleshandy sequences. It streamlines lead management, ensuring that sales teams focus on high-potential prospects while maintaining a comprehensive record of all requests.

What it does

This workflow performs the following key steps:

  1. Listens for new Calendly events: Triggers upon receiving a webhook from Calendly, indicating a new demo request.
  2. Extracts and Prepares Data: Extracts relevant information from the Calendly event payload and formats it for further processing.
  3. Qualifies Leads with AI: Utilizes an OpenAI Chat Model (GPT-4) via an AI Agent to qualify the demo request based on predefined criteria.
  4. Logs Qualification Results: Records the details of the Calendly request and the AI qualification outcome into a Google Sheet for auditing and analysis.
  5. Routes Qualified Leads: Based on the AI's qualification, it uses a Switch node to determine if the lead is qualified or not.
  6. Initiates Sales Outreach (Qualified Leads): If the lead is qualified, it makes an HTTP request to Saleshandy to add the contact to a specific sales sequence.
  7. Logs Saleshandy Enrollment: Records the successful enrollment of the qualified lead into Saleshandy in the Google Sheet.
  8. Handles Unqualified Leads: If the lead is not qualified, it logs this outcome in the Google Sheet, potentially for future review or alternative follow-up.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Calendly Account: Configured to send webhooks to your n8n workflow.
  • OpenAI API Key: For the OpenAI Chat Model (GPT-4) to perform lead qualification.
  • Google Sheets Account: With a designated spreadsheet for logging Calendly requests and qualification results.
  • Saleshandy Account: With API access and pre-configured sequences for qualified leads.
  • HTTP Request Node Credentials: For Saleshandy API authentication (e.g., API Key in headers or query parameters).

Setup/Usage

  1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Calendly Webhook:
    • In the "Webhook" node (ID: 47), copy the "Webhook URL".
    • Go to your Calendly account settings, find the "Webhooks" section, and add a new webhook.
    • Paste the n8n Webhook URL and configure it to trigger on "Invitee Created" events.
  3. Configure Credentials:
    • OpenAI Chat Model (ID: 1153): Set up an OpenAI credential with your API key.
    • Google Sheets (ID: 18): Set up a Google Sheets credential (OAuth2 recommended) and specify the Spreadsheet ID and Sheet Name where you want to log data.
    • HTTP Request (ID: 19): Configure the HTTP Request node for Saleshandy. This will likely involve:
      • Setting the URL to your Saleshandy API endpoint for adding contacts to sequences.
      • Setting the Method (e.g., POST).
      • Adding Headers for API authentication (e.g., Authorization: Bearer YOUR_SALESHANDY_API_KEY).
      • Configuring the Body of the request to include the necessary contact details and sequence ID, mapping data from previous nodes.
  4. Customize AI Agent Logic (ID: 1119): Review and adjust the prompt in the "AI Agent" node to fine-tune your lead qualification criteria.
  5. Customize Data Mapping (ID: 38 & 834):
    • The "Edit Fields" (Set) node (ID: 38) and "Code" node (ID: 834) are used for data transformation. Adjust these nodes if your Calendly event data structure or Saleshandy API requirements differ.
  6. Activate the Workflow: Once all configurations are complete, activate the workflow in n8n.

Now, every time a new demo request is made through Calendly, this workflow will automatically qualify it, log the details, and route it to the appropriate sales sequence in Saleshandy if deemed qualified.

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