Sync Calendly Bookings to Easy Redmine CRM with Comments and Sales Activities

Sync New Calendly Bookings to Esko CRM with Comment, Sales Activity, and Outlook Email

Intro/Overview
This automation workflow automatically syncs newly scheduled Calendly meetings into Easy Redmine CRM. When a meeting is booked via Calendly, it finds the associated lead in Easy Redmine CRM using the invitee’s email address and logs both a comment and a sales activity in the lead’s record.
In addition, the workflow sends an email in Microsoft Outlook, ensuring the account manager can check and knows about the meeting.

Ideal for sales teams and customer success managers, this workflow ensures your CRM and calendar stay updated with every new meeting—no manual entry required.

How it works

Calendly Trigger
Watches for invitee.created events (newly booked meetings)
Authenticates with Calendly via OAuth2

Get ID from email
Sends a GET request to Easy Redmine CRM to search for a lead using the invitee’s email
Extracts the lead ID, required for further CRM actions

Add Comment
Posts a comment to the lead’s record in Easy Redmine CRM
The comment includes:
Invitee’s full name
Scheduled date/time of the meeting
Meeting description

Sales Activity POST
Creates a new sales activity in Easy Redmine CRM under the same lead
Includes structured details:
Invitee’s name
Meeting date and time
Description of the meeting

Send an email
Sends a notification email in Microsoft Outlook
Maps the name, start time, and description using dynamic values from the Calendly booking
Ensures the account manager is informed about the scheduled meeting

How to Use

Import the workflow
Copy or download the JSON of this workflow
In your n8n editor, click Import Workflow and paste/upload the JSON

Set up credentials
Calendly API:
Use OAuth2 credentials
Ensure proper scopes for reading event data
Follow n8n’s setup guide: https://docs.n8n.io/integrations/builtin/credentials/calendly/
Easy Redmine CRM:
Add credentials using an API token or OAuth2, depending on your CRM setup
Microsoft Outlook:
Set up OAuth2 credentials and connect your Outlook email

Assign and configure nodes
Calendly Trigger:
Confirm it’s set to listen for invitee.created
Get ID from email:
Update the GET request URL to match your Easy Redmine CRM lead search endpoint
Ensure it uses the invitee’s email from the trigger
Add Comment & Sales Activity POST:
Use your Easy Redmine CRM’s correct endpoints
Map dynamic fields like lead ID, name, meeting time, and description
Send email notification:
Set up your preferred Outlook email
Map meeting details into email body (e.g. name, time, description)

Timezone and formatting
If needed, use a Code node to convert the meeting time if your CRM or Outlook expects a specific format or timezone

Test the workflow
Schedule a test meeting via Calendly using an email tied to an existing CRM lead
Check Easy Redmine CRM to confirm:
A comment was added
A sales activity was created under the correct lead
Check Outlook to confirm:
An email notification was received

Example Use Cases

Sales Enablement
Log every discovery or demo call automatically, helping reps track all activity in one place
Block time in calendars without double-booking risk

Customer Success
Keep onboarding and check-in meetings logged, improving visibility across the team
Ensure calendar events are created for every scheduled session

Lead Qualification
Identify engaged leads based on bookings and trigger follow-up sequences

Requirements
Calendly account with API access
Easy Redmine CRM user with API access
Microsoft Outlook account with email access

Customization (Optional)

Add Filters
Use IF or Switch nodes to handle only specific event types (e.g., demo calls vs intro calls)

Extend Comments
Include additional data from Calendly like meeting location or answers to custom questions