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Back to Automate lead meeting scheduling with Zoho CRM, Google Calendar & Gemini AI

Set Up: Automate lead meeting scheduling with Zoho CRM, Google Calendar & Gemini AI

When a new lead is created in Zoho CRM, this automation detects their timezone, checks the sales rep's Google Calendar availability, and generates conflict-free meeting slots. If slots are available, it creates a Zoom meeting and sends a personalized AI-generated email invitation to the lead.

What This Automation Does
1

Trigger on new Zoho CRM lead

Webhook activates when a new lead is created in Zoho CRM and fetches complete lead and owner details.

2

Detect lead timezone

Analyzes the lead's country and state information to determine their local timezone for accurate scheduling.

3

Check sales rep calendar availability

Retrieves the assigned sales rep's Google Calendar events to identify available time slots within working hours.

4

Generate conflict-free meeting slots

Creates valid meeting times based on working hours, meeting duration, buffer times, and existing calendar conflicts.

5

Create Zoom meeting

If available slots exist, authenticates with Zoom and creates a meeting for the earliest suitable time slot.

6

Send AI-generated invitation email

Uses Gemini AI to create a personalized HTML email invitation and sends it to the lead via Gmail.

7

Update CRM with meeting details

Logs all meeting information in Zoho CRM for visibility, or sends fallback email if no slots are available.

Prerequisites

  • Zoho CRM account with OAuth2 access
  • Google Calendar with OAuth2 credentials
  • Gmail account with API access
  • Zoom account with OAuth authentication
  • Google Gemini API key
  • n8n instance (cloud or self-hosted)

Services Used

Zoho CRMGoogle CalendarHttp RequestGmailLm Chat Google Gemini

Services with alternatives — you can swap them in the next step.