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Back to Auto-follow-up for canceled Calendly meetings with GPT-4, Loom & Asana

Set Up: Auto-follow-up for canceled Calendly meetings with GPT-4, Loom & Asana

When a Calendly meeting is canceled, this workflow automatically generates a personalized follow-up email using GPT-4, includes a custom video link, and sends it via Gmail. It also creates an Asana task to track the missed opportunity and ensure proper follow-up.

What This Automation Does
1

Detect canceled Calendly meetings

Calendly webhook triggers the workflow automatically when a scheduled meeting is canceled or when someone no-shows.

2

Extract meeting details

System extracts relevant information about the canceled meeting including attendee details, meeting time, and cancellation reason.

3

Generate personalized follow-up email

GPT-4 creates a friendly, contextual follow-up message based on the specific meeting details and cancellation circumstances.

4

Add personalized video link

Workflow incorporates a pre-configured Loom video link to provide additional value and maintain personal connection with the prospect.

5

Send automated follow-up email

Gmail automatically sends the AI-generated follow-up message with the video link to the prospect who canceled the meeting.

6

Create Asana tracking task

System creates an Asana task for the sales team to track the missed opportunity and plan additional manual follow-up if needed.

Prerequisites

  • Calendly account with webhook access
  • OpenAI API key for GPT-4
  • Gmail account with OAuth credentials
  • Asana account with project access
  • Pre-recorded Loom video for follow-ups

Services Used

Open AiGmailAsana

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