Step 2: Connect Google Sheets for Booking and Cancellation Logs

The workflow appends structured booking and cancellation data to two different sheets.

1. Open Append to Bookings Sheet and set Operation to append.
2. Set Document to your spreadsheet (replace the placeholder [YOUR_ID]).
3. Set Sheet Name to Bookings.
4. Credential Required: Connect your googleSheetsOAuth2Api credentials.
5. Open Append to Cancellations Sheet and set Operation to append.
6. Set Document to the same spreadsheet (replace [YOUR_ID]), and set Sheet Name to Cancellations.
7. Credential Required: Connect your googleSheetsOAuth2Api credentials.

Step 3: Set Up Booking Processing and Urgency Logic

This branch maps booking data, evaluates urgency, and tags the record before logging it.

1. In Route Event Category, confirm the booking rule checks ={{ $json.event }} equals invitee.created.
2. In Map Booking Details, set key fields like event_id to ={{ $json.payload.uri.split('/').pop() }} and invitee_email to ={{ $json.payload.email }}.
3. Ensure formatted_date uses ={{ new Date($json.payload.scheduled_event.start_time).toLocaleDateString('en-US', { weekday: 'long', year: 'numeric', month: 'long', day: 'numeric', timeZone: $json.payload.timezone }) }}.
4. Ensure formatted_time uses ={{ new Date($json.payload.scheduled_event.start_time).toLocaleTimeString('en-US', { hour: '2-digit', minute: '2-digit', timeZone: $json.payload.timezone }) }}.
5. In Assess Booking Urgency, keep the OR condition where ={{ $json.is_same_day }} equals true or ={{ $json.days_until_event }} is less than or equal to 1.
6. In Flag Urgent Booking, verify urgency_label is 🚨 URGENT and is_urgent is true.
7. In Flag Standard Booking, verify urgency_label is 📅 Scheduled and is_urgent is false.
8. Confirm Flag Urgent Booking and Flag Standard Booking both connect into Combine Booking Streams.

Step 4: Configure Cancellation Routing and Slack Notifications

This branch maps cancellations, categorizes them, logs them to Sheets, and posts messages to Slack.

1. In Route Event Category, confirm the cancellation rule checks ={{ $json.event }} equals invitee.canceled.
2. In Map Cancellation Details, map fields such as cancellation_reason to ={{ $json.payload.cancellation?.reason || 'No reason provided' }} and is_last_minute to ={{ Math.round((new Date($json.payload.scheduled_event.start_time) - new Date()) / (1000 * 60 * 60)) < 24 && new Date($json.payload.scheduled_event.start_time) > new Date() }}.
3. In Route Cancellation Type, keep the boolean checks for ={{ $json.is_last_minute }} and ={{ $json.was_upcoming }}.
4. Verify the three tagging nodes set labels correctly: Tag Last-Minute Cancel uses 🚨 LAST MINUTE, Tag Standard Cancel uses ❌ Cancelled, and Tag Past Event Cancel uses 📋 Past Event Cancelled.
5. Confirm the three tagging nodes connect into Combine Cancellation Paths, which then connects to Append to Cancellations Sheet.
6. In Post Booking to Slack, set Text to the existing Slack template: ={{ $json.urgency_label }} *New Booking Confirmed* ... and choose your target channel.
7. Credential Required: Connect your slackApi credentials in Post Booking to Slack.
8. In Post Cancellation to Slack, set Text to ={{ $json.cancel_label }} *Meeting Cancelled* ... and choose your target channel.
9. Credential Required: Connect your slackApi credentials in Post Cancellation to Slack.

Step 5: Test and Activate Your Workflow

Validate the full execution flow from trigger to Sheets and Slack before enabling production use.

1. Click Execute Workflow and trigger a test booking and cancellation in Calendly.
2. Confirm Route Event Category sends bookings to Map Booking Details and cancellations to Map Cancellation Details.
3. Verify a new row is appended in Append to Bookings Sheet for bookings and in Append to Cancellations Sheet for cancellations.
4. Check Slack for messages from Post Booking to Slack and Post Cancellation to Slack with the correct labels.
5. When satisfied, toggle the workflow to Active for ongoing automation.