Schedule appointments from a booking form with Google Calendar and Gmail Workflow Solution

Workflow overview

Why this workflow matters

Improves internal consulting operations and productivity. Relevant for managed services and support workflows.

How it works This workflow creates a complete appointment booking system — no external scheduling tools needed. It serves a styled HTML booking form via webhook, checks your Google Calendar for availability, and lets visitors pick an open 30-minute slot. On submission, it creates a calendar event, sends a confirmation email via Gmail, and shows a success page. A GET webhook serves the booking page, which reads your Google Calendar to show only open time slots for the next 30 days Visitors pick a date/time, fill in their name, email, and an optional message, then submit A POST webhook receives the form, calculates the end time, creates a Google Calendar event, and sends a styled HTML confirmation email with an "Add to Calendar" link The visitor sees a branded success page confirming their booking Set up steps Google Calendar OAuth2 — Connect your Google account with Calendar read/write access. Takes ~5 minutes if you already have OAuth credentials in Google Cloud Console. Gmail OAuth2 — Connect your Gmail account for sending confirmation emails. Can reuse the same Google OAuth app. Configure your availability — In the "Calculate Available Slots" node, adjust workingDays (default: Mon–Fri), startHour/endHour (default: 9 AM–2 PM), slotDuration (default: 30 min), and the timezone offset (default: +02:00 for EET). Activate the workflow — The booking form will be live at your AlekSystem instance's webhook URL: your-AlekSystem-url/webhook/booking Optional: Customize branding — Edit the HTML/CSS in the "Build HTML Form" and "Show Success Message" nodes to match your brand colors and copy.

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