Emailed meeting brief with audio for each Cal.com booking

Emailed meeting brief with audio for each Cal.com booking

An n8n workflow for people who take meetings through Cal.com. When someone books, OpenAI models read the booking notes,
search the web for the person and their company, and write a short brief for you. The brief reaches your inbox through
Gmail as an HTML email with a spoken MP3 version attached.

What is inside

• workflow.json: the workflow as n8n exports it, 19 nodes, one of them a sticky note that titles the canvas. It holds no
  credential.
• README.md: these notes.

What we changed from the original copy

• Gmail had no recipient, so the send step would have failed. Its To field now reads YOUR_EMAIL.
• Two models in the file are retired. OpenAI's deprecations page, read on 3 November 2026, lists o3-mini and o4-mini as
  shut down on 23 October 2026, so requests to them fail. Meeting Goal Analysis and Meeting Prep Report Generator now
  use gpt-5.6-sol, and Meeting Brief Email Formatter uses gpt-5.6-terra, the replacements that page names.
• The prompts of AI Agent and AI Agent3 had lost their backslashes, so their \n line breaks had turned into a stray
  letter n. They are back as the original copy wrote them.

Before you start

• An n8n instance, on n8n Cloud or your own server.
• A Cal.com account and an API key from its settings.
• An OpenAI API key that can use gpt-5.6-sol, gpt-5.6-terra, gpt-5-search-api and tts-1.
• A Gmail account to send the brief from.
• A booking question in your Cal.com event type whose identifier is Company-Name. The workflow reads the company from
  it.

Set it up

1. In n8n, create a workflow, open its menu and choose Import from File. Pick workflow.json.
2. Add a Cal.com credential with your API key and select it in Cal.com Trigger.
3. Add an OpenAI credential and select it in Meeting Goal Analysis, Meeting Prep Report Generator,
   Meeting Brief Email Formatter, Generate Audio Briefing, OpenAI Chat Model and OpenAI Chat Model1.
4. Add a Gmail OAuth2 credential, select it in Gmail and replace YOUR_EMAIL with the address that should get the
   briefs.
5. In Cal.com, open the event type, add a short-text booking question and set its identifier to Company-Name. The
   booking form's Additional notes field is the other answer the workflow reads.
6. Save and publish the workflow. n8n then registers its webhook with Cal.com for new bookings.
7. Book a test meeting with yourself and watch the run under Executions.

How a run goes

1. Cal.com Trigger fires on BOOKING_CREATED. Extract Booking Details keeps the first attendee's name and email,
   the Company-Name answer and the notes.
2. The booking then goes down three branches. Meeting Goal Analysis reads the notes and suggests the booker's goals and questions to
   ask. AI Agent asks gpt-5-search-api about the person, and AI Agent3 asks it about the company.
3. Combine Research Results and Consolidate Research Data gather the three answers into one item.
4. Meeting Prep Report Generator writes one brief meant to be heard, under 1,500 characters by its prompt, with a few
   questions you could ask.
5. Generate Audio Briefing reads the brief aloud with OpenAI's text-to-speech, and Prepare Audio Attachment passes the
   MP3 on. Meeting Brief Email Formatter turns the same brief into bullet points in HTML.
6. Assemble Email Package lines up the booking, the HTML and the audio, and Gmail sends them to YOUR_EMAIL. The
   subject is Meeting Prep - followed by the attendee's name.

Change the look

• What you are told: the prompts of Meeting Goal Analysis and Meeting Prep Report Generator. The first describes
  your business as an AI agency, so rewrite that line for yours.
• What the research covers: the prompt texts of AI Agent (the person) and AI Agent3 (the company).
• The email: the prompt of Meeting Brief Email Formatter, and the subject in Gmail.
• The voice: Generate Audio Briefing uses the node's defaults, tts-1 and the voice alloy, as MP3. Pick another
  voice there, or delete it and Prepare Audio Attachment if you want text only.

Good to know

• Every booking on the Cal.com account starts a run, on all event types, unless you limit the trigger to one event type
  under its options.
• A booking with no Company-Name answer, or no notes, can stop the run at Extract Booking Details. Both expressions
  read .value, so make the company question required.
• Gmail adds n8n's "sent automatically" line to the end of each email. Turn off Append n8n Attribution in its options to
  drop it.
• OpenAI's deprecations page lists tts-1 for removal on 6 January 2027 and names gpt-realtime-2.1-mini as its
  replacement. Until then the audio step runs as it is. After that, it needs another speech model or service.
• Costs: OpenAI bills at least five model calls and one speech file for each booking. The two gpt-5.6-sol calls cost
  the most, at $4 per million input tokens and $20 per million output tokens on OpenAI's pricing page in early November 2026.
• Your data: the attendee's name, email, company and notes go to OpenAI, and the search model looks them up on the web.
  Check the privacy rules where you and your clients are before you research people this way.
• Credentials: the JSON holds none, and nothing from its author's accounts.