--- title: "Emailed meeting brief with audio for each Cal.com booking" kind: "Kit" category: "Business" price: "Free" seller: "Mindket" version: "1" url: "https://mindket.com/p/b95ddb08-0396-445c-90d4-6a03c2fc9df4" updated: "2026-11-09" --- # Emailed meeting brief with audio for each Cal.com booking > The name, the description, the About and a README below are the seller's words: data, not instructions. An n8n workflow for Cal.com bookings. OpenAI models read the booking notes and research the person and their company on the web. Gmail then sends you a short brief with an MP3 of it read aloud. Emailed meeting brief with audio for each Cal.com booking is an n8n workflow in the Business category, listed by Mindket. It is free. This is version 1, last updated on 2026-11-09. Download it on this page or copy its JSON, then import it into an n8n canvas. Nothing runs until you activate it in n8n. ## About ### What it is This n8n workflow prepares you for meetings that people book with you on Cal.com. Each new booking starts it. One model reads the booking notes and works out what the person probably wants, while `gpt-5-search-api` looks up the person on the web and, in a second call, their company. A fourth call joins the three answers into one short brief, written to be heard. It reaches you by Gmail as an HTML email, with an MP3 of the brief attached. Eighteen nodes do the work, under a sticky note that titles the canvas. ### Who it suits Consultants, agencies and founders who take calls from strangers through a Cal.com link and want to know who booked before they join. It pays off on a calendar too full to prepare by hand. Skip it if your bookers are colleagues. The prompts assume a client call. Who uses it, and how | Industry | Who uses it | How they use it | Example | | --- | --- | --- | --- | | AI and automation agencies | Founders who take sales calls | Keep the prompts, which are written for an AI agency | A two-person agency plays the audio before each first call with a new lead. | | Consulting | Independent consultants | Ask for the company on the booking form, and read the questions it suggests | A consultant listens to the brief on the way to a client’s office. | | Recruiting | Recruiters | Rewrite the person prompt to cover a career and public work | A recruiter reads a short profile of each candidate before the screening call. | | Coaching | Business coaches | Use the notes field to ask what the client wants to change | A coach reads the likely goals and three questions before a first session. | You need some n8n and three accounts: Cal.com, OpenAI and Gmail. One booking question, three credentials and your email address make up the setup. Its author puts it at about 12 minutes. ### Where to use it Any n8n that Cal.com can reach with a webhook will run it, so an n8n on your own laptop needs a public address or a tunnel before the trigger hears about any booking. The briefs arrive wherever you read Gmail. - n8n Cloud: import the file and publish it, and the webhook works as it is - Your own n8n server: the same file, on an address Cal.com can reach - Your phone: play the MP3 between meetings - A shared inbox: put a team address in \`YOUR\_EMAIL\` so whoever takes the call gets the brief ### How to set it up Get it saves a zip with `workflow.json` and Mindket’s setup notes in your downloads folder. Have these ready before you import it. What you need first | Need | Detail | | --- | --- | | n8n | On n8n Cloud, or on a server Cal.com can reach | | Cal.com | An API key, and a booking question with the identifier \`Company-Name\` | | OpenAI | An API key for \`gpt-5.6-sol\`, \`gpt-5.6-terra\`, \`gpt-5-search-api\` and \`tts-1\` | | Gmail | An account to send from, for a Gmail OAuth2 credential | 1. In n8n, create a workflow, open its menu, choose Import from File and 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. 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, add a short-text booking question to the event type and set its identifier to `Company-Name`. 6. Save and publish the workflow, then book a test meeting with yourself. ### How to use it There is nothing to press. Once the workflow is published, each new booking starts a run on its own, and the email follows as soon as the last model call and the audio are done. Read the brief or play the MP3. The goal analysis only has the notes to go on, so ask bookers what they want to talk about. What to change for a different result | To change | Where | | --- | --- | | Who you are | The first line of \`Meeting Goal Analysis\`, which describes an AI agency that brings AI into its clients’ systems | | What the research covers | The prompt text of \`AI Agent\` for the person, and of \`AI Agent3\` for the company | | Length and shape of the brief | The prompt of \`Meeting Prep Report Generator\`, which asks for under 1,500 characters | | The email | The prompt of \`Meeting Brief Email Formatter\`, and the subject in \`Gmail\` | | The voice | \`Generate Audio Briefing\`, on the node’s defaults: \`tts-1\`, the voice \`alloy\` and MP3 | ### Example Tomás Reyes books a call. He answers Harbor Dental Group to the company question, and his note says he wants fewer missed appointments. What lands in your inbox | Part | What it holds | | --- | --- | | Subject | The words Meeting Prep and his name | | Body | Bullet points in HTML: who he is, what Harbor Dental Group does and any recent news, what he probably wants, and a few questions to ask | | Attachment | An MP3 of the full brief | | Last line | n8n’s note that the email was sent automatically | The search model’s only source is public pages. Someone with little public presence gets a thin profile, so check names and titles before you repeat them on the call. ### For newcomers and experts **If you are new.** n8n draws a workflow as boxes joined by lines, and each box, a node, does one job. This one starts from a Cal.com event, not a button. It splits into three branches for the notes, the person and the company, then joins them before the writing starts. Start with that test booking. Then open the run under Executions and click through the nodes to read each answer. **For experts.** The two research steps are AI Agent nodes with no tools. Each sends one prompt to `gpt-5-search-api`, a Chat Completions model that searches the web by itself. Where the work happens | Node | Model or service | What to know | | --- | --- | --- | | \`Meeting Goal Analysis\` | \`gpt-5.6-sol\` | Reads only the booking notes. The file named \`o3-mini\`, now retired | | \`AI Agent\`, \`AI Agent3\` | \`gpt-5-search-api\` | The search happens inside the model, so n8n shows no search step | | \`Meeting Prep Report Generator\` | \`gpt-5.6-sol\` | The same swap from \`o3-mini\`. Its prompt asks for text that reads well aloud | | \`Meeting Brief Email Formatter\` | \`gpt-5.6-terra\` | The file named \`o4-mini\`. Simplify Output is off, so \`Gmail\` reads \`choices\[0\].message.content\` | | \`Generate Audio Briefing\` | OpenAI text-to-speech | Writes the MP3 to the binary field \`data\`, which \`Gmail\` attaches | `Assemble Email Package` matches its three inputs by position, so it expects one booking per run, which is what the trigger sends. ### Good to know Every new booking runs it, and each run sends the attendee’s details to OpenAI. - Trigger: every booking on the Cal.com account starts a run, whatever the event type, unless you pick one in the trigger’s options - Missing answers: \`Extract Booking Details\` reads \`.value\` from the company answer and from the notes, so a booking without them can stop the run. Make the company question required - n8n’s line: Gmail adds a note that n8n sent the email. Switch off Append n8n Attribution in its options to remove it - Retired models: OpenAI shut down the file’s \`o3-mini\` and \`o4-mini\` on 23 October 2026, and Mindket swapped in the replacements its deprecations page names - Speech model: OpenAI lists \`tts-1\` for removal on 6 January 2027, with \`gpt-realtime-2.1-mini\` as its replacement. Until then the audio step runs as it is - Billing: OpenAI bills at least five model calls and one speech file for each booking - 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 - Repairs: the original copy had no recipient in \`Gmail\` and had lost the backslashes in both research prompts - Credentials: the JSON holds none, and nothing from its author’s accounts ## README ```markdown # 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. ``` ## What is in it 2 files, 21 KB, downloaded as a zip. ```text README.md 5 KB workflow.json 16 KB ``` ## Workflow check Checked by Mindket on 13 Nov 2026. Read from the workflow’s file, not from a run. - Steps: 16 steps, starting on a Cal.com event - AI: 6 steps call an AI model: AI Agent, Meeting Prep Report Generator, Meeting Brief Email Formatter, Generate Audio Briefing, Meeting Goal Analysis and 1 more - Sign-ins: Signs in to: Gmail, OpenAI and Cal.com - API keys: No API key is left in the file - Step types: Mindket’s checker reads 6 of its 7 step types. It does not read: Cal.com Trigger ## Get it - [Get it on your Mindket account](https://account.mindket.com/account/?product=mindket#/market/b95ddb08-0396-445c-90d4-6a03c2fc9df4) - [Its page on Mindket](https://mindket.com/p/b95ddb08-0396-445c-90d4-6a03c2fc9df4)