What happens when you book
Diagram of the What happens when you book system: 6 steps
Steps
- Booking form: You pick a slot and tell us what you want to automate.
- Calendar event: The call lands in both calendars with a video link.
- Notification to our team: We hear about the booking within a minute.
- CRM record: Your name, company and topic are saved in one place.
- Prepared briefing: A short summary of your topic and company is drafted for us.
- Read before the call: We read the summary before the call, so it starts with your question.
One booking triggers 5 steps, and a briefing is ready before the call
The problem
This one is ours. A discovery call is only worth its 30 minutes if it starts on the visitor's problem. Without a system, every booking meant the same hand work: copy the details from the calendar invite, create the contact in the CRM, ask by email what the call is about, read the answer five minutes before, and forget half of it. At perhaps 15 minutes per booking that is small, but it is exactly the kind of small thing that gets skipped on a busy day, and then the call starts with introductions instead of the work. We also wanted the first Deployed system on this site to be one you can test yourself.
The system
The booking form on this site is a Google Calendar appointment page, loaded only after you click. It carries one text field: what you want automated or built. When you book, Google creates the calendar event for both sides. An n8n workflow picks up the new event, posts a notification to our team in Slack, and creates or updates the contact and a deal in HubSpot with what you wrote. Then Claude reads your text and writes a short briefing: what the work probably involves, which tools it likely touches, which questions to ask first. The briefing is attached to the CRM record and posted to Slack the evening before the call.
What it does now
Every booking runs the same five steps in under 2 minutes of machine time, with none of them done by hand. Our team gets one Slack message per booking and one briefing per call. If a step fails, n8n retries and then posts the error to the same channel, so a broken workflow cannot silently drop a booking. You can check the whole thing: book a slot and watch the confirmation arrive.
Where AI checks and where it decides
| Step | Who decides |
|---|---|
| What goes into the briefing: the likely tools, the open questions, the order to ask them | AI decides |
| Whether to keep, move or decline the call, and everything that is said on it | A person decides |