Auto-book demo calls from Fillout form submissions

By General Input

When someone requests a demo through your Fillout form, an agent books the meeting, sends the confirmation email, and briefs your team in Slack.

Integrations

  • Fillout
  • Google Calendar
  • Gmail
  • Slack

Type

Agentic Task

Categories

  • Sales
  • Operations

Build me an agent workflow that handles the entire scheduling handoff whenever someone submits my Fillout demo request ("book a call") form.

Trigger: an incoming webhook from Fillout, fired when a new submission arrives on my demo request form. Use Fillout's native outgoing webhook. If the webhook payload doesn't include the full submission fields, use Fillout's Get Submission by ID to fetch the complete submission from the id on the payload.

From the submission, pull the requester's name, email, company, the meeting topic they wrote in, any links they shared, and the preferred time slots they selected.

Then, in order:

1. Use Google Calendar's List Events on my primary calendar to check for conflicts across every preferred slot the requester picked. Pick the earliest slot that is actually free.

2. If a free slot exists, use Google Calendar's Create Event to book a 30 minute meeting at that time. Include the requester on the invite, add a Google Meet conference link, put the meeting topic in the event title, and put the requester's name, company, topic, and any links they shared in the event description.

3. Use Gmail's Send a Message to email the requester a warm, personalized confirmation from me. The email should greet them by first name, thank them for booking, name the topic they wrote in, restate the booked date, time, and time zone, and include the Google Meet link. Keep it short and human, not templated.

4. Use Slack's Send a Message to post a short briefing to our sales / ops channel (I'll pick the channel at setup). The Slack note should include the requester's name, company, the topic they want to discuss, any links they provided, the booked date and time, and a link to the calendar event so whoever is taking the call has context before it starts.

Fallback: if none of the requester's preferred slots are free, skip the Create Event step. Instead, use Gmail's Send a Message to send them a polite note that says none of the times they picked are open and asks them to pick a new one (offer 2-3 nearby suggestions from my calendar if it's easy). Then still use Slack's Send a Message to post to the same channel with a note that this request is stuck waiting on a new time, so the team knows about it.

Make the email and Slack copy sound like a real person on our team wrote it. No em dashes.

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