Booking-to-sales pipeline
Case study · Property-education company · Australia · Oct 2026 · live
They needed every booked call to actually happen.
Calendly bookings flow into the CRM and WhatsApp. Every booking, move, cancellation and no-show is handled on its own, with three timed reminders before each call.
Results
- 2 platforms integrated, n8n and the CRM
- 43 workflow nodes across 3 workflows
- 7 WhatsApp templates approved by Meta
How it works, step by step
- Booking: A lead books a free strategy call on Calendly
- Sync: Every 3 minutes new bookings come in; duplicates dropped, time zones fixed
- Sort: Booked, moved, cancelled or no-show: each takes its own path
- CRM stage: The lead moves to “call booked” in the CRM
- 1 day before: WhatsApp reminder of the call
- 10 hours before: Second WhatsApp reminder on the day
- 15 min before: WhatsApp with the link to join
- Hot or nurture: After the call, sales sees who is ready to buy
Delivered for this client
- Booked-call follow-up (Automation): Calendly to CRM to WhatsApp, live since October 2026
- Webinar funnel rebuild (Audit): Found why 29 of 35 sign-ups dropped off; designed and built the fix as a draft
- Unsubscribe review (Audit): Seven defects found in the opt-out flow, with a repair plan
- AI knowledge base (AI): A map of their whole CRM that AI agents can read and work from
Role and stack
Integration architect: design, build, testing and handover. Built with n8n, Calendly, All-in-one CRM, WhatsApp Business API.
Built by Usama Ali, a GTM & AI Automation Engineer who designs, builds and runs end-to-end systems for sales and operations. Get in touch.