## Introduction
Soliciting qualitative feedback from power users is critical for product teams aiming to refine and enhance their offerings. However, scheduling feedback interviews can be a time-consuming and error-prone task, especially when dealing with multiple users across different time zones. Automating this scheduling process not only reduces administrative overhead but ensures a seamless and professional user experience, increasing the likelihood of participation.
This tutorial illustrates how to design a robust automation workflow using n8n to schedule feedback interviews with power users efficiently. The workflow integrates tools like Intercom (for user identification and messaging), Google Calendar (for booking slots), and Gmail (for notifications). It is tailored for product teams who want to streamline outreach and scheduling at scale.
—
## Tools and Services Integrated
– **n8n:** Open-source workflow automation tool.
– **Intercom:** To identify and message power users.
– **Google Calendar:** To manage available time slots and schedule interviews.
– **Gmail:** To send confirmation and reminder emails.
## Use Case Overview
The workflow triggers when a user qualifies as a “power user” in Intercom, automatically sends them a personalized invite to schedule a feedback interview via Google Calendar, and handles confirmations and reminders with Gmail. This saves product teams hours otherwise spent manually reaching out, coordinating schedules, and sending follow-ups.
—
## Step-by-Step Technical Tutorial
### Step 1: Define Trigger – Detect Eligible Power Users from Intercom
– **Node:** Intercom Trigger
– Configure the Intercom trigger node to watch for user events, such as “User tagged” or “Segment added”, which identify power users.
– Use filters to target only users categorized under the “Power User” segment.
### Step 2: Check Interview Availability
– **Node:** Google Calendar – Get Events
– Define a calendar with dedicated blocks for interview availability.
– Use this node to fetch available time slots by checking existing booked events.
– Implement logic to determine open slots (e.g., 30-minute gaps).
### Step 3: Send Scheduling Link to User
– **Node:** Email (Gmail) or Intercom Message
– Generate a unique scheduling link based on available slots.
– Optionally, integrate with a scheduling tool such as Calendly (via API) or create a custom landing page.
– Use Intercom’s Direct Message or Gmail node to send the scheduling invite with the personalized link.
### Step 4: Receive Scheduling Confirmation
– This step assumes integration with Calendly or custom booking form.
– **Node:** Webhook Trigger
– Set up an n8n webhook to capture booking confirmations.
– Alternatively, configure a Calendly node to poll for new bookings.
### Step 5: Create Google Calendar Event
– **Node:** Google Calendar – Create Event
– When a booking is confirmed, create the interview event with the user’s email and chosen time slot.
– Include interview details and video conference links if applicable.
### Step 6: Send Confirmation Email
– **Node:** Gmail – Send Email
– Send a confirmation email summarizing the scheduled meeting time and expectations.
– Include calendar .ics attachment for easy calendar import.
### Step 7: Schedule Reminders
– **Node:** Delay + Gmail
– Schedule reminder emails 24 hours and 1 hour before the interview using delay nodes.
– Personalize the messages to encourage attendance.
—
## Detailed Node Configuration
– **Intercom Trigger:** Choose the “User Changed” event or segment addition, including a filter for “Power Users.” Ensure API credentials and webhook subscriptions are properly set.
– **Google Calendar – Get Events:** Set the time range dynamically (e.g., next 7 days). Use expression fields in n8n to calculate dates.
– **Gmail Node:** Use OAuth2 credentials for Gmail API access. Construct templated emails using markdown syntax and data from preceding nodes.
– **Webhook Node:** Expose a secure public endpoint to capture booking data. Validate payloads and parse scheduled time and user details.
—
## Common Pitfalls and Tips
– **Timezone Handling:** Ensure all date/time manipulations account for users’ timezones using the n8n timezone utilities to prevent scheduling conflicts.
– **API Rate Limits:** Monitor Intercom and Google API limits; implement error handling nodes and retry logic.
– **Data Privacy:** Securely store user data; use encrypted credentials in n8n.
– **Handling No-Shows:** Add optional follow-up workflows triggered by missed interview status.
—
## Scaling and Adaptation
– To scale, extend the workflow to handle multiple product teams by configuring dynamic calendar selections.
– Integrate with CRM systems (e.g., HubSpot) to sync feedback status.
– Automate post-interview surveys by appending survey links in confirmation or reminder emails.
– Customize communication channels beyond Gmail and Intercom, including Slack or SMS gateways, leveraging n8n’s flexible node ecosystem.
—
## Summary
Automating the scheduling of feedback interviews with power users using n8n can significantly increase efficiency and user engagement. By integrating Intercom, Google Calendar, and Gmail, product teams can automate invites, streamline bookings, and send timely reminders—all while maintaining a personalized user experience. With careful attention to timezone management, API reliability, and data privacy, this workflow can be scaled to handle diverse teams and user segments.
—
## Bonus Tip
For an even smoother experience, consider linking the workflow with a real-time scheduling tool like Calendly or Microsoft Bookings. n8n’s webhook and API integration capabilities allow you to capture booking events and automate user onboarding and feedback analytics, creating an end-to-end feedback collection pipeline.