Auto-book demo calls from Fillout form submissions
When someone requests a demo through your Fillout form, an agent books the meeting, sends the confirmation email, and briefs your team in Slack.
Fillout
Google Calendar
Gmail
SlackSalesOperationsMeeting WorkflowsLead EnrichmentEmail AutomationBuild 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.
Additional information
What does this prompt do?
- Watches your Fillout demo request form and kicks off the moment a new submission arrives.
- Checks your Google Calendar against the time slots the requester picked, then books the earliest one that is actually free with a Google Meet link.
- Sends the requester a warm, personalized confirmation email that names the topic they wrote in, the booked time, and the Meet link.
- Posts a short briefing to your sales or ops Slack channel with the company, what they want to discuss, and a link to the calendar event so whoever takes the call has context.
- If none of their preferred times work, skips the booking, emails them a polite ask to pick a new time, and still pings Slack so nothing falls through the cracks.
What do I need to use this?
- A Fillout account with a demo request or book-a-call form that collects name, email, company, topic, and preferred time slots.
- A Google account with access to the calendar you take demo calls on.
- A Gmail account you want the confirmation email to send from.
- A Slack workspace and a channel where your sales or ops team should get briefed.
How can I customize it?
- Point it at a different Slack channel, or route to different channels based on company size or region.
- Change the meeting length, invite additional teammates, or swap Google Meet for a different video link.
- Tweak the tone of the confirmation email and the internal briefing to match how your team writes.
- Adjust the fallback message so it offers a booking link or asks for specific new times.
Frequently asked questions
Does this work with any Fillout form?
What happens if none of the requester's preferred times are free?
Will the confirmation email include a video call link?
Can I send the internal briefing to a different Slack channel?
Do I need a paid Fillout plan?
Related templates
Stop babysitting your demo request inbox.
Connect Fillout, Google Calendar, Gmail, and Slack once, and every demo request books itself with the team briefed before the call.