Most agencies and consulting teams spend hours every week preparing for client meetings—searching Google, digging through emails, checking Calendly, setting up onboarding documents, drafting introductory messages, and organizing internal prep.
It’s repetitive, manual, and extremely time-consuming.
Our client, a consulting team scaling fast, needed a fully automated, AI-powered onboarding and meeting prep system that eliminates manual work and prepares their team for every client call—automatically.
AutomatePeak designed a complete orchestration workflow inside n8n involving Google Calendar, Calendly, Airtable, multiple OpenRouter-powered AI agents, email automation, research tools, and onboarding document generation.
What previously required 20–40 minutes per client now happens in under 10 seconds.
Below is exactly how we built this system.
The Challenge
The team wanted to automate the entire flow from the moment a new meeting is booked. This includes three distinct phases:
Before the Call
The system needed to gather company data, scrape the prospect’s website, summarize social presence, check the Calendly submission, prepare meeting questions, generate personalized notes, create an onboarding document, and send confirmation emails.
During Onboarding
The workflow had to prepare internal checklists, share documentation, create CRM entries, and move clients across onboarding stages.
After the Call
The automation needed to send follow-up notes automatically, log team notes, and trigger the next automation stage.
Manually, this was overwhelming and inconsistent. They needed a system that runs 100% on autopilot.
Our Solution: A Multi-Agent Meeting Prep and Onboarding Automation System
AutomatePeak built a multi-layer orchestration system inside n8n that combines text AI, research AI, email automation, file and document automation, Google integrations, and Calendly data extraction.
Every step is triggered the moment a meeting is booked.
Breakdown of the Full Automation System
The large workflow is divided into six interconnected sub-systems:
Prerequisites and Configuration Layer
The foundation includes all required integrations, API access, Google Calendar setup, Calendly configuration, Airtable structure, onboarding templates, and key instructions for the team. This layer ensures everything is reusable, scalable, and easy to maintain.
Google and Calendly Setup Block
The system detects new bookings, pulls in meeting metadata, extracts the Calendly form answers, retrieves guest details, and prepares all contextual information needed for the meeting. This forms the research packet for the AI.
Website and Company Research System
Once the meeting is detected, the automation fetches the company domain, scrapes the entire website, summarizes services, pricing, and positioning, analyzes homepage language, extracts value propositions, checks for team members, and gathers relevant online signals.
The result is a company briefing document generated by AI in seconds.
Multi-Agent AI Orchestration
This is where AutomatePeak’s architecture demonstrates its sophistication. We deployed several specialized AI roles:
The Research Agent summarizes company and market data.
The Insight Agent extracts pain points, opportunities, and possible solutions.
The Meeting Prep Agent creates hyper-personalized suggested questions, call scripts, talking points, key angles to focus on, and meeting objective summaries.
The Onboarding Agent drafts welcome emails, kickoff instructions, internal and external onboarding documents, and CRM-ready data.
Each agent works independently but shares context using a unified memory layer.
Document Automation and Email Automation
The workflow automatically creates onboarding documents, populates templates with AI-generated content, updates Airtable CRM, sends welcome emails, sends internal prep notes, attaches research packets to the team, and generates follow-up documents.
This eliminates 100% of admin work.
Final Workflow Execution Layer
The complete automated execution pipeline includes the Calendly trigger, AI research, website fetching, data enrichment, document generation, email sender, CRM update, and meeting prep output.
One click or one scheduling event triggers the entire process.
The Results
30–40 Minutes Saved Per Client Meeting
The team no longer prepares manually. What once consumed significant time before each call now happens instantly and automatically.
100% Professional, Consistent Onboarding Documents
Every client receives polished onboarding assets tailored to their specific business context, creating a premium first impression every time.
AI Research Provides Deeper Insights
Clients were amazed at how well-prepared the team appeared on calls. The depth of research and contextual understanding elevated the perceived professionalism of every interaction.
Full Automation of Email and Documents
No more copy-pasting, rewriting, or manually searching for information. The system handles all communication and documentation automatically.
A Scalable Onboarding Machine
Whether they book 10 meetings or 100, the system keeps up instantly. The automation scales effortlessly with business growth.
Client Feedback
“This changed everything. We come into every meeting fully prepared with deep insights about the client, and onboarding flows like a real enterprise company. AutomatePeak built us a system that feels like having an AI operations team working behind the scenes.”
Want AutomatePeak to Build This for Your Team?
We build automation systems that replace hours of manual work in agencies, consulting teams, real estate, education, restaurants, local businesses, SaaS, and e-commerce.
If you want AI research, automated onboarding, meeting prep automation, document generation, or internal workflow automation, AutomatePeak can build it.
Book a free automation audit and learn exactly what we can automate for you.