Xchange Bridge books info sessions with candidates through TidyCal, talks to them on WhatsApp through Kommo, and keeps their marketing contacts in HubSpot. Reminders were sent by hand, and the three tools didn't know about each other.
I built an n8n workflow that ties them together and sends every reminder automatically.
Workflow overview
How it works
Daily check. A scheduled trigger pulls the day's bookings from TidyCal and processes them one by one.
No duplicates. It looks up each person in HubSpot and skips anyone who already got their reminder.
Kommo in sync. It finds the contact in Kommo by phone, or creates it, and makes sure there's a lead linked to it.
WhatsApp reminder. It writes the session time on the Kommo contact and launches a Salesbot that sends an approved WhatsApp template.
HubSpot updated. It marks the reminder as sent in HubSpot, or creates the contact if it didn't exist.
Error alerts. If anything fails, an error workflow emails the team right away.
Full n8n workflow
Why n8n
Most of the logic runs on direct API calls to TidyCal, Kommo and HubSpot. n8n gave full control over each request, the branching and the error handling, without the limits of prebuilt modules.
Result
Every person who books an info session gets a reminder on WhatsApp, the sales team sees it in Kommo, and marketing has the same data in HubSpot, with nobody copying anything by hand.
