Step 2: Connect Google Calendar

Authorize Google Calendar for all calendar operations used to check availability, list events, and create bookings.

1. Open Query Calendar Slot and select the calendar to query. Credential Required: Connect your googleCalendarOAuth2Api credentials.
2. Open Lookup Future Events and select the calendar. Credential Required: Connect your googleCalendarOAuth2Api credentials.
3. Open Create Calendar Booking and select the calendar. Credential Required: Connect your googleCalendarOAuth2Api credentials.

Execution Flow: Route by Data Presence → Query Calendar Slot → Slot Availability Check determines if the requested time is available before proceeding.

Step 3: Set Up Input Mapping and Conditional Routing

Normalize incoming request fields and route to availability checks or booking creation based on required data.

1. In Map Input Fields, add assignments for each input value. Examples: set fullName to {{ $json.body.fullName }}, email to {{ $json.body.email }}, phone to {{ $json.body.phone }}, location to {{ $json.body.location }}, appointmentType to {{ $json.body.appointmentType }}, and date to {{ $json.body.date }} {{ $json.body.time }}.
2. In Route by Data Presence, confirm the OR conditions check for missing values with {{ $json.fullName }} and {{ $json.email }} to route requests appropriately.
3. Ensure the flow connection is Incoming Webhook Trigger → Map Input Fields → Route by Data Presence.

⚠️ Common Pitfall: The Map Input Fields node contains duplicate assignments for appointmentType and location; make sure they match your incoming payload to avoid unexpected overwrites.

Step 4: Configure Availability Checks and Open Slot Discovery

Check a specific slot and, if needed, compute alternative open times over the next 30 days.

1. In Query Calendar Slot, set timeMin to {{ DateTime.fromFormat($('Map Input Fields').item.json.date, 'yyyy-MM-dd HH:mm').toISO({ suppressMilliseconds: true }) }} and timeMax to {{ DateTime.fromFormat($('Map Input Fields').item.json.date, 'yyyy-MM-dd HH:mm').plus({ minutes: 30 }).toISO({ suppressMilliseconds: true }) }}.
2. In Slot Availability Check, keep the condition {{ $json.available }} set to true to branch on availability.
3. In Return Availability Reply, set Respond With to text and Response Body to =Thank you for waiting! This time is available.
4. In Lookup Future Events, set Operation to getAll, Return All to true, timeMin to {{ $('Incoming Webhook Trigger').item.json.body.date }}, and timeMax to {{ DateTime.fromISO($('Incoming Webhook Trigger').item.json.body.date).plus({ days: 30 }).toISODate() }}.
5. In Compute Open Slots, keep the provided JavaScript Code to calculate 30 days of open 30-minute slots between 7:00 and 17:00 with a fixed +02:00 offset.
6. In Collect Open Times, aggregate the field available for output, then return the response via Return Unavailable Notice with Response Body set to =Sorry, this time slot is unavailable right now. You may have another time in your mind?.

Step 5: Configure Booking Creation and Confirmation Email

Create the appointment in Google Calendar and send a confirmation email to the patient, then reply to the webhook.

1. In Create Calendar Booking, set Start to {{ DateTime.fromFormat($('Map Input Fields').item.json.date, 'yyyy-MM-dd HH:mm').toISO({ suppressMilliseconds: true }) }} and End to {{ DateTime.fromFormat($('Map Input Fields').item.json.date, 'yyyy-MM-dd HH:mm').plus({ minutes: 30 }).toISO({ suppressMilliseconds: true }) }}.
2. Configure Additional Fields in Create Calendar Booking with Summary set to {{ $json.fullName }}, {{ $('Incoming Webhook Trigger').item.json.body.appointmentType }}, Location set to {{ $('Incoming Webhook Trigger').item.json.body.location }}, Attendees to {{ $('Incoming Webhook Trigger').item.json.body.email }}, and Description to {{ $json.fullName }} {{ $('Incoming Webhook Trigger').item.json.query.request }}.
3. Open Dispatch Confirmation Email and connect Gmail. Credential Required: Connect your gmailOAuth2 credentials.
4. In Dispatch Confirmation Email, keep the Subject and Message expressions so the date and appointment details render dynamically from {{ $('Map Input Fields').item.json.date }} and {{ $('Map Input Fields').item.json.appointmentType }}.
5. Set Return Booking Reply to respond with =Thank you. The appointment is scheduled on {{ ... }} to confirm the booking back to the caller.

Step 6: Test and Activate Your Workflow

Validate both availability and booking flows before enabling automation.

1. Click Execute Workflow and send a POST request to the Incoming Webhook Trigger URL with a sample body containing fullName, email, phone, location, appointmentType, date, and time.
2. Confirm the availability path returns Return Availability Reply when a slot is free, and the open-slot path returns Return Unavailable Notice when it is not.
3. For a booking, verify that Create Calendar Booking creates an event, Dispatch Confirmation Email sends the email, and Return Booking Reply returns the confirmation response.
4. Toggle the workflow to Active when tests pass so it can accept live booking requests.