January 22, 2026

Google Calendar + Gmail confirmations, fewer no-shows

Lisa Granqvist Partner Workflow Automation Expert

Get a free AI assessment → ⬇️ Use template

No-shows usually don’t happen because people are rude. They happen because the booking process is messy, confirmation messages get missed, and nobody has a single, trustworthy record of what was actually booked.

Practice managers feel it first, but front-desk staff and small clinic owners get dragged into it too. This calendar email automation turns “Did you confirm that?” into a non-issue by booking in Google Calendar and sending Gmail confirmations automatically.

Below you’ll see how the workflow runs, what it fixes day-to-day, and the real outcomes you can expect once confirmations and logging stop being manual work.

How This Automation Works

See how this solves the problem:

n8n Workflow Template: Google Calendar + Gmail confirmations, fewer no-shows

Click to explore

flowchart LR

    subgraph sg0["Window Buffer Memory Flow"]
        direction LR
        n0@{ icon: "mdi:location-exit", form: "rounded", label: "Check Availability", pos: "b", h: 48 }
        n1["<div style='background:#f5f5f5;padding:10px;border-radius:8px;display:inline-block;border:1px solid #e0e0e0'><img src='https://flowpast.com/wp-content/uploads/n8n-workflow-icons/webhook.dark.svg' width='40' height='40' /></div><br/>Webhook"]
        n2["<div style='background:#f5f5f5;padding:10px;border-radius:8px;display:inline-block;border:1px solid #e0e0e0'><img src='https://flowpast.com/wp-content/uploads/n8n-workflow-icons/webhook.dark.svg' width='40' height='40' /></div><br/>Respond to Webhook"]
        n3@{ icon: "mdi:memory", form: "rounded", label: "Window Buffer Memory", pos: "b", h: 48 }
        n4@{ icon: "mdi:brain", form: "rounded", label: "OpenRouter Chat Model", pos: "b", h: 48 }
        n5@{ icon: "mdi:robot", form: "rounded", label: "AI Agent", pos: "b", h: 48 }
        n6["<div style='background:#f5f5f5;padding:10px;border-radius:8px;display:inline-block;border:1px solid #e0e0e0'><img src='https://flowpast.com/wp-content/uploads/n8n-workflow-icons/code.svg' width='40' height='40' /></div><br/>Code"]
        n7@{ icon: "mdi:swap-horizontal", form: "rounded", label: "If", pos: "b", h: 48 }
        n8@{ icon: "mdi:database", form: "rounded", label: "Append row in sheet", pos: "b", h: 48 }
        n9@{ icon: "mdi:message-outline", form: "rounded", label: "For Doctor", pos: "b", h: 48 }
        n10@{ icon: "mdi:message-outline", form: "rounded", label: "For User", pos: "b", h: 48 }
        n11@{ icon: "mdi:location-exit", form: "rounded", label: "Creat event", pos: "b", h: 48 }
        n12@{ icon: "mdi:robot", form: "rounded", label: "AI Agent1", pos: "b", h: 48 }
        n13@{ icon: "mdi:brain", form: "rounded", label: "OpenRouter Chat Model1", pos: "b", h: 48 }
        n7 --> n8
        n6 --> n7
        n1 --> n5
        n5 --> n2
        n12 --> n6
        n9 --> n10
        n11 -.-> n5
        n0 -.-> n5
        n2 --> n12
        n8 --> n9
        n3 -.-> n5
        n4 -.-> n5
        n13 -.-> n12
    end

    %% Styling
    classDef trigger fill:#e8f5e9,stroke:#388e3c,stroke-width:2px
    classDef ai fill:#e3f2fd,stroke:#1976d2,stroke-width:2px
    classDef aiModel fill:#e8eaf6,stroke:#3f51b5,stroke-width:2px
    classDef decision fill:#fff8e1,stroke:#f9a825,stroke-width:2px
    classDef database fill:#fce4ec,stroke:#c2185b,stroke-width:2px
    classDef api fill:#fff3e0,stroke:#e65100,stroke-width:2px
    classDef code fill:#f3e5f5,stroke:#7b1fa2,stroke-width:2px
    classDef disabled stroke-dasharray: 5 5,opacity: 0.5
    class n5,n12 ai
    class n4,n13 aiModel
    class n3 ai
    class n7 decision
    class n8 database
    class n1,n2 api
    class n6 code
    classDef customIcon fill:none,stroke:none
    class n1,n2,n6 customIcon

The Challenge: Confirmations get forgotten, and schedules drift

If you’ve ever had a patient show up at the wrong time (or not show up at all), you already know the pattern. Someone takes a request, checks a calendar, replies with a time, and then the “official” record ends up scattered across inbox threads, sticky notes, and whoever last touched the booking. Later, a teammate can’t tell what’s confirmed versus “tentative,” so they book over it or start calling around. It’s not hard work. It’s fragile work, and it breaks under volume.

It adds up fast. Here’s where it breaks down in real clinics and service businesses.

Checking availability manually invites mistakes, especially when two people are answering booking requests at once.
Confirmation emails are easy to delay “until later,” which means patients never get a clear message to save.
Without a log (like Google Sheets), you lose the ability to track visits, spot repeat cancellations, or audit what happened.
When details are copied by hand, small errors creep in: the wrong phone number, a missing appointment ID, or the right day with the wrong time.

The Fix: Auto-book Google Calendar and email both sides

This workflow acts like a lightweight appointment receptionist. A patient submits an appointment request through a webhook-based intake (it can be a website form, a simple booking page, or another system that can send a webhook). An AI “orchestrator” then guides the conversation and extracts the structured details you actually need: name, email, phone, date, time, and the appointment intent. Next, the workflow checks availability, validates the patient info, and generates a unique appointment ID so you can reference the booking without confusion later. Once confirmed, it creates the Google Calendar event, logs the booking to Google Sheets, and sends two Gmail messages: one to the clinician with the full details, and one to the patient with a clean confirmation they can search and forward.

The workflow starts with an incoming webhook and an appointment conversation. Then it parses and transforms that payload into clean booking fields, validates them, and writes a row to Google Sheets. Finally, Google Calendar is updated and Gmail confirmations go out to both the clinician and the patient.

What Changes: Before vs. After

What This Eliminates

Impact You’ll See

Manually checking the calendar and replying with “what about 2:15?” messages.
Copying patient details into a spreadsheet after the fact (or not at all).
Writing two separate confirmation emails for every confirmed visit.
Hunting through inbox threads to find the appointment reference and context.

Most teams save about 10 minutes per booking once setup is done.
Fewer double bookings because availability is checked before creation.
Cleaner handoff to clinicians since the email includes the key fields consistently.
Patients get a searchable confirmation with date, time, and appointment ID.
A usable booking log in Google Sheets for follow-ups, reporting, and dispute-proofing.

Real-World Impact

Say your clinic books 10 appointments a day. Manually, you might spend about 5 minutes checking Google Calendar, another 5 minutes confirming by email, and a couple minutes logging it, so roughly 10–15 minutes each time (and that’s when nothing goes wrong). That’s about 2 hours of front-desk time every day. With this workflow, the request comes in once, the calendar gets created automatically, and both Gmail confirmations are sent without rewriting anything, so your “touch time” drops to a quick review and occasional exception handling.

Requirements

n8n instance (try n8n Cloud free)
Self-hosting option if you prefer (Hostinger works well)
Google Calendar to check availability and create events.
Gmail to send clinician and patient confirmations.
Google Sheets for a permanent booking log.
OpenRouter API key (get it from your OpenRouter dashboard) to power the chat/orchestration steps.

Skill level: Intermediate. You’ll connect Google credentials, paste an API key, and test a webhook payload end-to-end.

Need help implementing this? Talk to an automation expert (free 15-minute consultation).

The Workflow Flow

A booking request hits your webhook. This can come from a simple website form, a booking landing page, or any system that can POST appointment details into n8n.

The assistant extracts the real booking fields. The OpenRouter chat engine and agent nodes interpret what the patient wrote and convert it into structured data (name, phone, email, preferred slot, and notes). Session memory keeps a short context window so the conversation stays coherent.

Details are cleaned and validated. A parsing agent and a transformation step normalize the JSON, then an “If” check confirms required fields are present before anything gets booked.

Calendar, spreadsheet, and emails update in one run. The workflow appends a row to Google Sheets, sends a Gmail notification to the clinician, emails the patient confirmation details (including a unique appointment ID), and creates the Google Calendar event so the schedule becomes the source of truth.

You can easily modify the confirmation wording to match your brand voice and clinic policies based on your needs. See the full implementation guide below for customization options.

Step-by-Step Implementation Guide

Step 1: Configure the Webhook Trigger

Set up the inbound webhook that receives appointment requests and hands control to the AI orchestration layer.

Add and open Incoming Webhook Trigger.
Set Path to getInput.
Set HTTP Method to POST.
Set Response Mode to responseNode so Return Webhook Reply can respond.
Connect Incoming Webhook Trigger to Appointment Orchestrator.

Step 2: Set Up the AI Orchestration Layer

Configure the AI agent, memory, and language model that handle natural language booking and availability checks.

Open Session Memory Window and set Session Key to {{ $json.body.chatId }} with Session ID Type = customKey and Context Window Length = 100.
Open OpenRouter Chat Engine and set Model to openai/gpt-4o-mini. Credential Required: Connect your openRouterApi credentials.
Open Appointment Orchestrator and set Text to {{ $json.body.query }} with Prompt Type = =define.
Ensure Session Memory Window is connected to Appointment Orchestrator as AI memory and OpenRouter Chat Engine is connected as the AI language model.
Open Verify Schedule Slots and confirm Time Min is {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start_Time', ``, 'string') }} and Time Max is {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End_Time', ``, 'string') }}. Credential Required: Connect your googleCalendarOAuth2Api credentials.
Open Create Calendar Entry and confirm Start is {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }} and End is {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}. Credential Required: Connect your googleCalendarOAuth2Api credentials.

AI tool nodes like Verify Schedule Slots and Create Calendar Entry are used by Appointment Orchestrator. Ensure their credentials are valid so the agent can call them.

Step 3: Parse and Normalize the Appointment Payload

Transform the AI output into structured JSON and validate required fields.

Connect Appointment Orchestrator to Return Webhook Reply, and then to Parse Appointment Payload to process the AI result after the webhook response.
Open Parse Appointment Payload and set Text to {{ $input.first().json.output }} with Prompt Type = define.
Open OpenRouter Parser Model and set Model to openai/gpt-4o-mini. Credential Required: Connect your openRouterApi credentials.
Connect OpenRouter Parser Model as the AI language model for Parse Appointment Payload.
Open Transform Appointment JSON and keep the provided JavaScript for parsing and fallback appointment ID creation.
Open Validate Patient Details and confirm the condition uses {{ $json.patient.full_name }} with Operation = notEquals and Right Value = null.

⚠️ Common Pitfall: If the AI response isn’t valid JSON, Transform Appointment JSON will throw an error. Ensure the system prompt in Parse Appointment Payload remains unchanged.

Step 4: Connect Google Sheets for Appointment Logging

Store confirmed appointment details in a spreadsheet for record-keeping.

Open Append Sheet Record and set Operation to append.
Select the target Document ID and Sheet Name (e.g., Sheet1).
Map columns exactly: Time = {{ $json.appointment.time }}, Date = {{ $json.appointment.date }}, Email = {{ $json.patient.email }}, Name = {{ $json.patient.full_name }}, Phone Number = {{ $json.patient.phone }}, Appointment ID = {{ $json.appointment_id }}.
Credential Required: Connect your googleSheetsOAuth2Api credentials.

Step 5: Configure Email Notifications

Send a clinician alert followed by a patient confirmation email.

Open Notify Clinician Email and set Send To to [YOUR_EMAIL], Subject to New Appointment Scheduled, and Email Type to text.
Keep the message template as provided, referencing fields like {{ $json['Name '] }} and {{ $json['Appointment ID'] }}. Credential Required: Connect your gmailOAuth2 credentials.
Open Send Patient Email and set Send To to {{ $('Append Sheet Record').item.json.Email }}.
Keep the message template as provided and set Subject to Appointment Confirmation – Dr. Hakim with Email Type = text. Credential Required: Connect your gmailOAuth2 credentials.
Confirm the execution flow: Append Sheet Record → Notify Clinician Email → Send Patient Email.

Step 6: Test and Activate Your Workflow

Validate the end-to-end booking flow before going live.

Click Execute Workflow and send a test POST request to the Incoming Webhook Trigger URL with a sample body.query and body.chatId.
Confirm Return Webhook Reply returns the AI response immediately and that Parse Appointment Payload processes it after the response.
Verify a row is appended in Append Sheet Record with the mapped fields populated.
Check that Notify Clinician Email and Send Patient Email were delivered with correct data.
When satisfied, toggle the workflow to Active for production use.

🔒

Unlock Full Step-by-Step Guide

Get the complete implementation guide + downloadable template

Watch Out For

Google Calendar credentials can expire or need specific permissions. If things break, check the n8n Credentials screen and your Google OAuth consent/security settings first.
If you’re using Wait nodes or external rendering, processing times vary. Bump up the wait duration if downstream nodes fail on empty responses.
Default prompts in AI nodes are generic. Add your brand voice early or you’ll be editing outputs forever.

Common Questions

How quickly can I implement this Calendar email automation automation?

Usually about an hour if your Google accounts and OpenRouter key are ready.

Can non-technical teams implement this calendar email automation?

Yes, but someone should be comfortable connecting Google credentials and testing a webhook once. There’s no traditional coding, though you may tweak wording and required fields.

Is n8n free to use for this Calendar email automation workflow?

Yes. n8n has a free self-hosted option and a free trial on n8n Cloud. Cloud plans start at $20/month for higher volume. You’ll also need to factor in OpenRouter usage costs, which depend on the model you choose.

Where can I host n8n to run this automation?

Two options: n8n Cloud (managed, easiest setup) or self-hosting on a VPS. For self-hosting, Hostinger VPS is affordable and handles n8n well. Self-hosting gives you unlimited executions but requires basic server management.

How do I adapt this Calendar email automation solution to my specific challenges?

You can adjust what “counts” as a valid booking by changing the required fields in the Validate Patient Details step, then update the Gmail subject/body in the clinician and patient email steps. If you want a different intake channel, keep the same logic but swap the Incoming Webhook Trigger for a form tool or chat tool that can send the same fields. Common tweaks include adding a cancellation link, collecting insurance info, or changing how far ahead you allow bookings.

Why is my Google Calendar connection failing in this workflow?

Most of the time it’s expired OAuth consent or the wrong Google account connected in n8n. Reconnect the Google Calendar credential, then confirm the calendar you’re writing to is shared correctly and you have edit access. If it fails only on busy days, you may be hitting Google API quotas or sending invalid times (like a slot outside clinic hours) that your availability check should catch.

What’s the capacity of this Calendar email automation solution?

On a typical n8n Cloud plan, it’s comfortable for a small clinic’s daily booking volume, and self-hosting scales mostly with your server. The practical limit usually comes from Google API quotas and how many AI calls you make per booking, not from the workflow structure itself.

Is this Calendar email automation automation better than using Zapier or Make?

Often, yes, if you need the “conversation to structured booking” part. This workflow relies on an agent to interpret messages, validate fields, generate an appointment ID, and then branch based on what’s missing, which is awkward (and pricey) to model in simple linear zaps. n8n also gives you a self-hosted option, so you’re not paying per tiny step when volume rises. Zapier or Make can still be fine for a basic “form submission → calendar event” flow with one confirmation email. If you’re unsure, Talk to an automation expert and we’ll point you to the simplest option that won’t collapse later.

Once confirmations, calendar creation, and logging happen automatically, your schedule gets calmer. You’ll still handle edge cases, but the routine stuff finally runs itself.

Need Help Setting This Up?

Our automation experts can build and customize this workflow for your specific needs. Free 15-minute consultation—no commitment required.

Lisa Granqvist

Workflow Automation Expert

Expert in workflow automation and no-code tools.

{
"id": null,
"meta": {
"instanceId": "da46383c35a2fda13baadf5e36c815cc7f243092458e44f18a9d859f356b355e",
"templateId": null,
"templateCredsSetupCompleted": null
},
"name": "Automated Appointment Reception Flow",
"tags": [],
"nodes": [
{
"id": "flowpast-topbar-8043",
"name": "Flowpast Branding",
"type": "n8n-nodes-base.stickyNote",
"position": [
0,
20
],
"parameters": {
"color": 7,
"width": 1120,
"height": 80,
"content": "## Flowpast.com | Automation Workflow Library\n**\ud83d\udcd6 Full tutorial & setup guide:** flowpast.com"
},
"typeVersion": 1
},
{
"id": "6cb4cb42-b5e8-446d-9711-d72649c8b6cc",
"name": "Verify Schedule Slots",
"type": "n8n-nodes-base.googleCalendarTool",
"position": [
880,
550
],
"parameters": {
"options": [],
"timeMax": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End_Time', ``, 'string') }}",
"timeMin": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start_Time', ``, 'string') }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "[YOUR_EMAIL]",
"cachedResultName": "n8n"
},
"resource": "calendar"
},
"credentials": {
"googleCalendarOAuth2Api": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 1.3
},
{
"id": "8b070be5-d1b2-4f02-99a4-6278450b9fe7",
"name": "Incoming Webhook Trigger",
"type": "n8n-nodes-base.webhook",
"position": [
980,
170
],
"webhookId": "f416ff3e-0410-4538-a3ab-7b52dce5b470",
"parameters": {
"path": "getInput",
"options": [],
"httpMethod": "POST",
"responseMode": "responseNode"
},
"typeVersion": 2.1
},
{
"id": "69b5f76a-3c63-4e0c-b4cb-d52e7dc57cbf",
"name": "Return Webhook Reply",
"type": "n8n-nodes-base.respondToWebhook",
"position": [
520,
180
],
"parameters": {
"options": []
},
"typeVersion": 1.4
},
{
"id": "b55f6c71-39df-46f8-8439-2f6e3e125466",
"name": "Session Memory Window",
"type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
"position": [
620,
320
],
"parameters": {
"sessionKey": "={{ $json.body.chatId }}",
"sessionIdType": "customKey",
"contextWindowLength": 100
},
"typeVersion": 1.3
},
{
"id": "d48200d0-fbf4-4cef-bcd9-f0d9a6b66579",
"name": "OpenRouter Chat Engine",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenRouter",
"position": [
840,
330
],
"parameters": {
"model": "openai/gpt-4o-mini",
"options": []
},
"credentials": {
"openRouterApi": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 1
},
{
"id": "39947ea3-452c-4c93-bdaa-9639a16a574a",
"name": "Appointment Orchestrator",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
750,
230
],
"parameters": {
"text": "={{ $json.body.query }}",
"options": {
"systemMessage": "=You are a virtual assistant specializing in appointment management for Dr. Hakim. \nYour role is to manage consultations accurately, ensuring real availability while providing a smooth experience for patients.\n\nOffice Hours:\n- Monday \u2013 Friday: 9:00 AM \u2013 8:00 PM\n- Saturday: 9:00 AM \u2013 1:00 PM\n- Sunday: Closed\n- Consultation Duration: 1 hour\n- Break Between Patients: 15 minutes\n\nBooking Process:\n1. Collect Patient Information:\n   - Full Name\n   - Phone Number\n   - Email Address\n   - Desired Date and Time\n   If any information is missing, politely ask the patient before proceeding.\n\n2. Availability Check:\n   - Always use the \"Verify Schedule Slots\" tool to verify free slots in Google Calendar.\n   - If requested time overlaps with an existing appointment, suggest the next available slot.\n   - Do not create or confirm an appointment until the user explicitly approves the slot.\n\n3. Booking Confirmation:\n   - Only create the appointment using the \"Create Calendar Entry\" tool after explicit user confirmation.\n   - Do not say \"appointment booked\" unless the tool is actually used.\n   - Appointment ID format: APT-YYYYMMDD-XXXXXX (6 random alphanumeric characters).\n   - Event Title: Patient Name - Phone Number\n   - Event Description: Include full name, phone, email, appointment ID, date & time.\n\nConfirmation Message Format:\nWhen booking is complete, return only this message:\n\u2705 Appointment Confirmed:\n- Full Name: {full_name}\n- Phone: {phone}\n- Email: {email}\n- Date: {date}\n- Time: {time}\n- Appointment ID: {appointment_id}\n\nDo NOT include:\n- Calendar event links\n- Extra text after the appointment ID\n- Any confirmation without Create Calendar Entry tool usage\n\nCancellations:\nIf asked to cancel, reply: \"Please check your booking email. I cannot cancel appointments for you.\"\n\nVerification:\nIf asked to check an appointment by ID, reply: \"Check your email we sent when you booked.\"\n\nTools Available:\n- Verify Schedule Slots \u2192 Verify free slots in Google Calendar\n- Create Calendar Entry \u2192 Book confirmed appointment in Google Calendar\n\nCommunication Rules:\n- Always be polite, clear, and friendly.\n- Never assume missing details\u2014ask for them.\n- Never create or cancel without explicit confirmation.\n- Stick strictly to availability check and booking after confirmation.\n\nToday's Date: {{ $now }}"
},
"promptType": "=define"
},
"typeVersion": 1.7
},
{
"id": "cd82287b-0ea8-4e15-a8da-9e5c4bb7bcb2",
"name": "Transform Appointment JSON",
"type": "n8n-nodes-base.code",
"position": [
0,
270
],
"parameters": {
"jsCode": "// Get the AI Agent output (which is a JSON string)\nconst msg = $input.first().json.output || \"\";\n\nif (!msg) {\n  throw new Error(\"AI Agent output not found.\");\n}\n\n// Parse the JSON string\nlet data;\ntry {\n  data = JSON.parse(msg);\n} catch (err) {\n  throw new Error(\"Failed to parse AI Agent output as JSON: \" + err.message);\n}\n\n// Fallback Appointment ID if missing\nif (!data.appointment_id || data.appointment_id === \"null\") {\n  const randomId = Math.random().toString(36).substring(2, 8).toUpperCase();\n  data.appointment_id = `APT-${randomId}`;\n}\n\nreturn [{ json: data }];\n"
},
"typeVersion": 2
},
{
"id": "2e634902-e4ce-4362-8ca2-5fa1bb4ebd73",
"name": "Validate Patient Details",
"type": "n8n-nodes-base.if",
"position": [
240,
420
],
"parameters": {
"options": [],
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "f1cbfa92-a423-4baf-8ab1-f8cc8ab77038",
"operator": {
"type": "string",
"operation": "notEquals"
},
"leftValue": "={{ $json.patient.full_name }}",
"rightValue": "null"
}
]
}
},
"typeVersion": 2.2
},
{
"id": "cd01ecc0-431a-4c8b-a703-dbcef7075fcd",
"name": "Append Sheet Record",
"type": "n8n-nodes-base.googleSheets",
"position": [
500,
460
],
"parameters": {
"columns": {
"value": {
"Time": "={{ $json.appointment.time }}",
"Date ": "={{ $json.appointment.date }}",
"Email": "={{ $json.patient.email }}",
"Name ": "={{ $json.patient.full_name }}",
"Phone Number": "={{ $json.patient.phone }}",
"Appointment ID": "={{ $json.appointment_id }}"
},
"schema": [
{
"id": "Appointment ID",
"type": "string",
"display": true,
"required": false,
"displayName": "Appointment ID",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Name ",
"type": "string",
"display": true,
"required": false,
"displayName": "Name ",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Email",
"type": "string",
"display": true,
"required": false,
"displayName": "Email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Phone Number",
"type": "string",
"display": true,
"required": false,
"displayName": "Phone Number",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Date ",
"type": "string",
"display": true,
"required": false,
"displayName": "Date ",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "Time",
"type": "string",
"display": true,
"required": false,
"displayName": "Time",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": [],
"operation": "append",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "[YOUR_ID]",
"cachedResultUrl": "",
"cachedResultName": "dr"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 4.7
},
{
"id": "ac1a8cc3-7d80-4885-8360-0dce48b2af89",
"name": "Notify Clinician Email",
"type": "n8n-nodes-base.gmail",
"position": [
760,
500
],
"webhookId": "297d8c21-35f3-4a69-ab0f-b7497a7a4d73",
"parameters": {
"sendTo": "[YOUR_EMAIL]",
"message": "=Hello Dr. Hakim,\nA new appointment has been scheduled. Here are the details:  \nPatient Name: {{ $json['Name '] }}\nPhone Number: {{ $json['Phone Number'] }}\nEmail: {{ $json.Email }} \nAppointment Date: {{ $json['Date '] }} \nTime: {{ $json.Time }}\nAppointment ID:{{ $json['Appointment ID'] }} \nPlease check your Google Calendar for more details.",
"options": {
"appendAttribution": false
},
"subject": "New Appointment Scheduled",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 2.1
},
{
"id": "88e1c616-7014-4d49-8d32-fe9c77f85d86",
"name": "Send Patient Email",
"type": "n8n-nodes-base.gmail",
"position": [
1020,
520
],
"webhookId": "79c1900a-988d-400f-9d84-b867f441821f",
"parameters": {
"sendTo": "={{ $('Append Sheet Record').item.json.Email }}",
"message": "=Dear {{ $('Append Sheet Record').item.json['Name '] }},\nYour appointment with Dr. Hakim has been successfully booked!  Here are the details:  \nName: {{ $('Append Sheet Record').item.json['Name '] }}\nPhone Number: {{ $('Append Sheet Record').item.json['Phone Number'] }}\nEmail: {{ $('Append Sheet Record').item.json.Email }}\nAppointment Date: {{ $('Append Sheet Record').item.json['Date '] }}\nTime: {{ $('Append Sheet Record').item.json.Time }}\nAppointment ID:{{ $('Append Sheet Record').item.json['Appointment ID'] }}\nPlease keep this Appointment ID for your reference.  If you have any questions or need to cancel your appointment, feel free to contact us. \nBest regards, \nDr. Hakim's Clinic",
"options": {
"appendAttribution": false
},
"subject": "Appointment Confirmation \u2013 Dr. Hakim",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 2.1
},
{
"id": "7eec2403-de34-4163-8984-3c5f6be8070c",
"name": "Create Calendar Entry",
"type": "n8n-nodes-base.googleCalendarTool",
"position": [
700,
120
],
"parameters": {
"end": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}",
"start": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "[YOUR_EMAIL]",
"cachedResultName": "n8n"
},
"additionalFields": []
},
"credentials": {
"googleCalendarOAuth2Api": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 1.3
},
{
"id": "ab252537-767c-477d-9a0b-941bd4ed8558",
"name": "Parse Appointment Payload",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
300,
240
],
"parameters": {
"text": "={{$input.first().json.output}}",
"options": {
"systemMessage": "You are an Appointment Parsing Agent.\nYour job is to extract appointment details from text and return them as clean JSON.\n\n\ud83d\udd39 Rules\n\nAlways return data strictly in this JSON format:\n\n{\n  \"patient\": {\n    \"full_name\": \"John Doe\",\n    \"phone\": \"123456789\",\n    \"email\": \"[YOUR_EMAIL]\"\n  },\n  \"appointment\": {\n    \"date\": \"29th August 2025\",\n    \"time\": \"5 PM\"\n  },\n  \"appointment_id\": \"APT20250831KY5T4N\"\n}\n\n\nAppointment ID:\n\nIf provided, return it exactly as-is.\n\nDo not add extra text (e.g. \"this is a unique ID for your appointment\").\n\nIf missing, generate one in this format:\n\nAPT + YYYYMMDD + 5 random alphanumeric characters\n\n\nExample: APT20250831KY5T4N\n\nAll fields must always be present in JSON:\n\npatient.full_name\n\npatient.phone\n\npatient.email\n\nappointment.date\n\nappointment.time\n\nappointment_id\n\nIf a value is missing, set it to \"null\" (string).\n\nOutput only valid JSON. No explanations, no Markdown, no extra text."
},
"promptType": "define"
},
"typeVersion": 2.2
},
{
"id": "f07a734c-618e-47a7-81d0-2a8f771f7fe1",
"name": "OpenRouter Parser Model",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenRouter",
"position": [
320,
140
],
"parameters": {
"model": "openai/gpt-4o-mini",
"options": []
},
"credentials": {
"openRouterApi": {
"id": "credential-id",
"name": ""
}
},
"typeVersion": 1
}
],
"active": true,
"pinData": [],
"settings": {
"timezone": "Europe/Rome",
"callerPolicy": "workflowsFromSameOwner",
"executionOrder": "v1"
},
"versionId": null,
"connections": {
"Validate Patient Details": {
"main": [
[
{
"node": "Append Sheet Record",
"type": "main",
"index": 0
}
]
]
},
"Transform Appointment JSON": {
"main": [
[
{
"node": "Validate Patient Details",
"type": "main",
"index": 0
}
]
]
},
"Incoming Webhook Trigger": {
"main": [
[
{
"node": "Appointment Orchestrator",
"type": "main",
"index": 0
}
]
]
},
"Appointment Orchestrator": {
"main": [
[
{
"node": "Return Webhook Reply",
"type": "main",
"index": 0
}
]
]
},
"Parse Appointment Payload": {
"main": [
[
{
"node": "Transform Appointment JSON",
"type": "main",
"index": 0
}
]
]
},
"Notify Clinician Email": {
"main": [
[
{
"node": "Send Patient Email",
"type": "main",
"index": 0
}
]
]
},
"Create Calendar Entry": {
"ai_tool": [
[
{
"node": "Appointment Orchestrator",
"type": "ai_tool",
"index": 0
}
]
]
},
"Verify Schedule Slots": {
"ai_tool": [
[
{
"node": "Appointment Orchestrator",
"type": "ai_tool",
"index": 0
}
]
]
},
"Return Webhook Reply": {
"main": [
[
{
"node": "Parse Appointment Payload",
"type": "main",
"index": 0
}
]
]
},
"Append Sheet Record": {
"main": [
[
{
"node": "Notify Clinician Email",
"type": "main",
"index": 0
}
]
]
},
"Session Memory Window": {
"ai_memory": [
[
{
"node": "Appointment Orchestrator",
"type": "ai_memory",
"index": 0
}
]
]
},
"OpenRouter Chat Engine": {
"ai_languageModel": [
[
{
"node": "Appointment Orchestrator",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"OpenRouter Parser Model": {
"ai_languageModel": [
[
{
"node": "Parse Appointment Payload",
"type": "ai_languageModel",
"index": 0
}
]
]
}
}
}