Step 2: Connect Google Sheets

These nodes fetch new scheduling rows and update their status after confirmation.

1. Open Fetch Sheet Rows and set Document to [YOUR_ID] and Sheet to gid=0 (Sheet1).
2. In Fetch Sheet Rows, keep the Filters set on status to limit rows by status.
3. Credential Required: Connect your googleSheetsOAuth2Api credentials in Fetch Sheet Rows.
4. Open Modify Sheet Status and confirm Operation is update.
5. Verify the mapped columns in Modify Sheet Status: set status to checked, reminder status to sent, and row_number to {{ $('Fetch Sheet Rows').item.json.row_number }}.
6. Credential Required: Connect your googleSheetsOAuth2Api credentials in Modify Sheet Status.

Step 3: Set Up Date Processing and Calendar Creation

This segment formats date/time from the sheet and creates calendar events.

1. In Format DateTime, set Date to {{ $json['end time'] }}, Operation to formatDate, and Custom Format to yyyy-MM-dd HH:mm:ss ZZZZ.
2. Review Transform Script to ensure it converts formattedDate into a UTC ISO string and outputs formatted.
3. Open Add Calendar Entry and set End to {{ $json.formatted }}.
4. In Add Calendar Entry, set Use Default Reminders to {{ false }} and add a reminder with method email and minutes 30.
5. Under Additional Fields, set summary to {{ $json.title }}, location to {{ $json.location }}, description to {{ $json.description }}, and sendUpdates to all.
6. Credential Required: Connect your googleCalendarOAuth2Api credentials in Add Calendar Entry.

Step 4: Configure Output/Action Nodes

After the calendar event is created, the workflow sends confirmation messages in parallel.

1. Verify that Add Calendar Entry outputs to both WhatsApp Notify and Email Confirmation in parallel.
2. In WhatsApp Notify, set number to [YOUR_ID] and message to Hi, just create “{{ $json.summary }}” meeting scheduled for {{ $json.end.dateTime }}. Please let me know if this time still works for you. Looking forward to it!.
3. Credential Required: Connect your rapiwaApi credentials in WhatsApp Notify.
4. In Email Confirmation, set sendTo to [YOUR_EMAIL], message to Hi, just create “{{ $json.summary }}” meeting scheduled for {{ $json.end.dateTime }}. Please let me know if this time still works for you. Looking forward to it!, and subject to Meeting scheduled for {{ $json.end.dateTime }}.
5. Credential Required: Connect your gmailOAuth2 credentials in Email Confirmation.

Step 5: Set Up Processing/AI Node for Followups

This branch analyzes past meetings and generates follow-up slot suggestions using AI and calendar availability.

1. In Retrieve Past Events, set timeMin to {{ $now.minus({ day: 4 }) }} and timeMax to {{ $now.minus({ day: 0 }) }}, with Operation getAll and Return All enabled.
2. Credential Required: Connect your googleCalendarOAuth2Api credentials in Retrieve Past Events.
3. In Flag Seen Items, set Operation to removeItemsSeenInPreviousExecutions and Dedupe Value to {{ $json.id }}.
4. Open Filter Followups and configure the conditions for which events should receive follow-up suggestions (the default condition is blank).
5. In Meeting Assistant, set Text to ### Details of the previous call as following title: {{ $json.summary }} date: {{ $json.start.dateTime }} {{ $json.start.timeZone }} duration: {{ DateTime.fromISO($json.end.dateTime).diffTo(DateTime.fromISO($json.start.dateTime), 'minutes') }} minutes and keep Has Output Parser enabled.
6. Ensure LLM Chat Model is connected as the language model for Meeting Assistant (the model is gpt-4.1-mini).
7. Ensure Calendar Availability is connected as the tool for Meeting Assistant with timeMin {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start_Time', ``, 'string') }} and timeMax {{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End_Time', ``, 'string') }}.
8. Credential Required: Connect your googleCalendarOAuth2Api credentials in Calendar Availability (AI tool node; credentials are used by Meeting Assistant).
9. Verify Structured Output is connected to Meeting Assistant and uses the provided JSON schema for slots parsing.
10. In Compose Followup Text, set message to the provided expression that formats $json.output.slots into a list of suggested times.

Step 6: Configure Followup Output/Action Nodes

Follow-up messages are sent in parallel after the AI composes the suggested slots.

1. Verify that Compose Followup Text outputs to both WhatsApp Followup and Email Followup in parallel.
2. In WhatsApp Followup, set number to [YOUR_ID] and message to {{ $json.message }}.
3. Credential Required: Connect your rapiwaApi credentials in WhatsApp Followup.
4. In Email Followup, set sendTo to [YOUR_EMAIL], message to {{ $json.message }}, and subject to {{ $json.message.split(" ").slice(0, 10).join(" ") }}.
5. Credential Required: Connect your gmailOAuth2 credentials in Email Followup.

Step 7: Test and Activate Your Workflow

Run through a full test to validate both scheduling and follow-up branches before turning on production scheduling.

1. Click Execute Workflow and confirm Timed Trigger pulls rows from Fetch Sheet Rows and creates an event via Add Calendar Entry.
2. Check that Add Calendar Entry outputs to both WhatsApp Notify and Email Confirmation in parallel, and that Modify Sheet Status updates the sheet.
3. Manually execute the follow-up branch from Followup Trigger to verify Retrieve Past Events → Meeting Assistant → Compose Followup Text → WhatsApp Followup/Email Followup.
4. Successful execution should show created calendar events, sent confirmations, and follow-up messages containing slot lists.
5. Once validated, toggle the workflow to Active so the triggers run on schedule.