Step 2: Connect Google Sheets Data Sources

Link your Google Sheets for patients, appointments, and configuration. This workflow uses multiple Google Sheets tools and triggers.

1. In Retrieve User Patients, Append Patient Record, Fetch User Appointments, Append Appointment Entry, Retrieve All Appointments, Modify Appointment Slot, Set Appointment Cancelled, Load Configuration, and Fetch Appointment Sheet, select the correct Document and Sheet for each.
2. In Sheets Status Update Trigger, set Event to rowUpdate, sheetName to [YOUR_ID], and documentId to [YOUR_ID], and keep columnsToWatch as status.
3. In New Appointment Watcher, set Event to rowAdded, sheetName to [YOUR_ID], and documentId to [YOUR_ID].
4. In Fetch Appointment Sheet, set sheetName to [YOUR_ID] and documentId to [YOUR_ID].

Credential Required: Connect your Google Sheets credentials for all Google Sheets nodes, including googleSheetsTool, googleSheets, and googleSheetsTrigger nodes.

Step 3: Set Up the AI Orchestration for WhatsApp Conversations

Configure the AI agent to manage appointment workflows and send replies.

1. Open Clinic AI Orchestrator and confirm Text is set to ={{ $json.messages[0].text.body }}.
2. Attach Gemini Chat Engine as the language model for Clinic AI Orchestrator.
3. Attach Compact Session Memory as memory, with sessionKey set to ={{ $('WhatsApp Incoming Hook').item.json.contacts[0].wa_id }} and contextWindowLength set to 6.
4. Attach tools to Clinic AI Orchestrator: Retrieve User Patients, Append Patient Record, Fetch User Appointments, Append Appointment Entry, Retrieve All Appointments, Modify Appointment Slot, Set Appointment Cancelled, Load Configuration, and Local Time Utility.
5. In Dispatch WhatsApp Reply, set Text Body to ={{ $json.output }} and Recipient Phone Number to ={{ $('WhatsApp Incoming Hook').item.json.contacts[0].wa_id }}.

Credential Required: Connect your Google Gemini credentials for Gemini Chat Engine.

Credential Required: Connect your WhatsApp credentials for Dispatch WhatsApp Reply.

Step 4: Configure Reminder Automation and Daily Schedule

Set up the daily reminder workflow that checks appointments and sends WhatsApp reminders.

1. Open Daily Schedule Trigger and confirm it runs at triggerAtHour: 8.
2. Configure Reminder AI Coordinator with Text set to ={{ $json['Readable date'] }} and attach Gemini Reminder Model as its language model.
3. Attach Fetch Appointment Sheet, Current Time Helper, and Send WhatsApp Reminder as tools to Reminder AI Coordinator.
4. In Send WhatsApp Reminder, set Text Body to Hello {{ $json['Name'] }}, this is a reminder for your appointment scheduled today at {{ $json['Time'] }}. and update Recipient Phone Number from [YOUR_PHONE] to a dynamic field if required.

Credential Required: Connect your Google Gemini credentials for Gemini Reminder Model.

Credential Required: Connect your WhatsApp credentials for Send WhatsApp Reminder.

Step 5: Configure Payment and Checkout Handling

Set up Stripe payment links, payment confirmations, and automatic status updates in Google Sheets.

1. In Evaluate Payment Method, keep the conditions checking ={{ $json.payment_method }} contains stripe or =Stripe.
2. In Create Stripe Checkout Link, verify the Stripe API parameters, including metadata[appointmentId] set to ={{ $('New Appointment Watcher').item.json.appointment_id }} and metadata[whatsappNo] set to ={{ $('New Appointment Watcher').item.json.whatsapp_number }}.
3. In Send Stripe Payment Link, set Text Body to =This is the link to pay for your appointment Id {{ $json.metadata.appointmentId }} {{ $json.url }} and ensure the Recipient Phone Number is ={{ $json.metadata.whatsappNo }}.
4. In Stripe Payment Trigger, select the event payment_intent.succeeded.
5. In Retrieve Checkout Session, keep the Stripe endpoint https://api.stripe.com/v1/checkout/sessions and set payment_intent to ={{ $json.data.object.id }}.
6. Retrieve Checkout Session outputs to both Set Payment Paid and Send Payment Confirmation in parallel.
7. In Set Payment Paid, confirm payment_status is Paid and stripe_payment_intent is ={{ $json.data[0].payment_intent }}.

Credential Required: Connect your Stripe credentials for Stripe Payment Trigger, Create Stripe Checkout Link, and Retrieve Checkout Session. If you are using token headers, replace Bearer [CONFIGURE_YOUR_TOKEN] with your live secret key.

Credential Required: Connect your WhatsApp credentials for Send Stripe Payment Link and Send Payment Confirmation.

Step 6: Configure Cancellation and Refund Logic

Monitor appointment status changes and send refunds or cancellation notices based on payment status.

1. In Sheets Status Update Trigger, confirm the trigger watches the status column and fires every minute.
2. In Verify Cancelled Status, ensure the condition checks ={{ $json.status.toLowerCase() }} equals cancelled.
3. In Check Payment Presence, keep the condition checking ={{ $('Sheets Status Update Trigger').item.json.stripe_payment_intent }} is not empty.
4. When payment exists, Check Payment Presence routes to Stripe Refund Request, which outputs to both Send Refund Cancel Notice and Update Refund Flag in parallel.
5. When payment does not exist, Check Payment Presence routes to Send Cash Cancel Notice.
6. In Stripe Refund Request, verify URL is https://api.stripe.com/v1/refunds and payment_intent is ={{ $('Sheets Status Update Trigger').item.json.stripe_payment_intent }}.

Credential Required: Connect your Stripe credentials for Stripe Refund Request and update the Authorization header from Bearer [CONFIGURE_YOUR_TOKEN] to your real key.

Credential Required: Connect your WhatsApp credentials for Send Refund Cancel Notice and Send Cash Cancel Notice.

Credential Required: Connect your Google Sheets credentials for Update Refund Flag.

Step 7: Configure Output Messaging Nodes

Verify all WhatsApp messaging nodes send to the correct recipient and use expressions for dynamic values.

1. In Dispatch WhatsApp Reply, confirm Text Body is ={{ $json.output }} and Recipient Phone Number is ={{ $('WhatsApp Incoming Hook').item.json.contacts[0].wa_id }}.
2. In Send Payment Confirmation, keep Recipient Phone Number as ={{ $json.data[0].metadata.whatsappNo }}.
3. In Send Stripe Payment Link, keep Recipient Phone Number as ={{ $json.metadata.whatsappNo }}.
4. In Send Cash Cancel Notice and Send Refund Cancel Notice, confirm Recipient Phone Number is ={{ $('Sheets Status Update Trigger').item.json.whatsapp_number.toString() }}.

Credential Required: Connect your WhatsApp credentials for all WhatsApp output nodes (5+ nodes across the workflow).

Step 8: Test and Activate Your Workflow

Run end-to-end tests for booking, payment, reminders, and cancellations before activating.

1. Click Execute Workflow and send a WhatsApp message to trigger WhatsApp Incoming Hook; verify Clinic AI Orchestrator responds via Dispatch WhatsApp Reply.
2. Add a new appointment row to the sheet and confirm New Appointment Watcher triggers Evaluate Payment Method and then Create Stripe Checkout Link → Send Stripe Payment Link.
3. Simulate a Stripe payment to trigger Stripe Payment Trigger, then confirm Retrieve Checkout Session runs and outputs to Set Payment Paid and Send Payment Confirmation in parallel.
4. Change an appointment status to Cancelled in the sheet to trigger Sheets Status Update Trigger, then confirm the correct branch fires: refund or cash cancellation notice.
5. Once tests pass, toggle the workflow to Active to run in production.