{ "id": "8sVx88tgELHkbDsh", "meta": { "builderVariant": "mcp", "aiBuilderAssisted": true, "templateCredsSetupCompleted": true }, "name": "Waitlist Auto-Fill on Cancellation", "tags": [], "nodes": [ { "id": "4967a398-9572-43c9-b2ed-8d568bd6e13d", "name": "Appointment Cancelled Trigger", "type": "n8n-nodes-base.googleSheetsTrigger", "maxTries": 3, "position": [ 144, -128 ], "parameters": { "event": "rowUpdate", "options": {}, "pollTimes": { "item": [ { "mode": "everyX", "unit": "minutes", "value": 5 } ] }, "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsTriggerOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 1, "waitBetweenTries": 1000 }, { "id": "acde8b74-882a-4b69-bf42-def4c9314a7d", "name": "Mark Waitlist Processing Started", "type": "n8n-nodes-base.googleSheets", "maxTries": 3, "position": [ 704, -128 ], "parameters": { "columns": { "value": { "AppointmentID": "={{ $json.AppointmentID }}", "WaitlistProcessed": "Yes" }, "schema": [ { "id": "AppointmentID", "type": "string", "display": true, "removed": false, "required": false, "displayName": "AppointmentID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "PatientName", "type": "string", "display": true, "removed": true, "required": false, "displayName": "PatientName", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ServiceType", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ServiceType", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Provider", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Provider", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Date", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Date", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Time", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Time", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "WaitlistProcessed", "type": "string", "display": true, "required": false, "displayName": "WaitlistProcessed", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "row_number", "type": "number", "display": true, "removed": true, "readOnly": true, "required": false, "displayName": "row_number", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "AppointmentID" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7, "waitBetweenTries": 1000 }, { "id": "d92a216f-ff43-453a-b16e-3233e140b9e3", "name": "Get Waiting Candidates", "type": "n8n-nodes-base.googleSheets", "position": [ 912, -128 ], "parameters": { "options": {}, "filtersUI": { "values": [ { "lookupValue": "Waiting", "lookupColumn": "Status" }, { "lookupValue": "={{ $('Appointment Cancelled Trigger').item.json.ServiceType }}", "lookupColumn": "ServiceType" } ] }, "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7 }, { "id": "331e424f-7151-4342-a260-971e723ae30b", "name": "Mark Slot Unfilled", "type": "n8n-nodes-base.googleSheets", "position": [ 1360, 112 ], "parameters": { "columns": { "value": { "Status": "Cancelled - Unfilled", "AppointmentID": "={{ $('Appointment Cancelled Trigger').item.json.AppointmentID }}" }, "schema": [ { "id": "AppointmentID", "type": "string", "display": true, "removed": false, "required": false, "displayName": "AppointmentID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "PatientName", "type": "string", "display": true, "removed": true, "required": false, "displayName": "PatientName", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ServiceType", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ServiceType", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Provider", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Provider", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Date", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Date", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Time", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Time", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "removed": false, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "WaitlistProcessed", "type": "string", "display": true, "removed": true, "required": false, "displayName": "WaitlistProcessed", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "row_number", "type": "number", "display": true, "removed": true, "readOnly": true, "required": false, "displayName": "row_number", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "AppointmentID" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7 }, { "id": "cc3a7eee-f952-4841-b5d4-1b5b39861f97", "name": "Notify Owner - No Fill", "type": "n8n-nodes-base.twilio", "position": [ 1616, 112 ], "parameters": { "to": "YOUR_OWNER_PHONE_NUMBER", "from": "YOUR_TWILIO_FROM_NUMBER", "message": "=No one on the waitlist confirmed the open {{ $('Appointment Cancelled Trigger').item.json.ServiceType }} slot on {{ $('Format Date & Time').item.json.Date }}. It's still open.", "options": {} }, "credentials": { "twilioApi": { "name": "" } }, "retryOnFail": true, "typeVersion": 1 }, { "id": "38ec2ca4-e9b1-4dd5-897e-a26e52d97e2f", "name": "Mark Candidate Offered", "type": "n8n-nodes-base.googleSheets", "position": [ 1360, -256 ], "parameters": { "columns": { "value": { "Status": "Offered", "WaitlistID": "={{ $json.WaitlistID }}" }, "schema": [ { "id": "WaitlistID", "type": "string", "display": true, "removed": false, "required": false, "displayName": "WaitlistID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Name", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ServiceType", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ServiceType", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "AddedAt", "type": "string", "display": true, "removed": true, "required": false, "displayName": "AddedAt", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "row_number", "type": "number", "display": true, "removed": true, "readOnly": true, "required": false, "displayName": "row_number", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "WaitlistID" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7 }, { "id": "f4253a0d-5231-4149-94aa-9b1e25a3fe22", "name": "Send Waitlist Offer", "type": "n8n-nodes-base.twilio", "position": [ 1552, -256 ], "parameters": { "to": "={{ $('Loop Over Waitlist Candidates').item.json.Phone }}", "from": "YOUR_TWILIO_FROM_NUMBER", "message": "=Hi {{ $('Loop Over Waitlist Candidates').item.json.Name }}! A {{ $('Appointment Cancelled Trigger').item.json.ServiceType }} slot opened on {{ $('Format Date & Time').item.json.Date }} at {{ $('Format Date & Time').item.json.Time }}. Tap to confirm within 20 min: {{ $execution.resumeUrl }}", "options": {} }, "credentials": { "twilioApi": { "name": "" } }, "retryOnFail": true, "typeVersion": 1 }, { "id": "6af9574a-a409-461c-93d2-1a8f23e275ac", "name": "Wait For Confirmation", "type": "n8n-nodes-base.wait", "position": [ 1760, -256 ], "parameters": { "resume": "webhook", "options": {}, "resumeUnit": "minutes", "resumeAmount": 20, "limitWaitTime": true }, "retryOnFail": true, "typeVersion": 1.1 }, { "id": "7d97f17b-7958-4a7a-8467-8b65190fed96", "name": "Candidate Confirmed?", "type": "n8n-nodes-base.if", "position": [ 1952, -256 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "07e3700b-39e8-44c1-8f3c-34dd32238c82", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.query ? \"confirmed\" : \"timeout\" }}", "rightValue": "confirmed" } ] } }, "typeVersion": 2.3 }, { "id": "ae81862e-2341-49b3-8baf-9deef2e06a7e", "name": "Book Appointment in Calendar", "type": "n8n-nodes-base.googleCalendar", "position": [ 2416, -400 ], "parameters": { "end": "={{ $('Format Date & Time').item.json.EndDate }}T{{ $('Format Date & Time').item.json.EndTime }}", "start": "={{ $('Format Date & Time').item.json.Date }}T{{ $('Format Date & Time').item.json.Time }}", "calendar": { "__rl": true, "mode": "list", "value": "" }, "additionalFields": { "summary": "={{ $('Appointment Cancelled Trigger').item.json.ServiceType }} - {{ $('Loop Over Waitlist Candidates').item.json.Name }}", "description": "=Waitlist auto-fill booking. Phone: {{ $('Loop Over Waitlist Candidates').item.json.Phone }}", "sendUpdates": "none" } }, "credentials": { "googleCalendarOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 1.3 }, { "id": "786286f3-06a6-47ef-b181-8b6487768c16", "name": "Add Booked Appointment Row", "type": "n8n-nodes-base.googleSheets", "position": [ 2592, -400 ], "parameters": { "columns": { "value": { "Date": "={{ $('Format Date & Time').item.json.Date }}", "Time": "={{ $('Format Date & Time').item.json.Time }}", "Phone": "={{ $('Get Waiting Candidates').item.json.Phone }}", "Status": "Filled - Waitlist", "Provider": "={{ $('Appointment Cancelled Trigger').item.json.Provider }}", "PatientName": "={{ $('Get Waiting Candidates').item.json.Name }}", "ServiceType": "={{ $('Get Waiting Candidates').item.json.ServiceType }}", "AppointmentID": "={{ $('Mark Waitlist Processing Started').item.json.AppointmentID }}-{{ $('Get Waiting Candidates').item.json.WaitlistID }}", "WaitlistProcessed": "No" }, "schema": [ { "id": "AppointmentID", "type": "string", "display": true, "required": false, "displayName": "AppointmentID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "PatientName", "type": "string", "display": true, "required": false, "displayName": "PatientName", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ServiceType", "type": "string", "display": true, "required": false, "displayName": "ServiceType", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Provider", "type": "string", "display": true, "required": false, "displayName": "Provider", "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 }, { "id": "Status", "type": "string", "display": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "WaitlistProcessed", "type": "string", "display": true, "required": false, "displayName": "WaitlistProcessed", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": { "useAppend": true }, "operation": "append", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7 }, { "id": "cfb620d9-2d0d-40cb-96d7-7cf69684af33", "name": "Update Waitlist - Booked", "type": "n8n-nodes-base.googleSheets", "position": [ 2784, -400 ], "parameters": { "columns": { "value": { "Status": "Booked", "WaitlistID": "={{ $('Get Waiting Candidates').item.json.WaitlistID }}" }, "schema": [ { "id": "WaitlistID", "type": "string", "display": true, "removed": false, "required": false, "displayName": "WaitlistID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Name", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ServiceType", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ServiceType", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "AddedAt", "type": "string", "display": true, "removed": true, "required": false, "displayName": "AddedAt", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "row_number", "type": "number", "display": true, "removed": true, "readOnly": true, "required": false, "displayName": "row_number", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "WaitlistID" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7 }, { "id": "f8eaa9e0-ebc6-47c4-ab3a-1a3e88582c49", "name": "Send Booking Confirmation", "type": "n8n-nodes-base.twilio", "position": [ 2960, -400 ], "parameters": { "to": "={{ $('Loop Over Waitlist Candidates').item.json.Phone }}", "from": "YOUR_TWILIO_FROM_NUMBER", "message": "=You're confirmed! {{ $('Appointment Cancelled Trigger').item.json.ServiceType }} on {{ $('Format Date & Time').item.json.Date }} at {{ $('Format Date & Time').item.json.Time }}. See you then!", "options": {} }, "credentials": { "twilioApi": { "name": "" } }, "retryOnFail": true, "typeVersion": 1 }, { "id": "571e9b28-2b2a-4828-9365-30df65cc5312", "name": "Mark Candidate Expired", "type": "n8n-nodes-base.googleSheets", "position": [ 2160, -128 ], "parameters": { "columns": { "value": { "Status": "Expired", "WaitlistID": "={{ $('Get Waiting Candidates').item.json.WaitlistID }}" }, "schema": [ { "id": "WaitlistID", "type": "string", "display": true, "removed": false, "required": false, "displayName": "WaitlistID", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Name", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Name", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Phone", "type": "string", "display": true, "removed": true, "required": false, "displayName": "Phone", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "ServiceType", "type": "string", "display": true, "removed": true, "required": false, "displayName": "ServiceType", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "AddedAt", "type": "string", "display": true, "removed": true, "required": false, "displayName": "AddedAt", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "Status", "type": "string", "display": true, "required": false, "displayName": "Status", "defaultMatch": false, "canBeUsedToMatch": true }, { "id": "row_number", "type": "number", "display": true, "removed": true, "readOnly": true, "required": false, "displayName": "row_number", "defaultMatch": false, "canBeUsedToMatch": true } ], "mappingMode": "defineBelow", "matchingColumns": [ "WaitlistID" ], "attemptToConvertTypes": false, "convertFieldsToString": false }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "list", "value": "" }, "documentId": { "__rl": true, "mode": "list", "value": "" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "retryOnFail": true, "typeVersion": 4.7 }, { "id": "818a366f-1e97-4f2a-8479-2983184cef3d", "name": "Loop Over Waitlist Candidates", "type": "n8n-nodes-base.splitInBatches", "position": [ 1120, -128 ], "parameters": { "options": {} }, "typeVersion": 3 }, { "id": "ebf82576-5aa3-4f09-a2dd-81450a766d57", "name": "Cancelled & Not Yet Offered?", "type": "n8n-nodes-base.filter", "position": [ 512, -128 ], "parameters": { "options": {}, "conditions": { "options": { "version": 3, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "c116d30f-207a-4892-9758-ea4ed35d966e", "operator": { "name": "filter.operator.equals", "type": "string", "operation": "equals" }, "leftValue": "={{ $json.Status }}", "rightValue": "Cancelled" }, { "id": "2e234015-36bd-40a6-9876-023a6b6bc49d", "operator": { "type": "string", "operation": "notEquals" }, "leftValue": "={{ $json.WaitlistProcessed }}", "rightValue": "Yes" } ] } }, "typeVersion": 2.3 }, { "id": "22145734-ffd3-4cba-9eef-b91aed4d9cd4", "name": "Format Date & Time", "type": "n8n-nodes-base.code", "position": [ 336, -128 ], "parameters": { "mode": "runOnceForEachItem", "jsCode": "const item = $input.item;\nconst serialDate = item.json.Date;\nconst serialTime = item.json.Time;\n\n// Google Sheets stores Date/Time cells as serial numbers (days since 1899-12-30).\nconst epoch = Date.UTC(1899, 11, 30);\nconst startMs = epoch + (serialDate + serialTime) * 86400000;\n\nconst APPOINTMENT_DURATION_MINUTES = 30;\nconst endMs = startMs + APPOINTMENT_DURATION_MINUTES * 60000;\n\nconst startDateObj = new Date(startMs);\nconst endDateObj = new Date(endMs);\n\nitem.json.Date = startDateObj.toISOString().slice(0, 10);\nitem.json.Time = startDateObj.toISOString().slice(11, 16);\nitem.json.EndDate = endDateObj.toISOString().slice(0, 10);\nitem.json.EndTime = endDateObj.toISOString().slice(11, 16);\n\nreturn item;" }, "typeVersion": 2 }, { "id": "0f01da54-08b5-47e0-ba87-6203552b33f9", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ 2336, -176 ], "parameters": { "color": 4, "width": 880, "height": 720, "content": "# \ud83c\udfa5 Video Demo\n\n## See the complete workflow in action:\n\n@[youtube](rAbg-GW0NwU)" }, "typeVersion": 1 }, { "id": "e9f02100-5809-4682-9815-32964d322f4d", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ 80, -304 ], "parameters": { "color": 7, "width": 560, "height": 352, "content": "## Detect valid cancellation\n\nStarts when the appointments sheet reports a cancellation, formats the slot date and time, and filters out records that are not eligible for a waitlist offer." }, "typeVersion": 1 }, { "id": "ff09ec71-3e93-40e8-b80a-66b9cc98d8d9", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ 656, -304 ], "parameters": { "color": 7, "width": 608, "height": 352, "content": "## Prepare waitlist search\n\nMarks the cancelled slot as being processed, retrieves eligible waiting candidates from Google Sheets, and starts looping through them one at a time." }, "typeVersion": 1 }, { "id": "c71de6d8-cc19-4470-a883-2e84e6b28a6b", "name": "Sticky Note3", "type": "n8n-nodes-base.stickyNote", "position": [ 1328, -64 ], "parameters": { "color": 7, "width": 432, "height": 352, "content": "## Handle no available fill\n\nRuns when the loop exhausts candidates without a booking, updates the slot as unfilled, and sends a Twilio notification to the owner." }, "typeVersion": 1 }, { "id": "79eb4c2f-c5b3-4eb5-be51-2ef4da1f00f2", "name": "Sticky Note4", "type": "n8n-nodes-base.stickyNote", "position": [ 1312, -400 ], "parameters": { "color": 7, "width": 592, "height": 320, "content": "## Send candidate offer\n\nMarks the current waitlist candidate as offered, sends the open-slot offer by Twilio, and pauses while waiting for the candidate to respond." }, "typeVersion": 1 }, { "id": "80d1614e-cab3-45ef-9cc5-b45214c106a1", "name": "Sticky Note5", "type": "n8n-nodes-base.stickyNote", "position": [ 1920, -496 ], "parameters": { "color": 7, "width": 400, "height": 528, "content": "## Evaluate candidate reply\n\nChecks whether the candidate confirmed the offer. If not confirmed in time, the candidate is marked expired and routed back to the waitlist loop for the next person." }, "typeVersion": 1 }, { "id": "7cf8e5cf-ee7b-4800-972e-8579200987ec", "name": "Sticky Note6", "type": "n8n-nodes-base.stickyNote", "position": [ 2336, -576 ], "parameters": { "color": 7, "width": 368, "height": 352, "content": "## Create confirmed booking\n\nFor a confirming candidate, creates the appointment in Google Calendar and writes the booked appointment details back into Google Sheets." }, "typeVersion": 1 }, { "id": "e548b9db-96b9-40b0-84fd-ebc2a1e4899e", "name": "Sticky Note7", "type": "n8n-nodes-base.stickyNote", "position": [ 2720, -576 ], "parameters": { "color": 7, "width": 368, "height": 368, "content": "## Finalize booked candidate\n\nUpdates the waitlist entry to booked and sends the candidate a Twilio booking confirmation message." }, "typeVersion": 1 }, { "id": "c5b8b1a7-de05-4c7c-9a4e-a4116ad7151a", "name": "Sticky Note8", "type": "n8n-nodes-base.stickyNote", "position": [ -496, -528 ], "parameters": { "width": 480, "height": 896, "content": "## Waitlist Auto-Fill on Cancellation\n\n### How it works\n\nThis workflow monitors a Google Sheet for cancelled appointments, validates that the slot has not already been offered, and prepares it for waitlist processing. It retrieves waiting candidates, offers the open slot one at a time via Twilio, waits for a reply, and either books the first confirming candidate or continues through the waitlist. If no one accepts, it marks the slot as unfilled and notifies the owner.\n\n### Setup steps\n\n- Connect Google Sheets credentials for the cancellation source sheet, waitlist sheet, and booked appointments sheet used by the workflow.\n- Connect Google Calendar credentials and select the calendar where replacement appointments should be created.\n- Connect Twilio credentials and configure the sender phone number plus recipient phone fields for candidates and owner notifications.\n- Verify the sheet columns used for appointment status, offered/processing flags, candidate contact details, appointment date/time, and waitlist status match the node mappings.\n- Configure the Wait node duration and confirmation-detection logic so candidate replies are evaluated within the intended response window.\n\n### Customization\n\nAdjust the waitlist ordering rules, SMS message templates, response timeout, and no-fill owner notification to match the business policy for filling cancelled appointments." }, "typeVersion": 1 } ], "active": false, "settings": { "timezone": "Asia/Kolkata", "binaryMode": "separate", "callerPolicy": "workflowsFromSameOwner", "timeSavedMode": "fixed", "availableInMCP": true, "executionOrder": "v1" }, "versionId": "ff7c1edf-e931-43c6-a78f-0ff6444e089b", "nodeGroups": [], "connections": { "Format Date & Time": { "main": [ [ { "node": "Cancelled & Not Yet Offered?", "type": "main", "index": 0 } ] ] }, "Mark Slot Unfilled": { "main": [ [ { "node": "Notify Owner - No Fill", "type": "main", "index": 0 } ] ] }, "Send Waitlist Offer": { "main": [ [ { "node": "Wait For Confirmation", "type": "main", "index": 0 } ] ] }, "Candidate Confirmed?": { "main": [ [ { "node": "Book Appointment in Calendar", "type": "main", "index": 0 } ], [ { "node": "Mark Candidate Expired", "type": "main", "index": 0 } ] ] }, "Wait For Confirmation": { "main": [ [ { "node": "Candidate Confirmed?", "type": "main", "index": 0 } ] ] }, "Get Waiting Candidates": { "main": [ [ { "node": "Loop Over Waitlist Candidates", "type": "main", "index": 0 } ] ] }, "Mark Candidate Expired": { "main": [ [ { "node": "Loop Over Waitlist Candidates", "type": "main", "index": 0 } ] ] }, "Mark Candidate Offered": { "main": [ [ { "node": "Send Waitlist Offer", "type": "main", "index": 0 } ] ] }, "Update Waitlist - Booked": { "main": [ [ { "node": "Send Booking Confirmation", "type": "main", "index": 0 } ] ] }, "Add Booked Appointment Row": { "main": [ [ { "node": "Update Waitlist - Booked", "type": "main", "index": 0 } ] ] }, "Book Appointment in Calendar": { "main": [ [ { "node": "Add Booked Appointment Row", "type": "main", "index": 0 } ] ] }, "Cancelled & Not Yet Offered?": { "main": [ [ { "node": "Mark Waitlist Processing Started", "type": "main", "index": 0 } ] ] }, "Appointment Cancelled Trigger": { "main": [ [ { "node": "Format Date & Time", "type": "main", "index": 0 } ] ] }, "Loop Over Waitlist Candidates": { "main": [ [ { "node": "Mark Slot Unfilled", "type": "main", "index": 0 } ], [ { "node": "Mark Candidate Offered", "type": "main", "index": 0 } ] ] }, "Mark Waitlist Processing Started": { "main": [ [ { "node": "Get Waiting Candidates", "type": "main", "index": 0 } ] ] } } }