{ "id": "PB3jK3Vbq9HQ8lgu", "meta": { "templateCredsSetupCompleted": true }, "name": "Send appointment reminders from Google Sheets to WhatsApp", "tags": [], "nodes": [ { "id": "689933aa-a39e-4dc3-9231-9b95b57685a9", "name": "Template Overview", "type": "n8n-nodes-base.stickyNote", "position": [ -48, -48 ], "parameters": { "color": 4, "width": 620, "height": 968, "content": "## \ud83d\udc87 Send Appointment Reminders from Google Sheets to WhatsApp\n\n## Who's it for\nSalon owners and small service businesses who track bookings in Google Sheets and want to automatically remind clients about upcoming appointments, without manually texting each one.\n\n## How it works\nOnce a day, the workflow checks your Google Sheet for appointments scheduled tomorrow. For each unreminded booking, it sends a WhatsApp message to the client with their appointment details, then marks the row as reminded so it's never sent twice.\n\n## How to set up\n1. Connect your Google Sheets credentials and point the workflow at your booking sheet.\n2. Connect your WhatsApp Business Cloud credentials.\n3. Make sure your sheet has these columns: row_id, client_name, phone_number, service, appointment_time, appointment_date, reminder_sent.\n4. Open the Set Configuration node and enter your Sheet ID, tab name, and WhatsApp phone number ID.\n5. Set your preferred run time in the Schedule Trigger.\n6. Activate the workflow.\n\n## Requirements\n- Google Sheets account\n- WhatsApp Business Cloud API access\n\n## How to customize\nEdit the WhatsApp message template in the Send WhatsApp Reminder node to match your salon's tone. Add a second reminder (e.g. 2 hours before) by duplicating the Schedule Trigger with a different time window." }, "typeVersion": 1 }, { "id": "b73c245d-0f41-49f9-b658-e1482cee646f", "name": "Trigger Note", "type": "n8n-nodes-base.stickyNote", "position": [ 624, 192 ], "parameters": { "color": 7, "width": 332, "height": 196, "content": "## 1\ufe0f\u20e3 Trigger\nRuns once daily. Adjust the time in the node's trigger settings to match when you want reminders sent (e.g. every morning at 9 AM)." }, "typeVersion": 1 }, { "id": "3e56ce9c-c1c3-4674-b288-548de41ad79a", "name": "Every Day at 9 AM", "type": "n8n-nodes-base.scheduleTrigger", "position": [ 640, 400 ], "parameters": { "rule": { "interval": [ { "triggerAtHour": 9 } ] } }, "typeVersion": 1.2 }, { "id": "274a8500-acb7-49e8-91d5-6e0a6ee94955", "name": "Set Configuration", "type": "n8n-nodes-base.set", "position": [ 848, 400 ], "parameters": { "options": {}, "assignments": { "assignments": [ { "id": "cfg-1", "name": "sheet_id", "type": "string", "value": "REPLACE_WITH_GOOGLE_SHEET_ID" }, { "id": "cfg-2", "name": "sheet_name", "type": "string", "value": "Appointments" }, { "id": "cfg-3", "name": "whatsapp_phone_number_id", "type": "string", "value": "REPLACE_WITH_WHATSAPP_PHONE_NUMBER_ID" }, { "id": "cfg-4", "name": "tomorrow_date", "type": "string", "value": "={{ $now.plus({ days: 1 }).toFormat('yyyy-MM-dd') }}" } ] } }, "typeVersion": 3.4 }, { "id": "c15c1820-689c-4198-a4cf-874c555eded9", "name": "Sheets Read Note", "type": "n8n-nodes-base.stickyNote", "position": [ 1024, 192 ], "parameters": { "color": 7, "width": 380, "height": 184, "content": "## 2\ufe0f\u20e3 Read Bookings\nReads every row from your Appointments sheet. Required columns: row_id, client_name, phone_number, service, appointment_time, appointment_date, reminder_sent." }, "typeVersion": 1 }, { "id": "51b0dca9-19b1-4235-8fc8-d911006a14bf", "name": "Read Appointments Sheet", "type": "n8n-nodes-base.googleSheets", "position": [ 1184, 400 ], "parameters": { "options": {}, "sheetName": { "__rl": true, "mode": "name", "value": "={{ $('Set Configuration').item.json.sheet_name }}" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Set Configuration').item.json.sheet_id }}" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.5 }, { "id": "e92af89c-c7aa-45cb-a4ca-7227ec94a132", "name": "Filter Note", "type": "n8n-nodes-base.stickyNote", "position": [ 1440, 192 ], "parameters": { "color": 7, "width": 380, "height": 184, "content": "## 3\ufe0f\u20e3 Filter\nKeeps only rows where appointment_date is tomorrow AND reminder_sent is not already true. This is what stops clients getting texted twice on repeat runs." }, "typeVersion": 1 }, { "id": "1c8547e1-f803-4299-ab61-bc7a89e76f84", "name": "Filter Unreminded Tomorrow", "type": "n8n-nodes-base.filter", "position": [ 1584, 400 ], "parameters": { "options": {}, "conditions": { "options": { "version": 2, "leftValue": "", "caseSensitive": true, "typeValidation": "strict" }, "combinator": "and", "conditions": [ { "id": "454cc596-65f8-45c7-8f65-d2f6a89f0d6a", "operator": { "type": "string", "operation": "equals" }, "leftValue": "={{ $json.appointment_date }}", "rightValue": "={{ $('Set Configuration').item.json.tomorrow_date }}" }, { "id": "33b5150a-a6b5-4f2e-b7c9-6640189632f9", "operator": { "type": "boolean", "operation": "notEquals" }, "leftValue": "={{ $json.reminder_sent }}", "rightValue": true } ] } }, "typeVersion": 2.2 }, { "id": "93762e2d-9749-4bf8-a2a1-1d4664014f1c", "name": "Send Note", "type": "n8n-nodes-base.stickyNote", "position": [ 1872, 192 ], "parameters": { "color": 7, "width": 332, "height": 180, "content": "## 4\ufe0f\u20e3 Send Reminder\nCustomize this message template to match your salon's tone. One WhatsApp message is sent per remaining row." }, "typeVersion": 1 }, { "id": "8180e4e5-0f6f-4667-a83d-818631abf533", "name": "Send WhatsApp Reminder", "type": "n8n-nodes-base.whatsApp", "position": [ 1968, 400 ], "parameters": { "textBody": "=Hi {{ $json.client_name }}! Just a reminder about your {{ $json.service }} appointment tomorrow at {{ $json.appointment_time }}. See you then! Reply here if you need to reschedule.", "operation": "send", "phoneNumberId": "={{ $('Set Configuration').item.json.whatsapp_phone_number_id }}", "additionalFields": {}, "recipientPhoneNumber": "={{ $json.phone_number }}" }, "credentials": { "whatsAppApi": { "name": "" } }, "typeVersion": 1 }, { "id": "2f3b1441-fd49-46d4-af70-ee53a5f64202", "name": "Update Note", "type": "n8n-nodes-base.stickyNote", "position": [ 2272, 192 ], "parameters": { "color": 7, "width": 348, "height": 184, "content": "## 5\ufe0f\u20e3 Mark as Reminded\nUpdates the row so it isn't texted again tomorrow. Matches on row_id, so make sure every row has a unique value in that column." }, "typeVersion": 1 }, { "id": "3e267a20-523e-4bc5-a9b9-60b0e5e9faca", "name": "Update Sheet - Mark Reminded", "type": "n8n-nodes-base.googleSheets", "position": [ 2320, 400 ], "parameters": { "columns": { "value": { "row_id": "={{ $json.row_id }}", "reminder_sent": true }, "mappingMode": "defineBelow", "matchingColumns": [ "row_id" ] }, "options": {}, "operation": "update", "sheetName": { "__rl": true, "mode": "name", "value": "={{ $('Set Configuration').item.json.sheet_name }}" }, "documentId": { "__rl": true, "mode": "id", "value": "={{ $('Set Configuration').item.json.sheet_id }}" } }, "credentials": { "googleSheetsOAuth2Api": { "name": "" } }, "typeVersion": 4.5 } ], "active": false, "settings": { "binaryMode": "separate", "availableInMCP": false, "executionOrder": "v1" }, "versionId": "ffe0b13e-9742-4890-9230-07844ab6f1f1", "nodeGroups": [], "connections": { "Every Day at 9 AM": { "main": [ [ { "node": "Set Configuration", "type": "main", "index": 0 } ] ] }, "Set Configuration": { "main": [ [ { "node": "Read Appointments Sheet", "type": "main", "index": 0 } ] ] }, "Send WhatsApp Reminder": { "main": [ [ { "node": "Update Sheet - Mark Reminded", "type": "main", "index": 0 } ] ] }, "Read Appointments Sheet": { "main": [ [ { "node": "Filter Unreminded Tomorrow", "type": "main", "index": 0 } ] ] }, "Filter Unreminded Tomorrow": { "main": [ [ { "node": "Send WhatsApp Reminder", "type": "main", "index": 0 } ] ] } } }