Automate School Notice Distribution via Whatsapp, Email and Excel

The workflow JSON

Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →

{
  "id": "HPVAZGksUMoYkWlX",
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "name": "School Notice Distribution Workflow via WhatsApp and Email",
  "tags": [],
  "nodes": [
    {
      "id": "4ed6aade-7953-401e-9c87-54f159b81428",
      "name": "Daily Notice Check - 9 AM",
      "type": "n8n-nodes-base.scheduleTrigger",
      "position": [
        -500,
        400
      ],
      "parameters": {
        "rule": {
          "interval": [
            {
              "triggerAtHour": 9
            }
          ]
        }
      },
      "typeVersion": 1.2
    },
    {
      "id": "cdd53457-2296-42db-ba46-444e2ac7ab6b",
      "name": "Validate Notice Data",
      "type": "n8n-nodes-base.if",
      "position": [
        -60,
        400
      ],
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{$json.title}}",
              "operation": "isNotEmpty"
            },
            {
              "value1": "={{$json.message}}",
              "operation": "isNotEmpty"
            },
            {
              "value1": "={{$json.targetAudience}}",
              "operation": "isNotEmpty"
            }
          ]
        }
      },
      "typeVersion": 1
    },
    {
      "id": "752ae286-9f2d-4c7e-8e01-1ff92966a9c4",
      "name": "Process Notice Distribution",
      "type": "n8n-nodes-base.code",
      "position": [
        160,
        400
      ],
      "parameters": {
        "jsCode": "const notices = $('Read Notices').all();\nconst contacts = $('Read Stakeholder Contacts').all();\n\nconst processedNotices = [];\n\nfor (const notice of notices) {\n  const noticeData = notice.json;\n  \n  const targetAudience = noticeData.targetAudience.toLowerCase();\n  const relevantContacts = contacts.filter(contact => {\n    const contactData = contact.json;\n    \n    if (targetAudience === 'all') return true;\n    if (targetAudience === 'students' && contactData.type === 'Student') return true;\n    if (targetAudience === 'parents' && contactData.type === 'Parent') return true;\n    if (targetAudience === 'teachers' && contactData.type === 'Teacher') return true;\n    if (targetAudience === 'staff' && contactData.type === 'Staff') return true;\n    \n    return false;\n  });\n  \n  for (const contact of relevantContacts) {\n    processedNotices.push({\n      noticeId: noticeData.noticeId || 'NOTICE-' + Date.now(),\n      title: noticeData.title,\n      message: noticeData.message,\n      priority: noticeData.priority || 'Medium',\n      targetAudience: noticeData.targetAudience,\n      contactName: contact.json.name,\n      contactEmail: contact.json.email,\n      contactPhone: contact.json.phone,\n      contactType: contact.json.type,\n      distributionDate: new Date().toISOString().split('T')[0],\n      status: 'Ready for Distribution'\n    });\n  }\n}\n\nreturn processedNotices.map(item => ({ json: item }));"
      },
      "typeVersion": 2
    },
    {
      "id": "9d1fd210-9737-4756-a70d-002c899e3f0f",
      "name": "Prepare Email Content",
      "type": "n8n-nodes-base.code",
      "position": [
        380,
        300
      ],
      "parameters": {
        "jsCode": "const noticeData = $input.first().json;\n\nconst emailSubject = `[${noticeData.priority} Priority] ${noticeData.title}`;\nconst emailBody = `Dear ${noticeData.contactName},\n\n${noticeData.message}\n\n---\nNotice Details:\n- Priority: ${noticeData.priority}\n- Target Audience: ${noticeData.targetAudience}\n- Distribution Date: ${noticeData.distributionDate}\n- Notice ID: ${noticeData.noticeId}\n\nFor any questions or concerns, please contact the school administration.\n\nBest regards,\nSchool Administration Team`;\n\nreturn [{\n  json: {\n    to: noticeData.contactEmail,\n    subject: emailSubject,\n    body: emailBody,\n    recipientName: noticeData.contactName,\n    noticeId: noticeData.noticeId,\n    priority: noticeData.priority\n  }\n}];"
      },
      "typeVersion": 2
    },
    {
      "id": "5b817e81-22d2-4618-848e-62b0c286e1b4",
      "name": "Prepare WhatsApp Content",
      "type": "n8n-nodes-base.code",
      "position": [
        380,
        500
      ],
      "parameters": {
        "jsCode": "const noticeData = $input.first().json;\n\nconst whatsappMessage = `\ud83c\udfeb *${noticeData.title}*\\n\\n${noticeData.message}\\n\\n\ud83d\udccb Notice ID: ${noticeData.noticeId}\\n\u26a1 Priority: ${noticeData.priority}\\n\ud83d\udcc5 Date: ${noticeData.distributionDate}\\n\\n_This is an official school notice. Please keep this for your records._`;\n\nreturn [{\n  json: {\n    phone: noticeData.contactPhone,\n    message: whatsappMessage,\n    recipientName: noticeData.contactName,\n    noticeId: noticeData.noticeId,\n    priority: noticeData.priority\n  }\n}];"
      },
      "typeVersion": 2
    },
    {
      "id": "88cc77ed-4861-4a1a-b4bb-0c491e58a709",
      "name": "Send Email Notice",
      "type": "n8n-nodes-base.emailSend",
      "position": [
        600,
        300
      ],
      "parameters": {
        "text": "={{$json.body}}",
        "options": {},
        "subject": "={{$json.subject}}",
        "toEmail": "={{$json.to}}",
        "fromEmail": "user@example.com",
        "emailFormat": "text"
      },
      "credentials": {
        "smtp": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "5b58440e-6a47-4ba0-94ba-19b998d4204e",
      "name": "Send WhatsApp Notice",
      "type": "n8n-nodes-base.httpRequest",
      "position": [
        600,
        500
      ],
      "parameters": {
        "url": "https://graph.facebook.com/v17.0/FROM_PHONE_NUMBER_ID/messages",
        "options": {},
        "jsonBody": "={\n  \"messaging_product\": \"whatsapp\",\n  \"to\": \"{{ $json.phone }}\",\n  \"type\": \"text\",\n  \"text\": {\n    \"body\": \"{{ $json.message }}\"\n  }\n}",
        "sendBody": true,
        "sendHeaders": true,
        "specifyBody": "json",
        "headerParameters": {
          "parameters": [
            {
              "name": "Authorization",
              "value": "Bearer YOUR_TOKEN_HERE"
            },
            {
              "name": "Content-Type",
              "value": "application/json"
            }
          ]
        }
      },
      "typeVersion": 4.2
    },
    {
      "id": "5c4b3929-cb7d-45d7-804e-b7281adef0e7",
      "name": "Update Notice Status",
      "type": "n8n-nodes-base.microsoftExcel",
      "position": [
        820,
        400
      ],
      "parameters": {
        "options": {},
        "dataMode": "autoMap",
        "resource": "worksheet",
        "workbook": {
          "__rl": true,
          "mode": "id",
          "value": "=notices-workbook-001"
        },
        "operation": "update",
        "worksheet": {
          "__rl": true,
          "mode": "id",
          "value": "=notices-sheet-001"
        },
        "columnToMatchOn": "=title"
      },
      "credentials": {
        "microsoftExcelOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "e77a2dd6-1487-4632-b6f6-9e9b6237fc8f",
      "name": "Workflow Documentation",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -560,
        -220
      ],
      "parameters": {
        "color": 4,
        "width": 640,
        "height": 400,
        "content": "### **School Notice Distribution Workflow Components**\n\n**\ud83d\udcc5 Triggers:**\n* **Daily Notice Check - 9 AM** - Scheduled trigger for automated daily notice distribution\n\n**\ud83d\udcca Data Processing:**\n* **Read Notices** - Fetches notices from Excel database\n* **Validate Notice Data** - Ensures notice data completeness and format\n* **Process Notice Distribution** - Matches notices with target audiences\n\n**\ud83d\udce7 Communication:**\n* **Prepare Email Content** - Creates personalized email messages\n* **Prepare WhatsApp Content** - Formats WhatsApp messages with emojis\n* **Send Email Notice** - Distributes via email to stakeholders\n* **Send WhatsApp Notice** - Sends WhatsApp messages via Business API\n\n**\ud83d\udcc8 Reporting:**\n* **Update Notice Status** - Marks notices as distributed"
      },
      "typeVersion": 1
    },
    {
      "id": "003b88f7-1cc6-4170-94ff-32d25a6bb758",
      "name": "Read Notices",
      "type": "n8n-nodes-base.microsoftExcel",
      "position": [
        -280,
        400
      ],
      "parameters": {
        "filters": {
          "fields": [
            {
              "value": "Pending",
              "column": "Status"
            }
          ]
        },
        "resource": "worksheet",
        "workbook": {
          "__rl": true,
          "mode": "id",
          "value": "=notices-workbook-001"
        }
      },
      "credentials": {
        "microsoftExcelOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    }
  ],
  "active": false,
  "settings": {
    "executionOrder": "v1"
  },
  "versionId": "2046bf84-b64c-40b9-9270-8bbc4455f878",
  "connections": {
    "Read Notices": {
      "main": [
        [
          {
            "node": "Validate Notice Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send Email Notice": {
      "main": [
        [
          {
            "node": "Update Notice Status",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send WhatsApp Notice": {
      "main": [
        [
          {
            "node": "Update Notice Status",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Update Notice Status": {
      "main": [
        []
      ]
    },
    "Validate Notice Data": {
      "main": [
        [
          {
            "node": "Process Notice Distribution",
            "type": "main",
            "index": 0
          }
        ],
        []
      ]
    },
    "Prepare Email Content": {
      "main": [
        [
          {
            "node": "Send Email Notice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Prepare WhatsApp Content": {
      "main": [
        [
          {
            "node": "Send WhatsApp Notice",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Daily Notice Check - 9 AM": {
      "main": [
        [
          {
            "node": "Read Notices",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Process Notice Distribution": {
      "main": [
        [
          {
            "node": "Prepare Email Content",
            "type": "main",
            "index": 0
          },
          {
            "node": "Prepare WhatsApp Content",
            "type": "main",
            "index": 0
          }
        ]
      ]
    }
  }
}

Credentials you'll need

Each integration node will prompt for credentials when you import. We strip credential IDs before publishing — you'll add your own.

• microsoftExcelOAuth2Api
• smtp

About this workflow

This automated n8n workflow distributes school notices to stakeholders (students, parents, and staff) via WhatsApp, email, and other channels. It streamlines the process of scheduling, validating, and sending notices while updating distribution status. Notice Distribution…

Source: https://n8n.io/workflows/7035/ — original creator credit. Request a take-down →

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