Roshan Ramani This workflow corresponds to n8n.io template #9466 — we link there as the canonical source.
This workflow follows the Agent → Gmail recipe pattern — see all workflows that pair these two integrations.
The workflow JSON
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{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "167a413a-b8d5-4111-be62-fd07f7b7413a",
"name": "Structured Output Parser",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
4688,
1904
],
"parameters": {
"jsonSchemaExample": "{\n \"email\": \"user@example.com\",\n \"subject\": \"Appointment Update - Rescheduling Required\",\n \"html_body\": \"<html><body><h1>Appointment Update</h1><p>Dear Roshan Ramani,</p><p>Unfortunately, your requested appointment on <b>16 October 2025</b> could not be approved.</p><p>Please contact us to reschedule at your convenience or choose another available slot.</p><p>Thank you for understanding.<br><b>Doctor's Office</b></p></body></html>\"\n}\n"
},
"typeVersion": 1.3
},
{
"id": "124507b2-9a28-47cc-921b-a7ee2c6ef8d7",
"name": "Appointment Request Form Trigger",
"type": "n8n-nodes-base.jotFormTrigger",
"position": [
3664,
1680
],
"parameters": {
"form": "YOUR_JOTFORM_FORM_ID",
"onlyAnswers": false
},
"typeVersion": 1
},
{
"id": "16f11b9e-f72a-41e4-a87a-b27837e48a68",
"name": "Parse: Extract Appointment Details",
"type": "n8n-nodes-base.set",
"position": [
3920,
1680
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "75edf02c-37a0-406e-96b0-5f86b83272b9",
"name": "formID",
"type": "string",
"value": "={{ $json.formID }}"
},
{
"id": "d9b6b0db-7440-41e5-90da-232c94dd4979",
"name": "formTitle",
"type": "string",
"value": "={{ $json.formTitle }}"
},
{
"id": "85a7a4a5-baf9-4fa3-8bf0-a6b8da4e6e50",
"name": "submissionID",
"type": "string",
"value": "={{ $json.submissionID }}"
},
{
"id": "972d74f3-14d2-4a8f-9cdc-58aeb5d8708c",
"name": "rawRequest.Name",
"type": "object",
"value": "={{ $json.rawRequest.Name }}"
},
{
"id": "8bac118c-3ab2-41e8-8faa-4265ea83cb5f",
"name": "rawRequest['Phone Number']",
"type": "object",
"value": "={{ $json.rawRequest['Phone Number'] }}"
},
{
"id": "05457476-3bde-419c-89fc-1d0380970bfc",
"name": "rawRequest['E-mail']",
"type": "string",
"value": "={{ $json.rawRequest['E-mail'] }}"
},
{
"id": "da5d98ef-4f4d-4f78-acf7-951ebe82fe38",
"name": "rawRequest['First Time Visit?']",
"type": "string",
"value": "={{ $json.rawRequest['First Time Visit?'] }}"
},
{
"id": "c3f4d7be-11e5-49bd-b02d-ad1cb2da3d12",
"name": "rawRequest['Select an Appointment Date']",
"type": "object",
"value": "={{ $json.rawRequest['Select an Appointment Date'] }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "c1823ab1-a0c9-4fc8-adaf-317d119031d7",
"name": "Notify for Approval or Decline",
"type": "n8n-nodes-base.telegram",
"position": [
4208,
1680
],
"parameters": {
"chatId": "YOUR_TELEGRAM_CHAT_ID",
"message": "=Name : - {{ $json.rawRequest.Name.first }} {{ $json.rawRequest.Name.last }}\nnumber :- {{ $json.rawRequest['Phone Number'].full }}\nfirst time visit :- {{ $json.rawRequest['First Time Visit?'] }}\ndate time :- {{ $json.rawRequest['Select an Appointment Date'].date }}\nduration :- {{ $json.rawRequest['Select an Appointment Date'].duration }}",
"options": {
"appendAttribution": false
},
"operation": "sendAndWait",
"approvalOptions": {
"values": {
"approvalType": "double"
}
}
},
"typeVersion": 1.2
},
{
"id": "c64abc68-4dd0-4d02-9675-cef4fd950db8",
"name": "Generate: Appointment Response Email",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
4496,
1680
],
"parameters": {
"text": "=doctor decision approved :- {{ $json.data.approved }}\n\ndata :- {{ $('Parse: Extract Appointment Details').item.json.rawRequest.toJsonString() }}\n\nPlease generate an appropriate email (confirmation or reschedule) based on the approval status.\n",
"options": {
"systemMessage": "=You are an Appointment Email Assistant for a Doctor's Office.\nYour job is to read appointment form data and the doctor's response, then generate the correct email to send to the patient.\n\nYour tasks:\n\nExtract patient details such as name, email, appointment date, and time from the form data.\n\nCheck if the doctor's approval status (approved) is true or false.\n\nIf approved = true, write a confirmation email confirming the appointment.\n\nIf approved = false, write a polite reschedule or decline email, offering the patient to choose another time or contact the clinic.\n\nAlways reply only in valid JSON format with exactly three fields:\n\nemail \u2192 patient's email address\n\nsubject \u2192 short and clear subject line\n\nhtml_body \u2192 full HTML message with <html>, <body>, <h1>, <p> tags etc.\n\nUse a warm, professional, and caring tone.\n\nAssume the email will be sent via the Gmail tool, so you only need to provide the content \u2014 not the sending logic.\n\nExample output when approved:\n\n{\n \"email\": \"patient@example.com\",\n \"subject\": \"Appointment Confirmed - 16 Oct 2025, 9:00 AM\",\n \"html_body\": \"<html><body><h1>Your Appointment is Confirmed</h1><p>Dear Roshan Ramani,</p><p>Your appointment has been confirmed for <b>16 October 2025</b> at <b>9:00 AM</b>. Please arrive 10 minutes early.</p><p>If you have any questions, feel free to reply to this email.</p><p>Warm regards,<br><b>Doctor's Office</b></p></body></html>\"\n}\n\n\nExample output when not approved:\n\n{\n \"email\": \"patient@example.com\",\n \"subject\": \"Appointment Update - Rescheduling Required\",\n \"html_body\": \"<html><body><h1>Appointment Update</h1><p>Dear Roshan Ramani,</p><p>Unfortunately, your requested appointment on <b>16 October 2025</b> could not be approved.</p><p>Please contact us to reschedule at your convenience or choose another available slot.</p><p>Thank you for understanding.<br><b>Doctor's Office</b></p></body></html>\"\n}\n"
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 2.2
},
{
"id": "38424ee8-2585-4ad1-bef6-d70069485596",
"name": "Condition: Check Approval Status",
"type": "n8n-nodes-base.if",
"position": [
4832,
1680
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "cfff1aa3-d240-4527-a526-ebd7ab83c5a1",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $('Notify for Approval or Decline').item.json.data.approved }}",
"rightValue": "true"
}
]
},
"looseTypeValidation": true
},
"typeVersion": 2.2
},
{
"id": "f976d556-6d29-4d3a-9633-67bbb06d975e",
"name": "Log: Record Appointment in sheets",
"type": "n8n-nodes-base.googleSheets",
"position": [
5040,
1584
],
"parameters": {
"columns": {
"value": {
"name": "={{ $('Parse: Extract Appointment Details').item.json.rawRequest.Name.first }} {{ $('Parse: Extract Appointment Details').item.json.rawRequest.Name.last }}",
"email": "={{ $('Parse: Extract Appointment Details').item.json.rawRequest['E-mail'] }}",
"duration": "={{ $('Parse: Extract Appointment Details').item.json.rawRequest['Select an Appointment Date'].duration }}",
"phone no": "={{ $('Parse: Extract Appointment Details').item.json.rawRequest['Phone Number'].full }}",
"date and time": "={{ $('Parse: Extract Appointment Details').item.json.rawRequest['Select an Appointment Date'].date }}",
"is_first time": "={{ $('Parse: Extract Appointment Details').item.json.rawRequest['First Time Visit?'] }}"
},
"schema": [
{
"id": "name",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "name",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "email",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "email",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "phone no",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "phone no",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "is_first time",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "is_first time",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "date and time",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "date and time",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "duration",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "duration",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"email"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "appendOrUpdate",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/YOUR_GOOGLE_SHEET_ID/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "YOUR_GOOGLE_SHEET_ID",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/YOUR_GOOGLE_SHEET_ID/edit?usp=drivesdk",
"cachedResultName": "new form submissions"
}
},
"typeVersion": 4.7
},
{
"id": "bbfba0b3-92fe-4da7-9456-aafe0ca911b2",
"name": "Send: Confirmation Email",
"type": "n8n-nodes-base.gmail",
"position": [
5248,
1584
],
"parameters": {
"sendTo": "={{ $('Generate: Appointment Response Email').item.json.output.email }}",
"message": "={{ $('Generate: Appointment Response Email').item.json.output.html_body }}",
"options": {},
"subject": "={{ $('Generate: Appointment Response Email').item.json.output.subject }}"
},
"typeVersion": 2.1
},
{
"id": "e74a6bbe-d2e2-4466-b5b7-3b943d684069",
"name": "Send: Rejection or Reschedule Email",
"type": "n8n-nodes-base.gmail",
"position": [
5280,
1856
],
"parameters": {
"sendTo": "={{ $('Generate: Appointment Response Email').item.json.output.email }}",
"message": "={{ $('Generate: Appointment Response Email').item.json.output.html_body }}",
"options": {},
"subject": "={{ $('Generate: Appointment Response Email').item.json.output.subject }}"
},
"typeVersion": 2.1
},
{
"id": "ff45d2d2-a900-492e-b881-ef6ba2b58a74",
"name": "Delete Rejected Appointment",
"type": "n8n-nodes-base.httpRequest",
"position": [
5056,
1856
],
"parameters": {
"url": "=https://api.jotform.com/submission/{{ $('Parse: Extract Appointment Details').item.json.submissionID }}",
"method": "DELETE",
"options": {},
"sendQuery": true,
"queryParameters": {
"parameters": [
{
"name": "apiKey",
"value": "YOUR_JOTFORM_API_KEY"
}
]
}
},
"typeVersion": 4.2
},
{
"id": "134bcabc-106b-4916-9519-fe911ac63b91",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
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1392
],
"parameters": {
"width": 2448,
"height": 880,
"content": "# AI Powered All Purpose Appointment System via JotForm\n\nThis workflow automates appointment requests by capturing form submissions, getting approval from a decision-maker, and sending appropriate confirmation or rejection emails.\n\n**What It Does:**\n- Captures new appointment requests from JotForm form\n- Sends appointment details for review and approval\n- Generates personalized confirmation or rejection emails using AI\n- Records approved appointments in Google Sheets\n- Handles both approvals and rejections automatically\n---\n\n\ud83d\udc49 [Get the JotForm](https://www.jotform.com/?partner=roshanramanidev)\n\n**How It Works:**\n\n1. **Appointment Request Form Trigger** - New form submission arrives\n2. **Parse: Extract Appointment Details** - Pulls name, email, phone, date, time, visit type\n3. **Notify for Approval or Decline** - Sends details to approval channel for review\n4. **Generate: Appointment Response Email** - AI creates confirmation or reschedule email based on approval\n5. **Condition: Check Approval Status** - Routes to approved or rejected path\n - **If Approved:**\n - Log: Record Appointment in sheets - Stores in Google Sheets\n - Send: Confirmation Email - Sends confirmation to requester\n - **If Rejected:**\n - Delete Rejected Appointment - Removes from form system\n - Send: Rejection or Reschedule Email - Notifies requester\n\n**Key Benefits:**\n- Fully automated with no manual email writing\n- AI-powered personalized responses\n- Clean record keeping in Google Sheets\n- Instant approval/rejection notifications\n- Professional communication maintained\n\n---\n\n"
},
"typeVersion": 1
},
{
"id": "4b623fe9-5505-47f1-b3ba-be5c0d1a49ec",
"name": "OpenAI Chat Model6",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
4496,
1888
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
},
"options": {}
},
"typeVersion": 1.2
}
],
"connections": {
"OpenAI Chat Model6": {
"ai_languageModel": [
[
{
"node": "Generate: Appointment Response Email",
"type": "ai_languageModel",
"index": 0
}
]
]
},
"Structured Output Parser": {
"ai_outputParser": [
[
{
"node": "Generate: Appointment Response Email",
"type": "ai_outputParser",
"index": 0
}
]
]
},
"Delete Rejected Appointment": {
"main": [
[
{
"node": "Send: Rejection or Reschedule Email",
"type": "main",
"index": 0
}
]
]
},
"Notify for Approval or Decline": {
"main": [
[
{
"node": "Generate: Appointment Response Email",
"type": "main",
"index": 0
}
]
]
},
"Appointment Request Form Trigger": {
"main": [
[
{
"node": "Parse: Extract Appointment Details",
"type": "main",
"index": 0
}
]
]
},
"Condition: Check Approval Status": {
"main": [
[
{
"node": "Log: Record Appointment in sheets",
"type": "main",
"index": 0
}
],
[
{
"node": "Delete Rejected Appointment",
"type": "main",
"index": 0
}
]
]
},
"Log: Record Appointment in sheets": {
"main": [
[
{
"node": "Send: Confirmation Email",
"type": "main",
"index": 0
}
]
]
},
"Parse: Extract Appointment Details": {
"main": [
[
{
"node": "Notify for Approval or Decline",
"type": "main",
"index": 0
}
]
]
},
"Generate: Appointment Response Email": {
"main": [
[
{
"node": "Condition: Check Approval Status",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
This template automates the entire appointment request lifecycle using AI. When someone submits an appointment request through JotForm, the system automatically sends details for approval, generates personalized confirmation or rejection emails using OpenAI, and maintains…
Source: https://n8n.io/workflows/9466/ — original creator credit. Request a take-down →
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