Class Scheduling & Reminders with Google Calendar, Email & SMS Notifications

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": "JPdXXuF2DVCMU818",
  "meta": {
    "templateCredsSetupCompleted": true
  },
  "name": "Automated Student Class Scheduling & Calendar Reminder",
  "tags": [],
  "nodes": [
    {
      "id": "7465b9dc-b93d-486c-bffc-f58cbbb95096",
      "name": "Daily Schedule Check",
      "type": "n8n-nodes-base.cron",
      "position": [
        -460,
        20
      ],
      "parameters": {},
      "typeVersion": 1
    },
    {
      "id": "06ad7a4a-a202-4741-9631-0431071d8a7e",
      "name": "Read Class Schedule",
      "type": "n8n-nodes-base.microsoftExcel",
      "position": [
        -240,
        20
      ],
      "parameters": {
        "filters": {}
      },
      "credentials": {
        "microsoftExcelOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "e9a81260-0a7a-4682-a197-008ec53df730",
      "name": "Filter Today's Classes",
      "type": "n8n-nodes-base.code",
      "position": [
        -20,
        20
      ],
      "parameters": {
        "jsCode": "// Get current date and time\nconst now = new Date();\nconst today = now.toISOString().split('T')[0];\nconst currentHour = now.getHours();\n\n// Get all schedule data\nconst scheduleData = $input.all();\n\n// Filter classes for today and upcoming reminders\nconst todayClasses = scheduleData.filter(item => {\n  const classDate = item.json['Class Date'];\n  const classTime = item.json['Class Time'];\n  const reminderTime = item.json['Reminder Time (Hours)'] || 1;\n  \n  // Check if class is today\n  if (classDate === today) {\n    // Parse class time\n    const [hours, minutes] = classTime.split(':');\n    const classHour = parseInt(hours);\n    \n    // Check if we need to send reminder\n    const hoursUntilClass = classHour - currentHour;\n    \n    // Send reminder if within reminder window\n    if (hoursUntilClass > 0 && hoursUntilClass <= reminderTime) {\n      return true;\n    }\n  }\n  \n  return false;\n});\n\n// Also get tomorrow's classes for evening prep\nconst tomorrow = new Date(now);\ntomorrow.setDate(tomorrow.getDate() + 1);\nconst tomorrowDate = tomorrow.toISOString().split('T')[0];\n\nconst tomorrowClasses = scheduleData.filter(item => {\n  return item.json['Class Date'] === tomorrowDate && currentHour >= 18; // After 6 PM\n});\n\n// Combine today's reminders and tomorrow's prep\nconst classesToProcess = [...todayClasses, ...tomorrowClasses];\n\nreturn classesToProcess.map(item => ({\n  json: {\n    ...item.json,\n    reminderType: todayClasses.includes(item) ? 'today' : 'tomorrow',\n    currentTime: now.toISOString()\n  }\n}));"
      },
      "typeVersion": 2
    },
    {
      "id": "a7fe4b25-abcc-42e9-9da2-5692a9a302b5",
      "name": "Has Classes Today?",
      "type": "n8n-nodes-base.if",
      "position": [
        200,
        -80
      ],
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{$json['Class Name']}}",
              "operation": "isNotEmpty"
            }
          ]
        }
      },
      "typeVersion": 1
    },
    {
      "id": "0fcf7fb2-d8e4-4db3-9ef8-b4990792c483",
      "name": "Read Student Contacts",
      "type": "n8n-nodes-base.microsoftExcel",
      "position": [
        420,
        -80
      ],
      "parameters": {
        "filters": {}
      },
      "credentials": {
        "microsoftExcelOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "10b43784-8d58-4fbb-b964-0f6b4da16527",
      "name": "Create Student Reminders",
      "type": "n8n-nodes-base.code",
      "position": [
        640,
        20
      ],
      "parameters": {
        "jsCode": "// Get class data and student contacts\nconst classData = $('Filter Today\\'s Classes').all();\nconst studentContacts = $input.all();\n\n// Create reminder messages for each class\nconst reminders = [];\n\nclassData.forEach(classItem => {\n  const classInfo = classItem.json;\n  \n  // Find students enrolled in this class\n  const enrolledStudents = studentContacts.filter(student => {\n    const studentClasses = student.json['Enrolled Classes'] || '';\n    return studentClasses.includes(classInfo['Class Name']);\n  });\n  \n  // Create reminder for each enrolled student\n  enrolledStudents.forEach(student => {\n    const reminderMessage = classInfo.reminderType === 'today' \n      ? `\ud83d\udd14 Class Reminder: \"${classInfo['Class Name']}\" starts at ${classInfo['Class Time']} today!\\n\\n\ud83d\udccd Location: ${classInfo['Location'] || 'TBD'}\\n\ud83d\udc68\u200d\ud83c\udfeb Instructor: ${classInfo['Instructor'] || 'TBD'}\\n\ud83d\udcda Topic: ${classInfo['Topic'] || 'Regular class'}\\n\\n\u26a0\ufe0f Please arrive 5 minutes early. Don't forget your materials!`\n      : `\ud83d\udcc5 Tomorrow's Schedule: You have \"${classInfo['Class Name']}\" at ${classInfo['Class Time']}\\n\\n\ud83d\udccd Location: ${classInfo['Location'] || 'TBD'}\\n\ud83d\udc68\u200d\ud83c\udfeb Instructor: ${classInfo['Instructor'] || 'TBD'}\\n\ud83d\udcda Topic: ${classInfo['Topic'] || 'Regular class'}\\n\\n\ud83d\udca1 Tip: Prepare your materials tonight!`;\n    \n    reminders.push({\n      json: {\n        studentName: `${student.json['First Name']} ${student.json['Last Name']}`,\n        studentEmail: student.json['Email'],\n        studentPhone: student.json['Phone'],\n        className: classInfo['Class Name'],\n        classTime: classInfo['Class Time'],\n        classDate: classInfo['Class Date'],\n        location: classInfo['Location'],\n        instructor: classInfo['Instructor'],\n        topic: classInfo['Topic'],\n        reminderType: classInfo.reminderType,\n        message: reminderMessage,\n        preferredContact: student.json['Preferred Contact'] || 'email'\n      }\n    });\n  });\n});\n\nreturn reminders;"
      },
      "typeVersion": 2
    },
    {
      "id": "73d5961e-b4a1-45cf-b9fd-4c4c717eb152",
      "name": "Split Into Batches",
      "type": "n8n-nodes-base.splitInBatches",
      "position": [
        860,
        20
      ],
      "parameters": {
        "options": {},
        "batchSize": 10
      },
      "typeVersion": 3
    },
    {
      "id": "0b07fae3-e6c1-4ba8-b168-f5c937d091f3",
      "name": "Email or SMS?",
      "type": "n8n-nodes-base.if",
      "position": [
        1080,
        20
      ],
      "parameters": {
        "conditions": {
          "string": [
            {
              "value1": "={{$json.preferredContact}}",
              "value2": "email"
            }
          ]
        }
      },
      "typeVersion": 1
    },
    {
      "id": "05312b9a-6dc1-408f-9f55-7dbb6aded4d8",
      "name": "Prepare Email Reminders",
      "type": "n8n-nodes-base.code",
      "position": [
        1300,
        -80
      ],
      "parameters": {
        "jsCode": "// Prepare email data\nconst reminderData = $input.all();\n\nconst emailsToSend = reminderData.map(item => {\n  const data = item.json;\n  \n  const subject = data.reminderType === 'today' \n    ? `\ud83d\udd14 Class Reminder: ${data.className} Today`\n    : `\ud83d\udcc5 Tomorrow's Class: ${data.className}`;\n  \n  const htmlBody = `\n    <!DOCTYPE html>\n    <html>\n    <head>\n        <style>\n            body { font-family: Arial, sans-serif; color: #333; margin: 0; padding: 20px; }\n            .container { max-width: 600px; margin: 0 auto; }\n            .header { background: linear-gradient(135deg, #667eea 0%, #764ba2 100%); color: white; padding: 20px; border-radius: 8px 8px 0 0; text-align: center; }\n            .content { background: #f9f9f9; padding: 25px; border-radius: 0 0 8px 8px; }\n            .class-info { background: white; padding: 20px; border-radius: 8px; margin: 15px 0; border-left: 4px solid #667eea; }\n            .info-row { margin: 10px 0; }\n            .info-label { font-weight: bold; color: #667eea; }\n            .footer { text-align: center; margin-top: 20px; color: #666; font-size: 12px; }\n            .emoji { font-size: 18px; }\n        </style>\n    </head>\n    <body>\n        <div class=\"container\">\n            <div class=\"header\">\n                <h1><span class=\"emoji\">${data.reminderType === 'today' ? '\ud83d\udd14' : '\ud83d\udcc5'}</span> Class ${data.reminderType === 'today' ? 'Reminder' : 'Preview'}</h1>\n            </div>\n            <div class=\"content\">\n                <p>Hello ${data.studentName},</p>\n                <p>${data.reminderType === 'today' ? 'Your class is starting soon!' : 'Here\\'s your schedule for tomorrow:'}</p>\n                \n                <div class=\"class-info\">\n                    <div class=\"info-row\"><span class=\"info-label\">\ud83d\udcda Class:</span> ${data.className}</div>\n                    <div class=\"info-row\"><span class=\"info-label\">\ud83d\udd50 Time:</span> ${data.classTime}</div>\n                    <div class=\"info-row\"><span class=\"info-label\">\ud83d\udcc5 Date:</span> ${data.classDate}</div>\n                    <div class=\"info-row\"><span class=\"info-label\">\ud83d\udccd Location:</span> ${data.location || 'TBD'}</div>\n                    <div class=\"info-row\"><span class=\"info-label\">\ud83d\udc68\u200d\ud83c\udfeb Instructor:</span> ${data.instructor || 'TBD'}</div>\n                    <div class=\"info-row\"><span class=\"info-label\">\ud83d\udcd6 Topic:</span> ${data.topic || 'Regular class session'}</div>\n                </div>\n                \n                ${data.reminderType === 'today' \n                  ? '<p><strong>\u26a0\ufe0f Please arrive 5 minutes early and don\\'t forget your materials!</strong></p>'\n                  : '<p><strong>\ud83d\udca1 Tip: Prepare your materials tonight for a smooth start tomorrow!</strong></p>'\n                }\n                \n                <p>Have a great class!</p>\n            </div>\n            <div class=\"footer\">\n                <p>This is an automated reminder from your class management system.</p>\n            </div>\n        </div>\n    </body>\n    </html>\n  `;\n  \n  return {\n    json: {\n      to: data.studentEmail,\n      subject: subject,\n      body: data.message,\n      html: htmlBody,\n      studentName: data.studentName,\n      className: data.className\n    }\n  };\n});\n\nreturn emailsToSend;"
      },
      "typeVersion": 2
    },
    {
      "id": "cece98bb-8af5-4a9c-b1e1-9ff2a421576b",
      "name": "Prepare SMS Reminders",
      "type": "n8n-nodes-base.code",
      "position": [
        1300,
        120
      ],
      "parameters": {
        "jsCode": "// Prepare SMS data\nconst reminderData = $input.all();\n\nconst smsToSend = reminderData.map(item => {\n  const data = item.json;\n  \n  const smsMessage = data.reminderType === 'today'\n    ? `\ud83d\udd14 Class Reminder: \"${data.className}\" starts at ${data.classTime} today at ${data.location || 'TBD'}. Arrive 5 min early!`\n    : `\ud83d\udcc5 Tomorrow: \"${data.className}\" at ${data.classTime} (${data.location || 'TBD'}). Prepare tonight!`;\n  \n  return {\n    json: {\n      to: data.studentPhone,\n      message: smsMessage,\n      studentName: data.studentName,\n      className: data.className\n    }\n  };\n});\n\nreturn smsToSend;"
      },
      "typeVersion": 2
    },
    {
      "id": "9771a2d3-1ad7-47d9-8951-58f9ef7e66d7",
      "name": "Sync to Google Calendar",
      "type": "n8n-nodes-base.googleCalendar",
      "position": [
        420,
        120
      ],
      "parameters": {
        "end": "={{$json['Class Date']}}T{{(parseInt($json['Class Time'].split(':')[0]) + 1).toString().padStart(2, '0')}}:{{$json['Class Time'].split(':')[1].padStart(2, '0')}}:00",
        "start": "={{$json['Class Date']}}T{{$json['Class Time'].split(':')[0].padStart(2, '0')}}:{{$json['Class Time'].split(':')[1].padStart(2, '0')}}:00",
        "calendar": {
          "__rl": true,
          "mode": "id",
          "value": "user@example.com"
        },
        "additionalFields": {}
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "366cc8cf-d94c-4685-b4bb-fad0cf8f948b",
      "name": "Read Reminder Log",
      "type": "n8n-nodes-base.microsoftExcel",
      "position": [
        1520,
        20
      ],
      "parameters": {
        "filters": {}
      },
      "credentials": {
        "microsoftExcelOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "d28bca9d-3a43-4c04-abe4-7ecc8200e23d",
      "name": "Update Reminder Log",
      "type": "n8n-nodes-base.code",
      "position": [
        1740,
        20
      ],
      "parameters": {
        "jsCode": "// Get existing log data\nconst existingLogs = $input.all();\n\n// Get sent reminders data\nconst sentEmails = $('Prepare Email Reminders').all() || [];\nconst sentSMS = $('Prepare SMS Reminders').all() || [];\n\n// Create log entries for sent reminders\nconst newLogEntries = [];\n\n// Log email reminders\nsentEmails.forEach(email => {\n  newLogEntries.push({\n    'Log ID': 'LOG-' + Date.now() + '-' + Math.random().toString(36).substr(2, 9),\n    'Timestamp': new Date().toISOString(),\n    'Student Name': email.json.studentName,\n    'Class Name': email.json.className,\n    'Contact Method': 'Email',\n    'Contact Info': email.json.to,\n    'Status': 'Sent',\n    'Reminder Type': 'Class Reminder',\n    'Message Preview': email.json.subject\n  });\n});\n\n// Log SMS reminders\nsentSMS.forEach(sms => {\n  newLogEntries.push({\n    'Log ID': 'LOG-' + Date.now() + '-' + Math.random().toString(36).substr(2, 9),\n    'Timestamp': new Date().toISOString(),\n    'Student Name': sms.json.studentName,\n    'Class Name': sms.json.className,\n    'Contact Method': 'SMS',\n    'Contact Info': sms.json.to,\n    'Status': 'Sent',\n    'Reminder Type': 'Class Reminder',\n    'Message Preview': sms.json.message.substring(0, 50) + '...'\n  });\n});\n\n// Combine existing logs with new entries\nconst allLogs = [...existingLogs, ...newLogEntries];\n\nreturn allLogs.map(item => ({ json: item }));"
      },
      "typeVersion": 2
    },
    {
      "id": "af36b846-ccb8-4ab3-8e3e-0c8599efb69a",
      "name": "Save Reminder Log",
      "type": "n8n-nodes-base.microsoftExcel",
      "position": [
        1960,
        20
      ],
      "parameters": {
        "options": {},
        "resource": "worksheet",
        "workbook": {
          "__rl": true,
          "mode": "id",
          "value": "3456yuhh"
        },
        "operation": "append",
        "worksheet": {
          "__rl": true,
          "mode": "id",
          "value": "=23456yuytrewerfgn"
        }
      },
      "credentials": {
        "microsoftExcelOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2
    },
    {
      "id": "2d5a26d5-e112-42b4-b4a1-3cdb98df6240",
      "name": "Sticky Note",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -340,
        -440
      ],
      "parameters": {
        "width": 600,
        "height": 220,
        "content": "### **Workflow Process**\n1. **Daily Check** \u2192 Triggers at scheduled time\n2. **Read Schedule** \u2192 Gets today's class schedule\n3. **Filter Classes** \u2192 Identifies today's classes\n4. **Check Students** \u2192 Gets enrolled student contacts\n5. **Sync Calendar** \u2192 Updates Google Calendar\n6. **Create Reminders** \u2192 Generates personalized messages\n7. **Send Notifications** \u2192 Delivers via email/SMS\n8. **Log Activity** \u2192 Records reminder status"
      },
      "typeVersion": 1
    }
  ],
  "active": false,
  "settings": {
    "executionOrder": "v1"
  },
  "versionId": "a4519a70-de1e-4df5-9dd4-0118ed25fc16",
  "connections": {
    "Email or SMS?": {
      "main": [
        [
          {
            "node": "Prepare Email Reminders",
            "type": "main",
            "index": 0
          }
        ],
        [
          {
            "node": "Prepare SMS Reminders",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Read Reminder Log": {
      "main": [
        [
          {
            "node": "Update Reminder Log",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Has Classes Today?": {
      "main": [
        [
          {
            "node": "Read Student Contacts",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Split Into Batches": {
      "main": [
        [
          {
            "node": "Email or SMS?",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Read Class Schedule": {
      "main": [
        [
          {
            "node": "Filter Today's Classes",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Update Reminder Log": {
      "main": [
        [
          {
            "node": "Save Reminder Log",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Daily Schedule Check": {
      "main": [
        [
          {
            "node": "Read Class Schedule",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Prepare SMS Reminders": {
      "main": [
        [
          {
            "node": "Read Reminder Log",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Read Student Contacts": {
      "main": [
        [
          {
            "node": "Create Student Reminders",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Filter Today's Classes": {
      "main": [
        [
          {
            "node": "Has Classes Today?",
            "type": "main",
            "index": 0
          },
          {
            "node": "Sync to Google Calendar",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Prepare Email Reminders": {
      "main": [
        [
          {
            "node": "Read Reminder Log",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Sync to Google Calendar": {
      "main": [
        [
          {
            "node": "Create Student Reminders",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Create Student Reminders": {
      "main": [
        [
          {
            "node": "Split Into Batches",
            "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.

• googleCalendarOAuth2Api
• microsoftExcelOAuth2Api

About this workflow

This automated n8n workflow checks daily class schedules, syncs upcoming classes to Google Calendar, and sends reminder notifications to students via email or SMS. Perfect for educational institutions to keep students informed about their daily classes and schedule changes.

Source: https://n8n.io/workflows/6997/ — original creator credit. Request a take-down →

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