Rapiwa This workflow corresponds to n8n.io template #10270 — 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
Copy or download the full n8n JSON below. Paste it into a new n8n workflow, add your credentials, activate. Full import guide →
{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "1a126147-47b1-4ffd-9494-4d9222d5002b",
"name": "Loop Over Items",
"type": "n8n-nodes-base.splitInBatches",
"position": [
-240,
528
],
"parameters": {
"options": {}
},
"typeVersion": 3
},
{
"id": "0d24a4c9-984f-4ad7-ae80-1825d2004809",
"name": "Create an event",
"type": "n8n-nodes-base.googleCalendar",
"position": [
432,
448
],
"parameters": {
"end": "={{ $json.formatted }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "user@example.com",
"cachedResultName": "Sales - Send WhatsApp reminder"
},
"remindersUi": {
"remindersValues": [
{
"method": "email",
"minutes": 30
}
]
},
"additionalFields": {
"color": "3",
"summary": "={{ $json.title }}",
"location": "={{ $json.location }}",
"attendees": [],
"description": "={{ $json.description }}",
"sendUpdates": "all"
},
"useDefaultReminders": "={{ false }}"
},
"credentials": {
"googleCalendarOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1.3
},
{
"id": "87939508-6c62-499f-ae9a-813cac137c57",
"name": "Date & Time",
"type": "n8n-nodes-base.dateTime",
"position": [
-16,
448
],
"parameters": {
"date": "={{ $json['end time'] }}",
"format": "custom",
"options": {
"includeInputFields": true
},
"operation": "formatDate",
"customFormat": "yyyy-MM-dd HH:mm:ss ZZZZ"
},
"typeVersion": 2
},
{
"id": "ab2713e8-6ece-4a98-ab6c-bab90f7196f5",
"name": "Code",
"type": "n8n-nodes-base.code",
"position": [
176,
448
],
"parameters": {
"jsCode": "const items = $input.all(); // Get all rows\nconst pad = n => String(n).padStart(2, '0');\n\nreturn items.map(item => {\n const input = item.json;\n\n // Convert formattedDate (UTC) to JS Date\n const d = new Date(input.formattedDate);\n\n // Build ISO string in UTC\n const isoUTC = `${d.getUTCFullYear()}-${pad(d.getUTCMonth() + 1)}-${pad(d.getUTCDate())}T` +\n `${pad(d.getUTCHours())}:${pad(d.getUTCMinutes())}:${pad(d.getUTCSeconds())}Z`;\n\n return {\n json: {\n ...input,\n formatted: isoUTC\n }\n };\n});\n"
},
"typeVersion": 2
},
{
"id": "9d212fd1-4189-48b7-92d2-e4e8241281c0",
"name": "Get Past Events",
"type": "n8n-nodes-base.googleCalendar",
"position": [
-528,
1728
],
"parameters": {
"options": {},
"timeMax": "={{ $now.minus({ day: 0 }) }}",
"timeMin": "={{ $now.minus({ day: 4 }) }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "user@example.com",
"cachedResultName": "Sales - Send WhatsApp reminder"
},
"operation": "getAll",
"returnAll": true
},
"credentials": {
"googleCalendarOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1.3
},
{
"id": "094e8163-7dd2-4bc3-a59b-62a2d57749ec",
"name": "Mark as Seen",
"type": "n8n-nodes-base.removeDuplicates",
"position": [
-304,
1728
],
"parameters": {
"options": {},
"operation": "removeItemsSeenInPreviousExecutions",
"dedupeValue": "={{ $json.id }}"
},
"typeVersion": 2
},
{
"id": "27f7ddbf-0341-47cc-9da3-dbadbd1e8110",
"name": "Schedule Trigger",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
-688,
528
],
"parameters": {
"rule": {
"interval": [
{
"field": "minutes"
}
]
}
},
"typeVersion": 1.2
},
{
"id": "a67ee294-2d4f-46a8-bbb7-c08e0be2a407",
"name": "Get in sheet",
"type": "n8n-nodes-base.googleSheets",
"position": [
-464,
528
],
"parameters": {
"options": {},
"filtersUI": {
"values": [
{
"lookupColumn": "status"
}
]
},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU/edit?usp=drivesdk",
"cachedResultName": "Sales - Send WhatsApp reminder"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.6
},
{
"id": "e5681977-acb6-4d64-a2f9-22233080e9a6",
"name": "Update status in sheet",
"type": "n8n-nodes-base.googleSheets",
"position": [
880,
544
],
"parameters": {
"columns": {
"value": {
"status": "checked",
"row_number": "={{ $('Get in sheet').item.json.row_number }}",
" reminder status": "sent"
},
"schema": [
{
"id": "title",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "title",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "description",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "description",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "location",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "location",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "color_number",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "color_number",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "start time",
"type": "string",
"display": true,
"required": false,
"displayName": "start time",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "end time",
"type": "string",
"display": true,
"required": false,
"displayName": "end time",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": " reminder status",
"type": "string",
"display": true,
"required": false,
"displayName": " reminder status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "status",
"type": "string",
"display": true,
"removed": false,
"required": false,
"displayName": "status",
"defaultMatch": false,
"canBeUsedToMatch": true
},
{
"id": "row_number",
"type": "number",
"display": true,
"removed": false,
"readOnly": true,
"required": false,
"displayName": "row_number",
"defaultMatch": false,
"canBeUsedToMatch": true
}
],
"mappingMode": "defineBelow",
"matchingColumns": [
"row_number"
],
"attemptToConvertTypes": false,
"convertFieldsToString": false
},
"options": {},
"operation": "update",
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU/edit#gid=0",
"cachedResultName": "Sheet1"
},
"documentId": {
"__rl": true,
"mode": "list",
"value": "1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU",
"cachedResultUrl": "https://docs.google.com/spreadsheets/d/1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU/edit?usp=drivesdk",
"cachedResultName": "Sales - Send WhatsApp reminder"
}
},
"credentials": {
"googleSheetsOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 4.6
},
{
"id": "2ee3f43e-6710-42d5-a022-28aa3090ce27",
"name": "Rapiwa",
"type": "n8n-nodes-rapiwa.rapiwa",
"position": [
656,
352
],
"parameters": {
"number": "88017XXX63400",
"message": "=Hi, just create \u201c{{ $json.summary }}\u201d meeting scheduled for {{ $json.end.dateTime }}. Please let me know if this time still works for you. Looking forward to it!",
"productOperation": "promo"
},
"credentials": {
"rapiwaApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "f8338ab0-1bc5-4ac1-b640-cbdbf973e1d7",
"name": "Schedule Trigger1",
"type": "n8n-nodes-base.scheduleTrigger",
"position": [
-752,
1728
],
"parameters": {
"rule": {
"interval": [
{
"field": "minutes"
}
]
}
},
"typeVersion": 1.2
},
{
"id": "b743d3bf-5150-42e4-9db8-250785fda332",
"name": "Only Follow Ups",
"type": "n8n-nodes-base.filter",
"position": [
144,
1616
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 2,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "73f38d1b-75c6-4372-8e81-a2db61b045a8",
"operator": {
"name": "filter.operator.equals",
"type": "string",
"operation": "equals"
},
"leftValue": "",
"rightValue": ""
}
]
}
},
"typeVersion": 2.2
},
{
"id": "0328dfd5-0d27-4e83-93c9-c2ae879abd47",
"name": "Output",
"type": "@n8n/n8n-nodes-langchain.outputParserStructured",
"position": [
608,
1840
],
"parameters": {
"schemaType": "manual",
"inputSchema": "{\n \"type\": \"object\",\n \"properties\": {\n \"slots\": {\n \"type\": \"array\",\n \"items\": {\n \"type\": \"object\",\n \"properties\": {\n \"start\": { \"type\": \"string\" },\n \"end\": { \"type\": \"string\" }\n }\n }\n }\n }\n}"
},
"typeVersion": 1.2
},
{
"id": "7509af23-9d83-4b30-b896-ac289609b3f8",
"name": "Availability",
"type": "n8n-nodes-base.googleCalendarTool",
"position": [
496,
1840
],
"parameters": {
"options": {
"timezone": {
"__rl": true,
"mode": "id",
"value": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Timezone', ``, 'string') }}",
"__regex": "([-+/_a-zA-Z0-9]*)"
}
},
"timeMax": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End_Time', ``, 'string') }}",
"timeMin": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start_Time', ``, 'string') }}",
"calendar": {
"__rl": true,
"mode": "list",
"value": "user@example.com",
"cachedResultName": "Sales - Send WhatsApp reminder"
},
"resource": "calendar"
},
"credentials": {
"googleCalendarOAuth2Api": {
"name": "<your credential>"
}
},
"typeVersion": 1.3
},
{
"id": "8a31bf27-84f8-4e48-8b06-bdf10fb926d3",
"name": "Generate Message",
"type": "n8n-nodes-base.set",
"position": [
832,
1616
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "cf09c95c-f25e-4fd7-bade-a0feaeaffb3b",
"name": "message",
"type": "string",
"value": "=Here's are a few available slots to book the next meeting.\n{{\n$json.output.slots\n .filter(slot => !DateTime.fromISO(slot.start).isWeekend())\n .map(slot => `* ${DateTime.fromISO(slot.start).format('cccc, DDD @ hh:mm')} - ${DateTime.fromISO(slot.end).format('hh:mm')}`)\n.join('\\n')\n}}\n\nLet me know which I should book or let me know if it's okay to dismiss."
}
]
}
},
"typeVersion": 3.4
},
{
"id": "fda54f21-bceb-4649-ab68-94e2a6f11887",
"name": "Loop Over Items1",
"type": "n8n-nodes-base.splitInBatches",
"position": [
-80,
1728
],
"parameters": {
"options": {}
},
"typeVersion": 3
},
{
"id": "8ed45b86-7a56-4301-8e32-1fc2cf39c50d",
"name": "Wait",
"type": "n8n-nodes-base.wait",
"position": [
1104,
624
],
"parameters": {},
"typeVersion": 1.1
},
{
"id": "1ebb876e-9abd-48fe-8f85-2cdbe1c8e5d0",
"name": "Wait1",
"type": "n8n-nodes-base.wait",
"position": [
1280,
1824
],
"parameters": {},
"typeVersion": 1.1
},
{
"id": "d1a19978-cb34-4bdb-9635-abdcb248c059",
"name": "Rapiwa1",
"type": "n8n-nodes-rapiwa.rapiwa",
"position": [
1056,
1520
],
"parameters": {
"number": "8801XXX3400",
"message": "={{ $json.message }}",
"productOperation": "promo"
},
"credentials": {
"rapiwaApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "af14ad3b-414f-41b7-9558-817f64e3bce6",
"name": "Send a message",
"type": "n8n-nodes-base.gmail",
"position": [
1056,
1712
],
"parameters": {
"sendTo": "your mail address",
"message": "={{ $json.message }}",
"options": {},
"subject": "={{ $json.message.split(\" \").slice(0, 10).join(\" \") }}",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "dd63cc9b-423b-433b-a4f0-4d9ddf5f9a32",
"name": "Send a message1",
"type": "n8n-nodes-base.gmail",
"position": [
656,
544
],
"parameters": {
"sendTo": "your mail address",
"message": "=Hi, just create \u201c{{ $json.summary }}\u201d meeting scheduled for {{ $json.end.dateTime }}. Please let me know if this time still works for you. Looking forward to it!",
"options": {},
"subject": "=Meeting scheduled for {{ $json.end.dateTime }}",
"emailType": "text"
},
"credentials": {
"gmailOAuth2": {
"name": "<your credential>"
}
},
"typeVersion": 2.1
},
{
"id": "92e79917-d2bc-478a-ae1a-7dc118b5c8a6",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-784,
320
],
"parameters": {
"width": 496,
"height": 368,
"content": "## Schedule Trigger\n* **Purpose:** To **start the entire workflow automatically** at regular intervals (like a cron job).\n\n\n## Get in sheet\n* **Purpose:** To **fetch data** from a Google Sheet containing information for meetings that need to be scheduled."
},
"typeVersion": 1
},
{
"id": "60679101-9a93-4fc9-b5c1-8e851ea62cea",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
-128,
96
],
"parameters": {
"width": 480,
"height": 512,
"content": "## Date & Time\n* **Purpose:** To **standardize and format the event end time** from the Google Sheet into a format suitable for the following steps.\n* **How it works:**\n * It takes the value from the input field `{{ $json['end time'] }}`.\n * It formats this date/time into a specific custom format (`yyyy-MM-dd HH:mm:ss ZZZZ`), which is a necessary preparation step before converting it to an ISO string.\n\n\n## Code\n* **Purpose:** To perform a custom operation to **convert the formatted date into a specific UTC ISO 8601 string** required by the Google Calendar node."
},
"typeVersion": 1
},
{
"id": "2a63a61c-82f4-441a-ae87-0a17837f16dd",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
368,
272
],
"parameters": {
"width": 256,
"height": 336,
"content": "## Create an event\n* **Purpose:** To **create the new meeting event** in the designated Google Calendar."
},
"typeVersion": 1
},
{
"id": "80921e5e-4391-4c94-8f69-5ee8ded1093e",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
640,
16
],
"parameters": {
"width": 608,
"height": 784,
"content": "## Rapiwa\n* **Node Type:** Rapiwa (WhatsApp Node)\n* **Purpose:** To **send a confirmation message via WhatsApp** to the client after the event is successfully created.\n\n\n## Send a message\n* **Purpose:** To **send a confirmation message via Email** to a specified address after the event is created (acting as a parallel confirmation method).\n\n\n## Update status in sheet\n* **Purpose:** To **mark the row in the Google Sheet as processed** after the event has been scheduled and messages sent.\n"
},
"typeVersion": 1
},
{
"id": "eb087842-bda1-474d-81fc-39b2d6ddf998",
"name": "Sticky Note4",
"type": "n8n-nodes-base.stickyNote",
"position": [
368,
1008
],
"parameters": {
"width": 1056,
"height": 992,
"content": "## Meeting Agent\n* **Purpose:** An **AI assistant** responsible for intelligently finding **available slots for a future follow-up meeting**.\n\n- ### Google Gemini \n - **Purpose:** Provides the **underlying artificial intelligence** for the \"Meeting Availability Agent.\"\n- ### Availability\n - **Purpose:** A utility **tool** that the AI agent uses to **check the actual availability** on the Google Calendar.\n- ### Output\n - **Purpose:** To ensure the AI's final answer (the available slots) is delivered in a **predictable, structured JSON format**, making it easy for the next node to read.\n\n## Rapiwa\n* **Node Type:** Rapiwa (Custom WhatsApp Node)\n* **Purpose:** To **send the follow-up message via WhatsApp** to the customer.\n* **How it works:**\n * It takes the `message` generated in the previous step and sends it to the specified phone number (`88017XXX63400`) using the Rapiwa API.\n\n## Send a message\n* **Purpose:** To **send the follow-up message via Email** as a secondary communication channel.\n* **works:**\n * The email **subject** is dynamically generated from the first 10 words of the message.\n"
},
"typeVersion": 1
},
{
"id": "bb0dd99d-a763-49ab-9d23-69f9fefb788d",
"name": "Sticky Note5",
"type": "n8n-nodes-base.stickyNote",
"position": [
-800,
1488
],
"parameters": {
"width": 672,
"height": 400,
"content": "## Get Recent Meetings\nFor this template, a scheduled trigger is set to fire every morning to pull in past meetings from 2-3 days ago. A \"Remove Duplicates\" node ensures we don't double process events more than once between runs.\n\n## Mark as Seen\n* **Purpose:** To ensure the workflow **does not process the same calendar event more than once** across multiple workflow executions.\n"
},
"typeVersion": 1
},
{
"id": "3c133a36-4bbc-4b54-972b-1cb2f7ded3c5",
"name": "Sticky Note7",
"type": "n8n-nodes-base.stickyNote",
"position": [
80,
1440
],
"parameters": {
"width": 272,
"height": 384,
"content": "## Only Follow Ups\n* **Purpose:** To **filter the events** so that only those meeting a specific criteria (e.g., meetings that need a follow-up) proceed to the AI agent.\n"
},
"typeVersion": 1
},
{
"id": "7f07047f-eae3-4586-92a7-9ada810b5686",
"name": "Meeting Agent",
"type": "@n8n/n8n-nodes-langchain.agent",
"position": [
416,
1616
],
"parameters": {
"text": "=### Details of the previous call as following\ntitle: {{ $json.summary }}\ndate: {{ $json.start.dateTime }} {{ $json.start.timeZone }}\nduration: {{ DateTime.fromISO($json.end.dateTime).diffTo(DateTime.fromISO($json.start.dateTime), 'minutes') }} minutes",
"options": {
"systemMessage": "=You are a calendar availability assistant. Analyse the previous meeting and help me find a similar available slot for the next meeting.\n* take into consideration the day, time of day and duration of the previous meeting and try to set the same or similar for the next\n* next meeting should be in the future.\n* return a list of available slots so that I can forward them to the user.\n\nToday's date is {{ $now }}."
},
"promptType": "define",
"hasOutputParser": true
},
"typeVersion": 1.7
},
{
"id": "0b730f8b-d92c-41a5-8648-a6179e649ba0",
"name": "Sticky Note6",
"type": "n8n-nodes-base.stickyNote",
"position": [
-816,
880
],
"parameters": {
"color": 7,
"width": 2256,
"height": 1136,
"content": "# Reminder Event\nThe \"Reminder Event\" part of the workflow is dedicated to **proactively scheduling follow-up meetings** for recently concluded Google Calendar events. This process is triggered on a schedule, pulls in past meetings, and uses a **\"Mark as Seen\"** node to prevent duplication. The core functionality involves an **AI Meeting Agent (powered by Gemini)** that intelligently analyzes the details of the previous meeting (like day, time, and duration) and uses a **Google Calendar Availability** tool to find and suggest suitable open slots for a new follow-up appointment. Finally, the workflow automatically generates and sends a message containing these available slots to the user via **WhatsApp (Rapiwa)** and **Email (Gmail)**, effectively automating the process of re-engaging a client for the next step."
},
"typeVersion": 1
},
{
"id": "ffc11e3c-51c2-47cc-8803-8c319682ddb2",
"name": "Sticky Note8",
"type": "n8n-nodes-base.stickyNote",
"position": [
-800,
-112
],
"parameters": {
"color": 7,
"width": 2064,
"height": 928,
"content": "# Create Event\nThe \"Create Event\" workflow's main function is to automatically **create an event in Google Calendar** using meeting data retrieved from a **Google Sheet** based on specific conditions. It begins with a **Schedule Trigger** which initiates the process at regular intervals to collect new data from the Google Sheet. Subsequently, the **Date & Time** nodes are used to format the event time into the correct format. After the event is successfully created, it sends a confirmation message to the client via **WhatsApp (Rapiwa)** and **Email (Gmail)**. Finally, it updates the status of that row in the Google Sheet to mark the process as complete. In brief, it completely automates the process of creating calendar events and sending confirmation messages based on spreadsheet data."
},
"typeVersion": 1
},
{
"id": "22b3938e-1a95-465f-b33d-6ed38f4f0500",
"name": "Sticky Note10",
"type": "n8n-nodes-base.stickyNote",
"position": [
-2064,
-112
],
"parameters": {
"width": 1216,
"height": 1632,
"content": "# Automating Google Calendar Event Creation and OpenAI-Powered Follow-up Proposals\n\n## \ud83d\udca1 Overview\nThis **n8n workflow** is designed for anyone who manages **meeting schedules and follow-ups** for sales or other client interactions. It automates two main processes:\n1. **Creating a new Google Calendar event** from a list provided in a Google Sheet.\n2. **Using an AI Agent (Gemini/LLM)** to propose suitable follow-up meeting slots for recently completed calendar events.\n\n## \u2728 Features\n* **Scheduled Automation:** Both event creation and follow-up scheduling run automatically on a recurring schedule.\n* **Data Synchronization:** Reads meeting details from, and updates the processed status in, a **Google Sheet**.\n* **Google Calendar Integration:** Creates events and checks calendar availability for follow-up suggestions.\n* **Multi-Channel Communication:** Sends confirmations and follow-up proposals via **WhatsApp (Rapiwa)** and **Email (Gmail)**.\n* **AI-Powered Follow-up:** An **AI Agent (Gemini)** intelligently finds and formats available slots for the next meeting, considering details like the past meeting's day, time, and duration.\n* **Idempotency:** The \"Mark as Seen\" node prevents duplicate follow-up attempts for the same event.\n\n## \ud83d\udee0\ufe0f Requirements\n* An n8n instance (The workflow uses nodes like Schedule Trigger, Google Sheets, Google Calendar, Rapiwa, Gmail, Filter, Agent (LangChain), LLM Chat (Google Gemini), etc.).\n* **Google Calendar** with an available calendar for event creation and availability checks.\n* **Google Sheets** for storing meeting details.\n* **Rapiwa** (WhatsApp API) account credentials.\n* **Gmail** account credentials.\n* **Google Gemini (PaLM) API** credentials for the AI agent functionality.\n\n## \ud83d\udcca Google Sheet Required Columns\nThe workflow expects a Google Sheet with meeting data to have at least the following columns:\n**A Google Sheet formatted like this** \u27a4 [Sample Sheet](https://docs.google.com/spreadsheets/d/1DSRrIDvw-Q9NugRK3eT7GMa0kwe0QnGhdySnqq1_kJU/edit?usp=sharing)\n\n\n## \ud83d\ude80 How to Use This Workflow\n### Step 1: Setup Credentials\n* Set up your **Google Sheets OAuth2**, **Google Calendar OAuth2**, **Rapiwa API**, **Gmail OAuth2**, and **Google Gemini(PaLM) API** credentials in n8n.\n\n### Step 2: Configure the \"Create Event\" Branch\n* **Get in sheet:** Update the **Document ID** and **Sheet Name** to point to your meeting data spreadsheet.\n* **Create an event:** Verify the correct **Calendar ID** is selected.\n* **Rapiwa / Send a message1** and **Gmail:** Update the recipient number/email address and customize the message templates.\n* **Update status in sheet:** Ensure the correct **Document ID**, **Sheet Name**, and matching column (`row\\_number`) are configured to update the status to \"sent\".\n\n### Step 3: Configure the \"Reminder Event\" Branch\n* **Get Past Events:** Verify the correct **Calendar ID** is selected.\n* **Only Follow Ups:** Customize the filter condition if only a subset of past meetings needs follow-up.\n* **Meeting Agent:** Review the **System Message** to ensure the AI's logic for finding slots matches your business rules (e.g., preferred working hours, look-ahead period).\n* **Generate Message:** Customize the **message** template, which formats the AI-suggested slots.\n* **Rapiwa1 / Send a message** and **Gmail1:** Update the recipient number/email address for the follow-up messages.\n\n## \u26a0\ufe0f Notes and Warnings\n* Ensure the **\"Mark as Seen\"** node is working correctly to prevent sending duplicate follow-up messages for the same event.\n* Validate that the column names in your Google Sheet **exactly match** the column names expected by the nodes in the workflow.\n* Thoroughly test the **System Message** for the AI Agent to confirm the output is formatted and prioritized according to your needs.\n\n## Useful Links\n- **Dashboard:** [https://app.rapiwa.com](https://app.rapiwa.com/login)\n- **Official Website:** [https://rapiwa.com](https://rapiwa.com/)\n- **Documentation:** [https://docs.rapiwa.com](https://docs.rapiwa.com/)\n\n## Support & Help\n- **WhatsApp**: [Chat on WhatsApp](https://wa.me/8801322827799)\n- **Discord**: [SpaGreen Community](https://discord.gg/SsCChWEP)\n- **Facebook Group**: [SpaGreen Support](https://www.facebook.com/groups/spagreenbd)\n- **Website**: [https://spagreen.net](https://spagreen.net)\n- **Developer Portfolio**: [Codecanyon SpaGreen](https://codecanyon.net/user/spagreen/portfolio)e me to focus on the **System Message** configuration for the **AI Meeting Agent** next?"
},
"typeVersion": 1
},
{
"id": "fe0314f4-e859-46a1-82cf-c2af6864df45",
"name": "OpenAI",
"type": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"position": [
400,
1840
],
"parameters": {
"model": {
"__rl": true,
"mode": "list",
"value": "gpt-4.1-mini"
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"options": {}
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"node": "Create an event",
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"Wait": {
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"Wait1": {
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},
"OpenAI": {
"ai_languageModel": [
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{
"node": "Meeting Agent",
"type": "ai_languageModel",
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}
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]
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"Output": {
"ai_outputParser": [
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{
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"type": "ai_outputParser",
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"Rapiwa": {
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[]
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"Rapiwa1": {
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[]
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"Date & Time": {
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{
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"Availability": {
"ai_tool": [
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"node": "Meeting Agent",
"type": "ai_tool",
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"Get in sheet": {
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"node": "Loop Over Items",
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"Mark as Seen": {
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"Meeting Agent": {
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"Only Follow Ups": {
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"Send a message1": {
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"Generate Message": {
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"Loop Over Items1": {
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"Schedule Trigger": {
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"node": "Get in sheet",
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"Schedule Trigger1": {
"main": [
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}
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.
gmailOAuth2googleCalendarOAuth2ApigoogleSheetsOAuth2ApirapiwaApi
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About this workflow
This n8n automation workflow is designed for sales teams, client managers, consultants, or anyone who regularly schedules and follows up on meetings — and wants to save time doing it. If you often find yourself juggling between Google Sheets, Google Calendar, email, and WhatsApp…
Source: https://n8n.io/workflows/10270/ — original creator credit. Request a take-down →
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