Oneclick AI Squad This workflow corresponds to n8n.io template #7249 — we link there as the canonical source.
This workflow follows the Emailsend → Google Sheets 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 →
{
"id": "hWACWrSaTJyZTxzH",
"meta": {
"templateCredsSetupCompleted": true
},
"name": "Medical Equipment Maintenance Alert System",
"tags": [],
"nodes": [
{
"id": "661d56b2-1dba-47ab-91fa-56900b544b9b",
"name": "Daily Equipment Check (6 AM)",
"type": "n8n-nodes-base.cron",
"position": [
-1500,
140
],
"parameters": {},
"typeVersion": 1
},
{
"id": "14df28e8-686d-4c2a-8754-64e817e88941",
"name": "Read Equipment Data",
"type": "n8n-nodes-base.googleSheets",
"position": [
-1280,
140
],
"parameters": {
"options": {},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultName": "Equipment"
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "YOUR_GOOGLE_SHEET_ID"
},
"authentication": "serviceAccount"
},
"credentials": {
"googleApi": {
"name": "<your credential>"
}
},
"typeVersion": 4
},
{
"id": "bf61b7e2-79e9-4af7-b30b-f2aa260b51f1",
"name": "Process Equipment Alerts",
"type": "n8n-nodes-base.code",
"position": [
-1060,
140
],
"parameters": {
"jsCode": "const equipmentList = $input.all();\nconst alerts = [];\nconst today = new Date();\n\nfor (const equipment of equipmentList) {\n const equipData = equipment.json;\n \n // Skip header row\n if (equipData['Equipment ID'] === 'Equipment ID') continue;\n \n // Parse dates\n const lastMaintenance = new Date(equipData['Last Maintenance']);\n const lastCalibration = new Date(equipData['Last Calibration']);\n const warrantyExpiry = new Date(equipData['Warranty Expiry']);\n \n // Calculate days since last maintenance/calibration\n const daysSinceMaintenance = Math.floor((today - lastMaintenance) / (1000 * 60 * 60 * 24));\n const daysSinceCalibration = Math.floor((today - lastCalibration) / (1000 * 60 * 60 * 24));\n const daysToWarrantyExpiry = Math.floor((warrantyExpiry - today) / (1000 * 60 * 60 * 24));\n \n // Get maintenance and calibration intervals\n const maintenanceInterval = parseInt(equipData['Maintenance Interval (Days)']) || 90;\n const calibrationInterval = parseInt(equipData['Calibration Interval (Days)']) || 365;\n \n // Current usage hours\n const currentUsage = parseFloat(equipData['Current Usage Hours']) || 0;\n const maxUsage = parseFloat(equipData['Max Usage Hours']) || 8760; // Default 1 year\n const usagePercentage = (currentUsage / maxUsage) * 100;\n \n // Determine alert types and priority\n let alertTypes = [];\n let priority = 'Normal';\n let alertMessage = '';\n \n // Maintenance alerts\n if (daysSinceMaintenance >= maintenanceInterval) {\n alertTypes.push('OVERDUE_MAINTENANCE');\n priority = 'High';\n alertMessage += `\u26a0\ufe0f OVERDUE MAINTENANCE (${daysSinceMaintenance} days overdue)\\n`;\n } else if (daysSinceMaintenance >= maintenanceInterval - 7) {\n alertTypes.push('UPCOMING_MAINTENANCE');\n if (priority === 'Normal') priority = 'Medium';\n const daysLeft = maintenanceInterval - daysSinceMaintenance;\n alertMessage += `\ud83d\udd27 Maintenance due in ${daysLeft} days\\n`;\n }\n \n // Calibration alerts\n if (daysSinceCalibration >= calibrationInterval) {\n alertTypes.push('OVERDUE_CALIBRATION');\n priority = 'High';\n alertMessage += `\u26a0\ufe0f OVERDUE CALIBRATION (${daysSinceCalibration} days overdue)\\n`;\n } else if (daysSinceCalibration >= calibrationInterval - 14) {\n alertTypes.push('UPCOMING_CALIBRATION');\n if (priority === 'Normal') priority = 'Medium';\n const daysLeft = calibrationInterval - daysSinceCalibration;\n alertMessage += `\ud83c\udfaf Calibration due in ${daysLeft} days\\n`;\n }\n \n // Usage alerts\n if (usagePercentage >= 95) {\n alertTypes.push('CRITICAL_USAGE');\n priority = 'Critical';\n alertMessage += `\ud83d\udea8 CRITICAL USAGE: ${usagePercentage.toFixed(1)}% of max hours\\n`;\n } else if (usagePercentage >= 80) {\n alertTypes.push('HIGH_USAGE');\n if (priority === 'Normal' || priority === 'Medium') priority = 'Medium';\n alertMessage += `\ud83d\udcca High usage: ${usagePercentage.toFixed(1)}% of max hours\\n`;\n }\n \n // Warranty alerts\n if (daysToWarrantyExpiry <= 0) {\n alertTypes.push('WARRANTY_EXPIRED');\n priority = 'High';\n alertMessage += `\u274c WARRANTY EXPIRED (${Math.abs(daysToWarrantyExpiry)} days ago)\\n`;\n } else if (daysToWarrantyExpiry <= 30) {\n alertTypes.push('WARRANTY_EXPIRING');\n if (priority === 'Normal') priority = 'Medium';\n alertMessage += `\u23f0 Warranty expires in ${daysToWarrantyExpiry} days\\n`;\n }\n \n // Status-based alerts\n if (equipData['Status'] === 'Out of Service') {\n alertTypes.push('OUT_OF_SERVICE');\n priority = 'Critical';\n alertMessage += `\ud83d\udd34 EQUIPMENT OUT OF SERVICE\\n`;\n } else if (equipData['Status'] === 'Needs Repair') {\n alertTypes.push('NEEDS_REPAIR');\n priority = 'High';\n alertMessage += `\ud83d\udd27 EQUIPMENT NEEDS REPAIR\\n`;\n }\n \n // Only create alert if there are issues\n if (alertTypes.length > 0) {\n const alert = {\n equipmentId: equipData['Equipment ID'],\n equipmentName: equipData['Equipment Name'],\n location: equipData['Location'],\n department: equipData['Department'],\n status: equipData['Status'],\n alertTypes: alertTypes,\n priority: priority,\n alertMessage: alertMessage.trim(),\n technicianEmail: equipData['Technician Email'],\n technicianWhatsApp: equipData['Technician WhatsApp'],\n supervisorEmail: equipData['Supervisor Email'],\n daysSinceMaintenance: daysSinceMaintenance,\n daysSinceCalibration: daysSinceCalibration,\n usagePercentage: usagePercentage.toFixed(1),\n daysToWarrantyExpiry: daysToWarrantyExpiry,\n manufacturer: equipData['Manufacturer'],\n model: equipData['Model'],\n serialNumber: equipData['Serial Number'],\n currentDate: today.toLocaleDateString('en-US', {\n year: 'numeric',\n month: 'long',\n day: 'numeric'\n })\n };\n \n // Create detailed email content\n alert.emailSubject = `\ud83c\udfe5 Equipment Alert: ${alert.equipmentName} (${alert.equipmentId}) - ${priority} Priority`;\n \n alert.emailBody = `\nDear Maintenance Team,\n\nEquipment Maintenance Alert - ${alert.currentDate}\n\n\ud83c\udfe5 EQUIPMENT DETAILS:\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\nEquipment ID: ${alert.equipmentId}\nName: ${alert.equipmentName}\nLocation: ${alert.location}\nDepartment: ${alert.department}\nStatus: ${alert.status}\nPriority: ${priority}\n\n\ud83d\udccb EQUIPMENT SPECIFICATIONS:\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\nManufacturer: ${alert.manufacturer}\nModel: ${alert.model}\nSerial Number: ${alert.serialNumber}\n\n\u26a0\ufe0f ALERT DETAILS:\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n${alert.alertMessage}\n\n\ud83d\udcca MAINTENANCE STATUS:\n\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\u2501\n\u2022 Days since last maintenance: ${alert.daysSinceMaintenance}\n\u2022 Days since last calibration: ${alert.daysSinceCalibration}\n\u2022 Current usage: ${alert.usagePercentage}% of maximum\n\u2022 Warranty expires in: ${alert.daysToWarrantyExpiry} days\n\n\ud83d\udd27 ACTION REQUIRED:\nPlease schedule appropriate maintenance/calibration as indicated above.\nContact supervisor if equipment is critical for patient care.\n\nBest regards,\nEquipment Management System\n `;\n \n // Create WhatsApp message\n alert.whatsappMessage = `\ud83c\udfe5 *EQUIPMENT ALERT*\\n\\n\ud83d\udd27 *${alert.equipmentName}*\\n\ud83d\udccd Location: ${alert.location}\\n\ud83d\udea8 Priority: ${priority}\\n\\n${alert.alertMessage.replace(/\\n/g, '\\n')}\\n\\n\ud83d\udcca Usage: ${alert.usagePercentage}%\\n\ud83d\udcc5 Alert Date: ${alert.currentDate}`;\n \n alerts.push(alert);\n }\n}\n\n// Sort alerts by priority (Critical > High > Medium > Normal)\nconst priorityOrder = { 'Critical': 1, 'High': 2, 'Medium': 3, 'Normal': 4 };\nalerts.sort((a, b) => priorityOrder[a.priority] - priorityOrder[b.priority]);\n\nreturn alerts.map(alert => ({ json: alert }));"
},
"typeVersion": 2
},
{
"id": "cf09a396-a848-4014-8fd2-513d36832831",
"name": "Filter Equipment with Alerts",
"type": "n8n-nodes-base.filter",
"position": [
-620,
140
],
"parameters": {
"options": {},
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "has-alerts",
"operator": {
"type": "number",
"operation": "gt"
},
"leftValue": "={{ $json.alertTypes.length }}",
"rightValue": 0
}
]
}
},
"typeVersion": 2
},
{
"id": "b176f175-4868-438d-b16b-1334cd5f1e69",
"name": "Send Technician Email",
"type": "n8n-nodes-base.emailSend",
"position": [
-400,
-260
],
"parameters": {
"options": {},
"subject": "={{ $json.emailSubject }}",
"toEmail": "={{ $json.technicianEmail }}",
"fromEmail": "user@example.com"
},
"credentials": {
"smtp": {
"name": "<your credential>"
}
},
"typeVersion": 2
},
{
"id": "eb4277e9-7e3c-4dd6-83fe-43b823527b47",
"name": "Filter Critical Equipment",
"type": "n8n-nodes-base.filter",
"position": [
-400,
-60
],
"parameters": {
"options": {},
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "or",
"conditions": [
{
"id": "critical-priority",
"operator": {
"type": "string",
"operation": "equals"
},
"leftValue": "={{ $json.priority }}",
"rightValue": "Critical"
}
]
}
},
"typeVersion": 2
},
{
"id": "4ecad11b-1b12-4d54-b44c-17b3b6879c59",
"name": "Send Critical Alert to Supervisors",
"type": "n8n-nodes-base.emailSend",
"position": [
-180,
-160
],
"parameters": {
"options": {},
"subject": "\ud83d\udea8 CRITICAL EQUIPMENT ALERT - {{ $json.equipmentName }}",
"toEmail": "user@example.com,user@example.com",
"fromEmail": "user@example.com"
},
"credentials": {
"smtp": {
"name": "<your credential>"
}
},
"typeVersion": 2
},
{
"id": "b3f1bdc8-25c1-4bfa-88ab-c577a01836b0",
"name": "Log Maintenance Alerts",
"type": "n8n-nodes-base.googleSheets",
"position": [
-400,
340
],
"parameters": {
"options": {},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=1",
"cachedResultName": "Alert_Log"
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "YOUR_GOOGLE_SHEET_ID"
},
"authentication": "serviceAccount"
},
"credentials": {
"googleApi": {
"name": "<your credential>"
}
},
"typeVersion": 4
},
{
"id": "a35161f0-1747-4cf1-a189-3d255053468b",
"name": "Filter Overdue Equipment",
"type": "n8n-nodes-base.filter",
"position": [
-400,
540
],
"parameters": {
"options": {},
"conditions": {
"options": {
"version": 1,
"leftValue": "",
"caseSensitive": true,
"typeValidation": "strict"
},
"combinator": "and",
"conditions": [
{
"id": "overdue-maintenance",
"operator": {
"type": "boolean",
"operation": "equals"
},
"leftValue": "={{ $json.alertTypes.includes('OVERDUE_MAINTENANCE') || $json.alertTypes.includes('OVERDUE_CALIBRATION') }}",
"rightValue": true
}
]
}
},
"typeVersion": 2
},
{
"id": "d4e4bd40-5570-4463-a094-e5f54d4f58de",
"name": "Update Equipment Status",
"type": "n8n-nodes-base.googleSheets",
"position": [
-180,
540
],
"parameters": {
"options": {},
"sheetName": {
"__rl": true,
"mode": "list",
"value": "gid=0",
"cachedResultName": "Equipment"
},
"documentId": {
"__rl": true,
"mode": "id",
"value": "YOUR_GOOGLE_SHEET_ID"
},
"authentication": "serviceAccount"
},
"credentials": {
"googleApi": {
"name": "<your credential>"
}
},
"typeVersion": 4
},
{
"id": "aea195b9-fd94-4910-b249-352d629f9bab",
"name": "Tack Break For 5 Sec",
"type": "n8n-nodes-base.wait",
"position": [
-840,
140
],
"parameters": {},
"typeVersion": 1.1
},
{
"id": "fda3f3f5-cf5d-491c-a73e-2600a2277567",
"name": "Send message",
"type": "n8n-nodes-base.whatsApp",
"position": [
-400,
140
],
"parameters": {
"textBody": "=\ud83d\udea8 EQUIPMENT ALERT - {{ $json.equipmentName }}",
"operation": "send",
"phoneNumberId": "=+919876587688",
"additionalFields": {},
"recipientPhoneNumber": "+1234567890"
},
"credentials": {
"whatsAppApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "0f690c13-e2b7-4c0d-8c06-d4b679a33f66",
"name": "Send Critical Alert Massage",
"type": "n8n-nodes-base.whatsApp",
"position": [
-180,
140
],
"parameters": {
"textBody": "=\ud83d\udea8 CRITICAL EQUIPMENT ALERT - {{ $json.equipmentName }}",
"operation": "send",
"phoneNumberId": "=+919876587688",
"additionalFields": {},
"recipientPhoneNumber": "+1234567890"
},
"credentials": {
"whatsAppApi": {
"name": "<your credential>"
}
},
"typeVersion": 1
},
{
"id": "b9eac557-be5c-4482-bc22-1871cf5622aa",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
-1360,
-280
],
"parameters": {
"color": 6,
"width": 560,
"height": 320,
"content": "## How It Works\n- **Daily Equipment Check (6 AM)** - Triggers the workflow.\n- **Read Equipment Data** - Fetches data from Google Sheet.\n- **Process Equipment Alerts** - Identifies maintenance needs.\n- **Task Break For 5 Sec** - Adds a delay for processing.\n- **Filter Equipment with Alerts** - Filters equipment needing attention.\n- **Send Technician Email** - Notifies technicians via email.\n- **Send Message (message: send)** - Sends WhatsApp alerts to technicians.\n- **Send Critical Alert to Supervisors** - Escalates critical issues via email and WhatsApp.\n- **Filter Overdue Equipment** - Identifies overdue maintenance.\n- **Update Equipment Status** - Updates sheet with new statuses.\n- **Log Maintenance Alerts** - Logs alerts in the sheet."
},
"typeVersion": 1
}
],
"active": false,
"settings": {
"executionOrder": "v1"
},
"versionId": "763d56dd-6308-4e58-a96a-088242a0e354",
"connections": {
"Read Equipment Data": {
"main": [
[
{
"node": "Process Equipment Alerts",
"type": "main",
"index": 0
}
]
]
},
"Tack Break For 5 Sec": {
"main": [
[
{
"node": "Filter Equipment with Alerts",
"type": "main",
"index": 0
}
]
]
},
"Filter Overdue Equipment": {
"main": [
[
{
"node": "Update Equipment Status",
"type": "main",
"index": 0
}
]
]
},
"Process Equipment Alerts": {
"main": [
[
{
"node": "Tack Break For 5 Sec",
"type": "main",
"index": 0
}
]
]
},
"Filter Critical Equipment": {
"main": [
[
{
"node": "Send Critical Alert to Supervisors",
"type": "main",
"index": 0
},
{
"node": "Send Critical Alert Massage",
"type": "main",
"index": 0
}
]
]
},
"Daily Equipment Check (6 AM)": {
"main": [
[
{
"node": "Read Equipment Data",
"type": "main",
"index": 0
}
]
]
},
"Filter Equipment with Alerts": {
"main": [
[
{
"node": "Send Technician Email",
"type": "main",
"index": 0
},
{
"node": "Filter Critical Equipment",
"type": "main",
"index": 0
},
{
"node": "Log Maintenance Alerts",
"type": "main",
"index": 0
},
{
"node": "Filter Overdue Equipment",
"type": "main",
"index": 0
},
{
"node": "Send message",
"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.
googleApismtpwhatsAppApi
Pro
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About this workflow
This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and supervisors. Runs daily at 6 AM via cron trigger. Requires Google Sheet with…
Source: https://n8n.io/workflows/7249/ — original creator credit. Request a take-down →
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