Schedule and Manage Appointments with Groq, Google Calendar, Gmail and Sheets

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": "9d77144c-2211-4c53-a494-eb208a5dc7a5",
      "name": "\u2b50 Main Overview",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -1216,
        -400
      ],
      "parameters": {
        "width": 548,
        "height": 496,
        "content": "# \ud83d\uddd3\ufe0f BytezTech Appointment Bot\n\n## How it works\nTwo parallel flows run independently:\n1. **AI Chat Flow** \u2014 clients message the bot to book, reschedule, or cancel meetings. The agent checks Google Calendar availability, creates/updates/deletes events, and sends Gmail confirmations automatically.\n2. **Daily Sync Flow** \u2014 every morning at 9:30 AM IST, today's calendar events are cleared from the sheet, re-fetched, formatted, and re-inserted. An admin summary email is then sent.\n\n## Setup steps\n1. Add **Google Calendar OAuth** credential (jigneshmevada87@gmail.com)\n2. Add **Gmail OAuth** credential for agent tool + admin report node\n3. Add **Google Sheets OAuth** for Clear node; **Service Account** for Insert node\n4. Add **Groq API** key for the LLaMA 4 Scout language model\n5. **Activate** the workflow \u2014 both flows will run independently"
      },
      "typeVersion": 1
    },
    {
      "id": "116e4a5c-1a69-47a5-a0ce-467aa7ef2f15",
      "name": "Group: AI Chat Flow",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -624,
        -592
      ],
      "parameters": {
        "color": 7,
        "width": 1364,
        "height": 564,
        "content": "## \ud83e\udd16 AI Chat Agent Flow\nClient sends a chat message \u2192 AI Agent (Groq LLaMA 4) processes the request using session memory and 5 Calendar/Gmail tools. Handles booking, rescheduling, and cancellation end-to-end."
      },
      "typeVersion": 1
    },
    {
      "id": "2ac902ea-b3c6-4428-ba1c-0f589b632fa6",
      "name": "Group: Daily Sheet Sync",
      "type": "n8n-nodes-base.stickyNote",
      "position": [
        -624,
        16
      ],
      "parameters": {
        "color": 7,
        "width": 1424,
        "height": 452,
        "content": "## \ud83d\udcca Daily Sheet Sync Flow\nScheduled at 9:30 AM IST daily. Clears yesterday's sheet rows, fetches today's Google Calendar events, formats each event, inserts into Sheets, then emails the admin a count summary with sheet link."
      },
      "typeVersion": 1
    },
    {
      "id": "671a89a2-7816-4caf-90fd-8ca3bf9e6132",
      "name": "Clint Chat",
      "type": "@n8n/n8n-nodes-langchain.chatTrigger",
      "position": [
        -560,
        -480
      ],
      "parameters": {
        "options": {}
      },
      "typeVersion": 1.3
    },
    {
      "id": "ab93e552-3075-4ef5-b030-788853fa2e1b",
      "name": "AI Agent",
      "type": "@n8n/n8n-nodes-langchain.agent",
      "position": [
        -32,
        -480
      ],
      "parameters": {
        "options": {
          "systemMessage": "You are an intelligent scheduling assistant for BytezTech, Co-Founder Chintan.\nYour purpose is to manage BytezTech's calendar professionally and efficiently through chat communication.\n\n\ud83c\udfaf CORE RESPONSIBILITIES\n\u2022 Appointment Booking\n\u2022 Rescheduling (date and/or time changes)\n\u2022 Cancellation (complete removal)\n\u2022 Meeting Details Retrieval\n\n\ud83d\udd70\ufe0f TIMEZONE POLICY\n\u2022 ALL appointments MUST be scheduled in IST (GMT+05:30)\n\u2022 Always confirm times in IST format before scheduling\n\n\ud83d\udccb BOOKING FLOW\n1. Collect: Full name, email, purpose, date, time (IST), duration (default 30min)\n2. Check availability via Get many events\n3. Create event in ISO 8601 format: YYYY-MM-DDTHH:mm:ss+05:30\n4. Add attendee email to event\n5. Send Gmail confirmation to attendee\n\n\ud83d\udccb RESCHEDULE FLOW (ANY date/time change = UPDATE, never delete)\n1. Get current Event_ID via Get many events\n2. Check new slot availability\n3. Update event with new start/end times\n4. Send reschedule notification via Gmail\n\n\ud83d\udccb CANCELLATION FLOW (Only on explicit cancel/delete/remove request)\n1. Confirm intent with user\n2. Get Event_ID\n3. Delete event\n4. Send cancellation email\n\n\ud83d\udcc5 ISO 8601 FORMAT (MANDATORY)\nExample: 2024-12-16T14:30:00+05:30\n\n\u26a0\ufe0f ERROR HANDLING\n\u2022 Missing email \u2192 Ask before proceeding\n\u2022 Slot unavailable \u2192 Suggest 3 alternatives\n\u2022 Ambiguous (change vs cancel) \u2192 Ask to clarify\n\nRepresent BytezTech professionally at all times."
        }
      },
      "typeVersion": 2.2
    },
    {
      "id": "d004c824-595f-495a-9ad1-f9b5fe13dd3f",
      "name": "Groq Chat Model",
      "type": "@n8n/n8n-nodes-langchain.lmChatGroq",
      "position": [
        -336,
        -256
      ],
      "parameters": {
        "model": "meta-llama/llama-4-scout-17b-16e-instruct",
        "options": {}
      },
      "credentials": {
        "groqApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1
    },
    {
      "id": "1e5fb7f5-529a-4219-8b78-53616257e1a4",
      "name": "Simple Memory",
      "type": "@n8n/n8n-nodes-langchain.memoryBufferWindow",
      "position": [
        -208,
        -256
      ],
      "parameters": {
        "sessionKey": "={{ $json.sessionId }}",
        "sessionIdType": "customKey",
        "contextWindowLength": 50
      },
      "typeVersion": 1.3
    },
    {
      "id": "b454d3ac-f03a-49ef-98d2-ca33b88c7589",
      "name": "Create an event in Google Calendar",
      "type": "n8n-nodes-base.googleCalendarTool",
      "position": [
        -80,
        -256
      ],
      "parameters": {
        "end": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}",
        "start": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }}",
        "calendar": {
          "__rl": true,
          "mode": "list",
          "value": "user@example.com",
          "cachedResultName": "user@example.com"
        },
        "additionalFields": {
          "summary": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Summary', ``, 'string') }}",
          "location": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Location', ``, 'string') }}",
          "attendees": [
            "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('attendees0_Attendees', ``, 'string') }}"
          ],
          "description": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Description', ``, 'string') }}"
        }
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "090d0624-6a27-45b9-ba1c-8164344b2f28",
      "name": "Get many events in Google Calendar",
      "type": "n8n-nodes-base.googleCalendarTool",
      "position": [
        64,
        -256
      ],
      "parameters": {
        "options": {},
        "timeMax": "={{ $fromAI('Before', ``, 'string') }}",
        "timeMin": "={{ $fromAI('After', ``, 'string') }}",
        "calendar": {
          "__rl": true,
          "mode": "list",
          "value": "user@example.com",
          "cachedResultName": "user@example.com"
        },
        "operation": "getAll",
        "returnAll": true
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "b2845da6-618e-460a-90f5-f6c7c15cd963",
      "name": "Delete an event in Google Calendar",
      "type": "n8n-nodes-base.googleCalendarTool",
      "position": [
        192,
        -256
      ],
      "parameters": {
        "eventId": "={{ $fromAI('Event_ID', ``, 'string') }}",
        "options": {},
        "calendar": {
          "__rl": true,
          "mode": "list",
          "value": "user@example.com",
          "cachedResultName": "user@example.com"
        },
        "operation": "delete"
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "ff6461d7-7810-46f9-bf47-8e5090f9570a",
      "name": "Update an event in Google Calendar",
      "type": "n8n-nodes-base.googleCalendarTool",
      "position": [
        320,
        -256
      ],
      "parameters": {
        "eventId": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Event_ID', ``, 'string') }}",
        "calendar": {
          "__rl": true,
          "mode": "list",
          "value": "user@example.com"
        },
        "operation": "update",
        "updateFields": {
          "end": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}",
          "start": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }}",
          "location": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Location', ``, 'string') }}"
        }
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "7700f47c-0f58-496d-ac72-a49382bad973",
      "name": "Send a message in Gmail",
      "type": "n8n-nodes-base.gmailTool",
      "position": [
        448,
        -256
      ],
      "parameters": {
        "sendTo": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('To', ``, 'string') }}",
        "message": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Message', ``, 'string') }}",
        "options": {},
        "subject": "={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Subject', ``, 'string') }}"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    },
    {
      "id": "aaa95646-57bb-4c1c-a098-fa10f8263567",
      "name": "Schedule Trigger",
      "type": "n8n-nodes-base.scheduleTrigger",
      "position": [
        -560,
        208
      ],
      "parameters": {
        "rule": {
          "interval": [
            {
              "triggerAtHour": 9,
              "triggerAtMinute": 30
            }
          ]
        }
      },
      "typeVersion": 1
    },
    {
      "id": "3e53c7f4-cddd-4c37-bf61-42abdd5d389a",
      "name": "Clear Old Appointments",
      "type": "n8n-nodes-base.googleSheets",
      "position": [
        -336,
        208
      ],
      "parameters": {
        "operation": "clear",
        "sheetName": {
          "__rl": true,
          "mode": "list",
          "value": "gid=0",
          "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit#gid=0",
          "cachedResultName": "Sheet1"
        },
        "documentId": {
          "__rl": true,
          "mode": "list",
          "value": "1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk",
          "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit?usp=drivesdk",
          "cachedResultName": "Apponitment Booking"
        },
        "keepFirstRow": true
      },
      "credentials": {
        "googleSheetsOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 4.7
    },
    {
      "id": "0474dd9e-37e8-483e-bd85-120b0be43e0e",
      "name": "Get Today Events",
      "type": "n8n-nodes-base.googleCalendar",
      "position": [
        -112,
        208
      ],
      "settings": {
        "alwaysOutputData": true
      },
      "parameters": {
        "options": {},
        "timeMax": "={{ $now.setZone('Asia/Kolkata').endOf('day').toISO() }}",
        "timeMin": "={{ $now.setZone('Asia/Kolkata').startOf('day').toISO() }}",
        "calendar": {
          "__rl": true,
          "mode": "id",
          "value": "user@example.com"
        },
        "operation": "getAll",
        "returnAll": true
      },
      "credentials": {
        "googleCalendarOAuth2Api": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 1.3
    },
    {
      "id": "a88400b8-9743-4721-94a8-285959e85835",
      "name": "IF Has Events",
      "type": "n8n-nodes-base.if",
      "position": [
        128,
        112
      ],
      "parameters": {
        "options": {},
        "conditions": {
          "string": [
            {
              "value1": "={{ $json.id }}",
              "operation": "isNotEmpty"
            }
          ]
        }
      },
      "typeVersion": 2
    },
    {
      "id": "05b3b967-ef65-4a44-a045-7c96abbd5cbf",
      "name": "Format Event Data",
      "type": "n8n-nodes-base.set",
      "position": [
        352,
        96
      ],
      "parameters": {
        "values": {
          "string": [
            {
              "name": "ID",
              "value": "={{ $json.id || ($now.setZone('Asia/Kolkata').toFormat('yyyyMMdd-HHmmss') + '-' + $itemIndex) }}"
            },
            {
              "name": "Full Name",
              "value": "={{ $json.summary || $json.extendedProperties?.private?.fullName || 'N/A' }}"
            },
            {
              "name": "Email",
              "value": "={{ ($json.attendees && $json.attendees.length) ? $json.attendees.map(a => a.email).filter(Boolean).join(', ') : 'N/A' }}"
            },
            {
              "name": "Purpose",
              "value": "={{ $json.description || $json.summary || 'Meeting' }}"
            },
            {
              "name": "Date (IST)",
              "value": "={{ $json.start?.dateTime ? DateTime.fromISO($json.start.dateTime).setZone('Asia/Kolkata').toFormat('yyyy-MM-dd') : ($json.start?.date || $now.setZone('Asia/Kolkata').toFormat('yyyy-MM-dd')) }}"
            },
            {
              "name": "Start Time (IST)",
              "value": "={{ $json.start?.dateTime ? DateTime.fromISO($json.start.dateTime).setZone('Asia/Kolkata').toFormat('HH:mm') : 'All Day' }}"
            },
            {
              "name": "End Time (IST)",
              "value": "={{ $json.end?.dateTime ? DateTime.fromISO($json.end.dateTime).setZone('Asia/Kolkata').toFormat('HH:mm') : 'All Day' }}"
            },
            {
              "name": "Duration",
              "value": "={{ ($json.start?.dateTime && $json.end?.dateTime) ? (Math.max(1, Math.round(DateTime.fromISO($json.end.dateTime).diff(DateTime.fromISO($json.start.dateTime), 'minutes').minutes)) + ' minutes') : 'All day' }}"
            },
            {
              "name": "Status",
              "value": "Confirmed"
            }
          ]
        },
        "options": {},
        "keepOnlySet": true
      },
      "typeVersion": 2
    },
    {
      "id": "3cb4eaa7-de26-40e1-8f6a-76a10cdb6ab9",
      "name": "Insert Events Details",
      "type": "n8n-nodes-base.googleSheets",
      "position": [
        576,
        96
      ],
      "parameters": {
        "columns": {
          "value": {
            "ID": "={{ $json.ID }}",
            "Email": "={{ $json.Email }}",
            "Status": "={{ $json.Status }}",
            "Purpose": "={{ $json.Purpose }}",
            "Duration": "={{ $json.Duration }}",
            "Full Name": "={{ $json['Full Name'] }}",
            "Date (IST)": "={{ $json['Date (IST)'] }}",
            "End Time (IST)": "={{ $json['End Time (IST)'] }}",
            "Start Time (IST)": "={{ $json['Start Time (IST)'] }}"
          },
          "schema": [
            {
              "id": "ID",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "ID",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Full Name",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Full Name",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Email",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Email",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Purpose",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Purpose",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Date (IST)",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Date (IST)",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Start Time (IST)",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Start Time (IST)",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "End Time (IST)",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "End Time (IST)",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Duration",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Duration",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            },
            {
              "id": "Status",
              "type": "string",
              "display": true,
              "required": false,
              "displayName": "Status",
              "defaultMatch": false,
              "canBeUsedToMatch": true
            }
          ],
          "mappingMode": "defineBelow",
          "matchingColumns": [],
          "attemptToConvertTypes": false,
          "convertFieldsToString": false
        },
        "options": {},
        "operation": "append",
        "sheetName": {
          "__rl": true,
          "mode": "list",
          "value": "Sheet1",
          "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit#gid=0",
          "cachedResultName": "Sheet1"
        },
        "documentId": {
          "__rl": true,
          "mode": "list",
          "value": "1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk",
          "cachedResultUrl": "https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit?usp=drivesdk",
          "cachedResultName": "Apponitment Booking"
        },
        "authentication": "serviceAccount"
      },
      "credentials": {
        "googleApi": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 4.7
    },
    {
      "id": "33593fe3-96db-4e6b-a0a5-cc6cd282cb66",
      "name": "Build Daily Summary",
      "type": "n8n-nodes-base.code",
      "position": [
        128,
        304
      ],
      "parameters": {
        "jsCode": "const count = items.filter(i => i.json && i.json.id).length;\nreturn [\n  {\n    json: {\n      count,\n      reportDate: $now.setZone('Asia/Kolkata').toFormat('dd/MM/yyyy'),\n      sheetUrl: 'https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit#gid=0'\n    }\n  }\n];"
      },
      "typeVersion": 2
    },
    {
      "id": "2781fb58-0761-4af7-a944-287939aafaee",
      "name": "Send Email to Admin",
      "type": "n8n-nodes-base.gmail",
      "position": [
        352,
        304
      ],
      "parameters": {
        "sendTo": "user@example.com",
        "message": "Good morning!\\n\\nHere's today's meeting schedule summary (IST):\\n\\nTotal Meetings: {{ $json.count }}\\n\\nSheet link: {{ $json.sheetUrl }}\\n\\nBest regards,\\nAppointment Bot",
        "options": {},
        "subject": "\ud83d\udcc5 Daily Meeting Report - {{ $json.reportDate }}"
      },
      "credentials": {
        "gmailOAuth2": {
          "name": "<your credential>"
        }
      },
      "typeVersion": 2.1
    }
  ],
  "connections": {
    "Clint Chat": {
      "main": [
        [
          {
            "node": "AI Agent",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "IF Has Events": {
      "main": [
        [
          {
            "node": "Format Event Data",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Simple Memory": {
      "ai_memory": [
        [
          {
            "node": "AI Agent",
            "type": "ai_memory",
            "index": 0
          }
        ]
      ]
    },
    "Groq Chat Model": {
      "ai_languageModel": [
        [
          {
            "node": "AI Agent",
            "type": "ai_languageModel",
            "index": 0
          }
        ]
      ]
    },
    "Get Today Events": {
      "main": [
        [
          {
            "node": "IF Has Events",
            "type": "main",
            "index": 0
          },
          {
            "node": "Build Daily Summary",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Schedule Trigger": {
      "main": [
        [
          {
            "node": "Clear Old Appointments",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Format Event Data": {
      "main": [
        [
          {
            "node": "Insert Events Details",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Build Daily Summary": {
      "main": [
        [
          {
            "node": "Send Email to Admin",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Clear Old Appointments": {
      "main": [
        [
          {
            "node": "Get Today Events",
            "type": "main",
            "index": 0
          }
        ]
      ]
    },
    "Send a message in Gmail": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Create an event in Google Calendar": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Delete an event in Google Calendar": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Get many events in Google Calendar": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "index": 0
          }
        ]
      ]
    },
    "Update an event in Google Calendar": {
      "ai_tool": [
        [
          {
            "node": "AI Agent",
            "type": "ai_tool",
            "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.

• gmailOAuth2
• googleApi
• googleCalendarOAuth2Api
• googleSheetsOAuth2Api
• groqApi

About this workflow

📌 Overview This workflow automates end-to-end appointment scheduling for your business using an AI-powered chatbot. Clients can book, reschedule, or cancel meetings through a simple chat interface — no manual coordination needed.

Source: https://n8n.io/workflows/13905/ — original creator credit. Request a take-down →

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