Maxim Dudnik This workflow corresponds to n8n.io template #15021 — we link there as the canonical source.
The workflow JSON
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{
"meta": {
"templateCredsSetupCompleted": true
},
"nodes": [
{
"id": "2e1e6b9f-af3a-4da5-a434-7079570cfbfc",
"name": "Workflow Overview",
"type": "n8n-nodes-base.stickyNote",
"position": [
2784,
-1104
],
"parameters": {
"color": 3,
"width": 496,
"height": 448,
"content": "## Appointment Booked \u2192 Confirmation + Reminders + No-Show Re-booking\n\n**How it works:**\n1. Receives new appointment from booking system (Calendly, Acuity, Jane App, etc.)\n2. Normalizes patient data + appointment type, date/time, provider\n3. Creates/updates patient contact in Aloware\n4. Sends instant confirmation SMS with date, time, and location\n5. Enrolls in Aloware Reminder Sequence (48h, 24h, 2h before)\n6. Waits until 1 hour after appointment time\n7. Checks for no-show tag \u2192 enrolls in re-booking sequence if needed\n\n**Setup:**\n- Set n8n Variables: `ALOWARE_API_TOKEN`, `ALOWARE_LINE_PHONE`, `ALOWARE_REMINDER_SEQUENCE_ID`, `ALOWARE_NOSHOW_SEQUENCE_ID`, `PRACTICE_NAME`, `PRACTICE_ADDRESS`\n- Configure booking system webhook to POST to this URL"
},
"typeVersion": 1
},
{
"id": "63c30f32-6a6b-49f5-be8d-73673e91e386",
"name": "Book & Confirm",
"type": "n8n-nodes-base.stickyNote",
"position": [
3392,
-1056
],
"parameters": {
"color": 2,
"width": 912,
"height": 276,
"content": "### \u2705 Receive Booking & Send Confirmation"
},
"typeVersion": 1
},
{
"id": "03196b2f-0a4e-4556-9798-de3c206c0c3b",
"name": "Reminder Sequence",
"type": "n8n-nodes-base.stickyNote",
"position": [
4352,
-1056
],
"parameters": {
"color": 4,
"width": 264,
"height": 276,
"content": "### \ud83d\udd14 Enroll in Reminders"
},
"typeVersion": 1
},
{
"id": "102bc282-b24b-469c-a82c-325c24cd8c6f",
"name": "No-Show Detection",
"type": "n8n-nodes-base.stickyNote",
"position": [
4656,
-1104
],
"parameters": {
"color": 5,
"width": 1220,
"height": 384,
"content": "### \u23f0 Post-Appointment No-Show Check"
},
"typeVersion": 1
},
{
"id": "ff404a94-2ecb-4e1f-94b2-756129cbd6d2",
"name": "Reminder Tip",
"type": "n8n-nodes-base.stickyNote",
"position": [
4272,
-1216
],
"parameters": {
"width": 400,
"height": 80,
"content": "Configure Aloware Reminder Sequence: 48h SMS, 24h SMS + call, 2h final SMS. Reply CANCEL \u2192 disenroll."
},
"typeVersion": 1
},
{
"id": "afd412a6-0679-4f34-9a03-20fa1fbee929",
"name": "Booking System: Appointment Created",
"type": "n8n-nodes-base.webhook",
"position": [
3472,
-976
],
"parameters": {
"path": "appointment-booked",
"options": {},
"httpMethod": "POST"
},
"typeVersion": 2
},
{
"id": "0aa42b86-5845-4821-93c4-8f788e5d4073",
"name": "Normalize Appointment Data",
"type": "n8n-nodes-base.set",
"position": [
3696,
-976
],
"parameters": {
"options": {},
"assignments": {
"assignments": [
{
"id": "a001",
"name": "patientPhone",
"type": "string",
"value": "={{ $json.body?.invitee?.phone_number || $json.phone || $json.patient?.phone || $json.contact?.phone || $json.phone_number || '' }}"
},
{
"id": "a002",
"name": "patientFirstName",
"type": "string",
"value": "={{ $json.body?.invitee?.first_name || $json.first_name || $json.patient?.first_name || $json.name?.split(' ')[0] || 'there' }}"
},
{
"id": "a003",
"name": "patientLastName",
"type": "string",
"value": "={{ $json.body?.invitee?.last_name || $json.last_name || $json.patient?.last_name || '' }}"
},
{
"id": "a004",
"name": "patientEmail",
"type": "string",
"value": "={{ $json.body?.invitee?.email || $json.email || $json.patient?.email || '' }}"
},
{
"id": "a005",
"name": "appointmentType",
"type": "string",
"value": "={{ $json.body?.event_type?.name || $json.appointment_type || $json.service || $json.event_name || 'your appointment' }}"
},
{
"id": "a006",
"name": "appointmentDatetime",
"type": "string",
"value": "={{ $json.body?.scheduled_event?.start_time || $json.appointment_time || $json.start_time || $json.datetime || '' }}"
},
{
"id": "a007",
"name": "appointmentDateFormatted",
"type": "string",
"value": "={{ $json.body?.scheduled_event?.start_time ? DateTime.fromISO($json.body.scheduled_event.start_time).toFormat('EEEE, MMMM d') : 'soon' }}"
},
{
"id": "a008",
"name": "appointmentTimeFormatted",
"type": "string",
"value": "={{ $json.body?.scheduled_event?.start_time ? DateTime.fromISO($json.body.scheduled_event.start_time).toFormat('h:mm a') : '' }}"
},
{
"id": "a009",
"name": "appointmentId",
"type": "string",
"value": "={{ $json.body?.scheduled_event?.uri || $json.appointment_id || $json.id || '' }}"
},
{
"id": "a010",
"name": "providerName",
"type": "string",
"value": "={{ $json.body?.event_type?.profile?.name || $json.provider || $json.staff_name || $vars.PRACTICE_NAME }}"
}
]
}
},
"typeVersion": 3.4
},
{
"id": "9ef238fe-b864-47ae-8a60-e00bdd5cff1f",
"name": "Aloware: Create or Update Patient Contact",
"type": "n8n-nodes-base.httpRequest",
"position": [
3920,
-976
],
"parameters": {
"url": "https://app.aloware.com/api/v1/webhook/forms",
"method": "POST",
"options": {},
"sendBody": true,
"bodyParameters": {
"parameters": [
{
"name": "api_token",
"value": "={{ $vars.ALOWARE_API_TOKEN }}"
},
{
"name": "phone_number",
"value": "={{ $json.patientPhone }}"
},
{
"name": "first_name",
"value": "={{ $json.patientFirstName }}"
},
{
"name": "last_name",
"value": "={{ $json.patientLastName }}"
},
{
"name": "email",
"value": "={{ $json.patientEmail }}"
},
{
"name": "lead_source",
"value": "Appointment Booking"
},
{
"name": "csf1",
"value": "={{ 'Appt Type: ' + $json.appointmentType }}"
},
{
"name": "csf2",
"value": "={{ 'Next Appt: ' + $json.appointmentDateFormatted + ' at ' + $json.appointmentTimeFormatted }}"
},
{
"name": "notes",
"value": "={{ 'Appointment booked: ' + $json.appointmentType + ' on ' + $json.appointmentDateFormatted + ' at ' + $json.appointmentTimeFormatted }}"
},
{
"name": "force_update",
"value": "=true"
}
]
}
},
"typeVersion": 4.2
},
{
"id": "155dda42-b3b1-4b21-9d6e-28798a41bcef",
"name": "Aloware: Send Booking Confirmation SMS",
"type": "n8n-nodes-base.httpRequest",
"position": [
4144,
-976
],
"parameters": {
"url": "https://app.aloware.com/api/v1/webhook/sms-gateway/send",
"method": "POST",
"options": {},
"sendBody": true,
"bodyParameters": {
"parameters": [
{
"name": "api_token",
"value": "={{ $vars.ALOWARE_API_TOKEN }}"
},
{
"name": "from",
"value": "={{ $vars.ALOWARE_LINE_PHONE }}"
},
{
"name": "to",
"value": "={{ $('Normalize Appointment Data').item.json.patientPhone }}"
},
{
"name": "message",
"value": "=Hi {{ $('Normalize Appointment Data').item.json.patientFirstName }}! \u2705 Your {{ $('Normalize Appointment Data').item.json.appointmentType }} is confirmed for {{ $('Normalize Appointment Data').item.json.appointmentDateFormatted }} at {{ $('Normalize Appointment Data').item.json.appointmentTimeFormatted }}. Location: {{ $vars.PRACTICE_ADDRESS }}. Reply CANCEL to cancel or RESCHEDULE to reschedule. See you soon! \u2014 {{ $vars.PRACTICE_NAME }}"
}
]
}
},
"typeVersion": 4.2
},
{
"id": "12a2bdde-5fa3-4036-81be-0f8311736f9c",
"name": "Aloware: Enroll in Reminder Sequence",
"type": "n8n-nodes-base.httpRequest",
"position": [
4432,
-976
],
"parameters": {
"url": "https://app.aloware.com/api/v1/webhook/sequence-enroll",
"method": "POST",
"options": {},
"sendBody": true,
"bodyParameters": {
"parameters": [
{
"name": "api_token",
"value": "={{ $vars.ALOWARE_API_TOKEN }}"
},
{
"name": "sequence_id",
"value": "={{ $vars.ALOWARE_REMINDER_SEQUENCE_ID }}"
},
{
"name": "phone_number",
"value": "={{ $('Normalize Appointment Data').item.json.patientPhone }}"
},
{
"name": "source",
"value": "n8n-appointment-booked"
},
{
"name": "force_enroll",
"value": "=true"
}
]
}
},
"typeVersion": 4.2
},
{
"id": "a8d2225f-d1b4-4ead-aba9-05a55a241d2e",
"name": "Wait Until After Appointment",
"type": "n8n-nodes-base.wait",
"position": [
4800,
-976
],
"parameters": {
"resume": "specificTime",
"dateTime": "={{ DateTime.fromISO($('Normalize Appointment Data').item.json.appointmentDatetime).plus({hours: 1}).toISO() }}"
},
"typeVersion": 1.1
},
{
"id": "97e38141-6de2-4230-9b1f-8c9633ce8de7",
"name": "Aloware: Check If Appointment Completed",
"type": "n8n-nodes-base.httpRequest",
"position": [
5040,
-976
],
"parameters": {
"url": "=https://app.aloware.com/api/v1/webhook/contact/phone-number?api_token={{ $vars.ALOWARE_API_TOKEN }}&phone_number={{ $('Normalize Appointment Data').item.json.patientPhone }}",
"options": {}
},
"typeVersion": 4.2
},
{
"id": "5250f894-35f2-4270-9da1-daed71de4147",
"name": "Was It a No-Show?",
"type": "n8n-nodes-base.if",
"position": [
5264,
-976
],
"parameters": {
"options": {},
"conditions": {
"options": {
"leftValue": "",
"caseSensitive": false,
"typeValidation": "loose"
},
"combinator": "and",
"conditions": [
{
"id": "cond_001",
"operator": {
"type": "array",
"operation": "contains"
},
"leftValue": "={{ $json.data?.tags || [] }}",
"rightValue": "no-show"
}
]
}
},
"typeVersion": 2
},
{
"id": "120a3835-ac8d-4e9b-b7e0-5e8d344652ed",
"name": "Aloware: Enroll in No-Show Re-booking Sequence",
"type": "n8n-nodes-base.httpRequest",
"position": [
5568,
-1072
],
"parameters": {
"url": "https://app.aloware.com/api/v1/webhook/sequence-enroll",
"method": "POST",
"options": {},
"sendBody": true,
"bodyParameters": {
"parameters": [
{
"name": "api_token",
"value": "={{ $vars.ALOWARE_API_TOKEN }}"
},
{
"name": "sequence_id",
"value": "={{ $vars.ALOWARE_NOSHOW_SEQUENCE_ID }}"
},
{
"name": "phone_number",
"value": "={{ $('Normalize Appointment Data').item.json.patientPhone }}"
},
{
"name": "source",
"value": "n8n-no-show"
},
{
"name": "force_enroll",
"value": "=true"
}
]
}
},
"typeVersion": 4.2
},
{
"id": "15c3b894-f9a8-4bd7-b5fc-44f2dc389ca7",
"name": "Appointment Completed \u2014 No Action",
"type": "n8n-nodes-base.noOp",
"position": [
5568,
-880
],
"parameters": {},
"typeVersion": 1
}
],
"connections": {
"Was It a No-Show?": {
"main": [
[
{
"node": "Aloware: Enroll in No-Show Re-booking Sequence",
"type": "main",
"index": 0
}
],
[
{
"node": "Appointment Completed \u2014 No Action",
"type": "main",
"index": 0
}
]
]
},
"Normalize Appointment Data": {
"main": [
[
{
"node": "Aloware: Create or Update Patient Contact",
"type": "main",
"index": 0
}
]
]
},
"Wait Until After Appointment": {
"main": [
[
{
"node": "Aloware: Check If Appointment Completed",
"type": "main",
"index": 0
}
]
]
},
"Booking System: Appointment Created": {
"main": [
[
{
"node": "Normalize Appointment Data",
"type": "main",
"index": 0
}
]
]
},
"Aloware: Enroll in Reminder Sequence": {
"main": [
[
{
"node": "Wait Until After Appointment",
"type": "main",
"index": 0
}
]
]
},
"Aloware: Send Booking Confirmation SMS": {
"main": [
[
{
"node": "Aloware: Enroll in Reminder Sequence",
"type": "main",
"index": 0
}
]
]
},
"Aloware: Check If Appointment Completed": {
"main": [
[
{
"node": "Was It a No-Show?",
"type": "main",
"index": 0
}
]
]
},
"Aloware: Create or Update Patient Contact": {
"main": [
[
{
"node": "Aloware: Send Booking Confirmation SMS",
"type": "main",
"index": 0
}
]
]
}
}
}
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About this workflow
Automate your entire patient appointment communication lifecycle: instant booking confirmation, timed reminders, and automatic no-show detection with re-booking outreach — all powered by Aloware sequences and n8n. No-shows cost healthcare practices an estimated $150 billion per…
Source: https://n8n.io/workflows/15021/ — original creator credit. Request a take-down →
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