📋 Monitor medical equipment with Google Sheets & send WhatsApp and email alerts

⚡ 607 views · 📋 Project Management

Description

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.

Good to Know

• Runs daily at 6 AM via cron trigger.
• Requires Google Sheet with equipment data.
• Sends alerts via email and WhatsApp.
• Logs all activities in the Google Sheet.

Google Sheet Structure

Sheet:

A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours
E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date

Sample Data:

E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | tech1@hospital.com | sup1@hospital.com | 2025-08-01
E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | tech2@hospital.com | sup2@hospital.com | 2025-08-05

How It Works

• Daily Equipment Check (6 AM) - Triggers the workflow.
• Read Equipment Data - Fetches data from Google Sheet.
• Process Equipment Alerts - Identifies maintenance needs.
• Task Break For 5 Sec - Adds a delay for processing.
• Filter Equipment with Alerts - Filters equipment needing attention.
• Send Technician Email - Notifies technicians via email.
• Send Message (message: send) - Sends WhatsApp alerts to technicians.
• Send Critical Alert to Supervisors - Escalates critical issues via email and WhatsApp.
• Filter Overdue Equipment - Identifies overdue maintenance.
• Update Equipment Status - Updates sheet with new statuses.
• Log Maintenance Alerts - Logs alerts in the sheet.

How to Use

• Import workflow JSON into n8n.
• Configure nodes with Google Sheet ID, email, and WhatsApp API credentials.
• Add equipment data to the Google Sheet.
• Test manually, then activate for daily runs.

Requirements

• Google Sheet with specified structure.
• Google service account credentials.
• Email SMTP setup (e.g., Gmail).
• WhatsApp Business API token.
• n8n instance.

Customizing This Workflow

• Adjust cron time for different schedules.
• Modify alert thresholds in the Process Equipment Alerts node.
• Update notification templates in email and WhatsApp nodes.
• Extend filters for additional equipment statuses.

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🔗 Nodes Used

Cron, Send Email, Google Sheets, WhatsApp Business Cloud, Filter

📥 Import

Download workflow.json and import into n8n: Workflow menu → Import from File

📖 Importing guide · 🔑 Credential setup