💬 Rescue at-risk appointments with two-hour WhatsApp and Google Sheets check-ins
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Description
Quick overview
This workflow runs every hour to rescue at-risk appointments: it validates every row, sends one WhatsApp check-in to each unconfirmed customer starting in 90-150 minutes, waits for the reply, classifies it, and routes confirmed replies to your calendar and everything else to staff.
How it works
- Runs every hour on a schedule and loads appointments from the demo source (replace with Google Sheets in production).
- Validates every row: missing ids or phones and unparseable start times go to an error log with the exact reason.
- Picks appointments that are unconfirmed and start 90-150 minutes from now; a static-data guard guarantees exactly one check-in per appointment even if the workflow fires twice.
- Sends each customer one WhatsApp check-in asking them to reply YES or NO (placeholder send step in the template).
- Waits up to 15 minutes for an inbound reply that resumes the execution via a webhook.
- Classifies the reply as confirmed, cancel_requested, unclear, or no_reply. Confirmed replies mark the calendar; cancel, unclear and no-reply flag staff.
Setup
- Replace the demo appointment source with your real data source (for example Google Sheets) and ensure it provides appointment_id, customer_name, phone, starts_at (ISO), practitioner, treatment, and status.
- Add WhatsApp Business Cloud credentials and replace the placeholder send step with a Send Message action configured to message the appointment phone number.
- Configure WhatsApp inbound webhooks to call the n8n Wait node resume URL so customer replies continue the correct execution.
- Wire the two replace-me end nodes: a calendar or sheet update for confirmed replies, and your staff channel (Slack, email, or a needs-attention sheet) for everything else.
Requirements
- n8n on any plan. The demo run needs no credentials; production needs a Google Sheets or calendar credential plus WhatsApp Business Cloud.
Customization
- Check-in window (90-150 minutes), reply wait (15 minutes), and YES/NO keywords (English and Dutch variants) are plain settings in the named nodes.
🔗 Nodes Used
Schedule Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File