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Handle WhatsApp gym bookings and satisfaction surveys with Claude and Google Sheets

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Created by: Oscar || oscarbekai
Oscar

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Last update 7 hours ago

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Quick overview

A complete WhatsApp AI chatbot that handles class bookings, cancellations, FAQ responses, schedule lookups, location queries, waitlist management, booking reminders, and staff notifications — all through WhatsApp in English, Arabic, or French.

How it works

  1. Receives WhatsApp messages via UltraMsg webhook
  2. Voice messages are transcribed automatically using OpenAI Whisper
  3. Detects special commands — staff survey triggers and survey responses
  4. Loads user session from Google Sheets for conversation continuity
  5. Checks for waitlist offer responses
  6. AI Agent (Claude Haiku) processes the request using 7 tool sub-workflows
  7. Response is split and sent back via WhatsApp

Setup

  1. Create and connect Google Sheets OAuth credentials, then replace all YOUR_GOOGLE_SHEET_ID values and ensure the required tabs/columns exist (Gymbot_Config, Session_State, Members, Survey_Responses).
  2. Configure UltraMsg (instance + token) and set UltraMsg to POST incoming messages to this workflow’s webhook URL at /gymbot/conversation.
  3. Add an OpenAI API credential for Whisper audio transcription.
  4. Add an Anthropic credential (or equivalent connection used by the Anthropic chat model node) and select the desired Claude model.
  5. Import and activate the referenced tool sub-workflows (Create Booking, Cancel Booking, Get Bookings, Search Classes, Get FAQ Data, Get Location, Log Unanswered Question, and the waitlist handler) and update their workflow IDs if they differ in your workspace. Copy the included Google Sheets template and add the Spreadsheet ID to Gymbot_Config

Requirements

  • • n8n Cloud Starter or self-hosted
  • • UltraMsg account (~$39/month)
  • • Anthropic API key (Claude Haiku, ~$20/month)
  • • Google account (Sheets + Calendar, free)
  • • A dedicated WhatsApp number

Customization

  • • Add branches by duplicating sheets and updating Gymbot_Config — no workflow changes needed
  • • Switch AI model from Claude Haiku to Claude Sonnet for richer conversations
  • • Add classes, FAQ, and branch info directly in Google Sheets

Additional info

The complete system including all 14 sub-workflows, Google Sheets template, and 40-page setup guide is available at oscarbek.gumroad.com/l/gymbot