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Book and confirm clinic appointments with WhatsApp, Google Calendar, and Gmail

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Created by: Muhammad Adeel || aiadeel
Muhammad Adeel

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Last update 3 days ago

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Quick overview

Automate clinic appointment booking end to end. Patients submit a request via webhook, the workflow generates a unique Booking ID, routes online consultations to Google Meet and offline ones to the clinic address, then notifies both patient and doctor via Gmail and WhatsApp.

How it works

  1. A patient submits a booking request via webhook containing name, email, phone, date, time, and consultation type — online or offline.
  2. The workflow extracts all fields and generates a unique Booking ID in the format CLN-YYYYMMDD-XXXXXX for tracking.
  3. The consultation type is checked — if online, a Google Meet link is generated and attached to the calendar event.
  4. If offline, the clinic physical address is used instead of a meeting link.
  5. A confirmed appointment is created in the doctor Google Calendar with full patient details attached.
  6. The patient receives a confirmation email via Gmail and a WhatsApp message via Twilio with the Booking ID and appointment details.
  7. The doctor receives a full appointment notification via Gmail, then 24 hours before the appointment the patient is automatically sent a reminder via email and WhatsApp.

Setup

  1. Connect your Google Calendar credential in n8n and replace YOUR_DOCTOR_CALENDAR_ID with your Calendar ID found in Google Calendar Settings.
  2. Connect your Gmail credential in n8n — used for patient confirmation, doctor notification, and reminder emails.
  3. Sign up at twilio.com, enable WhatsApp Sandbox, connect the Twilio credential in n8n, and replace YOUR_TWILIO_WHATSAPP_NUMBER with your sandbox number in format whatsapp:+14155238886.
  4. Replace YOUR_DOCTOR_EMAIL in the Notify Doctor via Email node with the doctor actual email address.
  5. Replace YOUR_CLINIC_ADDRESS in the Create Offline Calendar Event and Store Offline Event Data nodes with your clinic physical address.
  6. Test the workflow by sending a POST request to the webhook URL with this body: name, email, phone, date, time, and consultation_type set to online or offline.

Requirements

  • Google Calendar account connected via OAuth2
  • Gmail account connected via OAuth2
  • Twilio account with WhatsApp Sandbox enabled — free tier available at twilio.com
  • Publicly accessible webhook URL — activate the workflow before testing

Customization

  • Add multiple doctors by routing to different Google Calendars based on specialization using an additional IF node
  • Add a Stripe payment node before calendar booking to collect consultation fees upfront
  • Add a Google Sheets node after doctor notification to maintain a full patient booking log
  • Replace Gmail with SendGrid via HTTP Request node for branded transactional emails
  • Extend the reminder to also send 1 hour before the appointment for online consultations by adding a second Wait node