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Book, cancel, and reschedule WhatsApp appointments with Google Calendar and Sheets

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Created by: Harpreet Singh || harryin09
Harpreet Singh

Last update

Last update a day ago

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Quick overview

This workflow let customers book, check, cancel and reschedule appointments in one WhatsApp chat, with no app and no booking page, syncing availability and changes to Google Calendar and logging every action to Google Sheets.

How it works

  1. A customer messages your WhatsApp Business number and replies with a menu number: 1 Book, 2 My appointments, 3 Cancel, 4 Reschedule.
  2. The bot collects name, mobile, date and time, then checks opening hours and Google Calendar.
  3. A free slot becomes a calendar event. A taken slot gets alternative times.
  4. Each appointment includes a protected break (default 50 + 10 minutes).
  5. Customers only see and change appointments linked to their own WhatsApp number.
  6. Every booking, cancellation and reschedule is logged in Google Sheets.

Setup

  1. Create a Meta WhatsApp Business Cloud app and add its credentials to the trigger and WhatsApp nodes.
  2. Connect Google Calendar and Google Sheets.
  3. In your sheet, create a tab named Appointments with this header row: S.NO, Timestamp, Booking ID, Status, Name, Mobile/Contact No., Start, End, Start ISO, End ISO, Calendar Event ID, WhatsApp Chat ID, Action.
  4. Open Configure Appointment Settings and enter your calendar ID, sheet ID, timezone and hours.
  5. Publish the workflow (it needs public HTTPS), then send /start to your number. Test with the published workflow, not manual runs, and use a separate test calendar first.

Requirements

  • WhatsApp Business Cloud API (Meta developer app)
  • Google Calendar and Google Sheets accounts
  • An n8n instance reachable over HTTPS (n8n Cloud or self-hosted)

Customization

  • How to customize the workflow

  • Change opening hours, appointment length and break time in the settings node. Chat sessions live in workflow static data, so use a single-worker n8n. Two customers requesting the same slot at the same moment can still double-book, because there is no locking.

  • Need help customizing?

  • Built by Automexa. For custom setup or changes (other hours and timezones, reminders, CRM or payment integrations), email [email protected] or message +91-98157-55575 on WhatsApp or Telegram.

Additional info

4. Problem it solves

Small businesses lose time and bookings to the "what time works for you?" back-and-forth. Customers already message on WhatsApp, but someone has to read each message, check the calendar, reply, and update a spreadsheet by hand. Slots get missed after hours, and cancellations and changes create more chat.

This workflow turns that chat into a self-service booking flow. Customers get instant answers at any hour, your calendar stays the single source of truth, and Google Sheets keeps an audit log of every change.

5. Use cases

  • Clinics and therapists: patients book and move consultations by WhatsApp, with a protected break between sessions.
  • Salons and barbers: clients book a chair without calling, and cancellations free the slot right away.
  • Coaches and consultants: discovery calls and sessions land straight on your Google Calendar.
  • Tutors and trainers: students reschedule lessons themselves.
  • Repair and service desks: customers pick an inspection slot and see their upcoming visits.
  • Any freelancer or agency: put a WhatsApp booking number on a business card or Instagram bio, with nothing to host.

6. Why it stands out /USP

  • No AI model and no AI costs. Booking logic is deterministic, so behaviour is predictable.
  • No third-party WhatsApp platform. It uses Meta's WhatsApp Business Cloud API directly.
  • Full lifecycle in one template: book, view, cancel and reschedule, not just booking or reminders.
  • Protected breaks and alternative slot suggestions when a time is taken.
  • Ownership checks: a customer can only see and change appointments linked to their own WhatsApp number.
  • Audit trail in Google Sheets for every booking, cancellation and reschedule.

whatsapp, whatsapp business, appointment scheduling, booking bot, google calendar, google sheets, reschedule, cancel booking, chatbot, small business, clinic, salon, no-code, meta cloud api
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