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Send instant WhatsApp confirmations and log clinic enquiries with Sheets and Gmail

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Created by: Workflow Decoded || workflowdecoded
Workflow Decoded

Last update

Last update a day ago

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Quick overview

This workflow collects clinic enquiries through an n8n Form, optionally sends an instant WhatsApp template reply via WhatsApp Cloud API, logs every enquiry to Google Sheets, and emails the clinic team via Gmail with the enquiry details and WhatsApp delivery status.

How it works

  1. Receives a new patient enquiry submitted through an n8n Form.
  2. Adds clinic settings, formats the phone number for WhatsApp, generates a reference and timestamp, and checks WhatsApp consent and basic phone validity.
  3. If consent and number validation pass, sends the approved enquiry_received WhatsApp template message using WhatsApp Cloud API and records whether it was sent or failed.
  4. If consent is missing or the number looks invalid, skips WhatsApp messaging and records the reason in the WhatsApp status.
  5. Creates a structured row of enquiry fields (including WhatsApp status) and appends it to a Google Sheets spreadsheet.
  6. Sends a plain-text email via Gmail to the clinic team with the enquiry details and the WhatsApp reply outcome.

Setup

  1. Create and approve a WhatsApp Cloud API Utility template named enquiry_received (language en_GB) with two body variables for first name and clinic name, and connect your WhatsApp Cloud API credentials including a Phone Number ID.
  2. Connect Google Sheets credentials, select the target spreadsheet and sheet tab where enquiries are appended, and ensure the sheet can accept the mapped columns (headers can be created on first run if needed).
  3. Connect Gmail credentials and set the team alert recipient email, plus update the clinic name, default country code, and timezone values in the workflow settings.

Requirements

  • WhatsApp Business Platform (Cloud API) account with a phone number (Meta's free test number works for testing) and a Google account for Sheets and Gmail. On self-hosted n8n, enable the Google Sheets, Drive and Gmail APIs in your Google Cloud project.

Customization

  • Change the form questions and update the Tidy up enquiry details node to match, swap the Gmail alert for Slack or SMS, or replace the n8n Form with a Webhook to receive enquiries from your existing website form.

Additional info

Patient WhatsApp messages never mention treatments, only patients who agree are messaged, and Meta charges per delivered template message. Need it set up for your clinic? https://workflowdecoded.in/?book=1&source=n8n