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Monitor Medical Equipment with Google Sheets & Send WhatsApp and Email Alerts

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Created by: Oneclick AI Squad || oneclick-ai

Oneclick AI Squad

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Last update 2 days ago

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This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and supervisors.

Good to Know

  • Runs daily at 6 AM via cron trigger.
  • Requires Google Sheet with equipment data.
  • Sends alerts via email and WhatsApp.
  • Logs all activities in the Google Sheet.

Google Sheet Structure

Sheet:

A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours
E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date

Sample Data:

E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | [email protected] | [email protected] | 2025-08-01
E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | [email protected] | [email protected] | 2025-08-05

How It Works

  • Daily Equipment Check (6 AM) - Triggers the workflow.
  • Read Equipment Data - Fetches data from Google Sheet.
  • Process Equipment Alerts - Identifies maintenance needs.
  • Task Break For 5 Sec - Adds a delay for processing.
  • Filter Equipment with Alerts - Filters equipment needing attention.
  • Send Technician Email - Notifies technicians via email.
  • Send Message (message: send) - Sends WhatsApp alerts to technicians.
  • Send Critical Alert to Supervisors - Escalates critical issues via email and WhatsApp.
  • Filter Overdue Equipment - Identifies overdue maintenance.
  • Update Equipment Status - Updates sheet with new statuses.
  • Log Maintenance Alerts - Logs alerts in the sheet.

How to Use

  • Import workflow JSON into n8n.
  • Configure nodes with Google Sheet ID, email, and WhatsApp API credentials.
  • Add equipment data to the Google Sheet.
  • Test manually, then activate for daily runs.

Requirements

  • Google Sheet with specified structure.
  • Google service account credentials.
  • Email SMTP setup (e.g., Gmail).
  • WhatsApp Business API token.
  • n8n instance.

Customizing This Workflow

  • Adjust cron time for different schedules.
  • Modify alert thresholds in the Process Equipment Alerts node.
  • Update notification templates in email and WhatsApp nodes.
  • Extend filters for additional equipment statuses.

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