Send WhatsApp appointment reminders from Google Calendar
Reads tomorrow's Google Calendar appointments each morning, extracts each attendee's phone number from the event, and sends an approved WhatsApp template reminder in rate-limited batches, logging ever.
A daily schedule trigger reads a one-day window of Google Calendar events with singleEvents enabled, so a recurring weekly slot expands into tomorrow's actual instance. A Set node lifts the event id and title, digs the phone number out of the description and location fields where booking tools put it, and formats the start time in the business's own timezone. A Filter skips events with no number or no start time rather than sending to a malformed recipient. Loop Over Items then sends in batches of ten with a 30-second Wait between them, because WhatsApp's per-number rate limits drop overflow silently rather than returning a retryable error. The message goes as an approved template — a business-initiated reminder outside the customer's 24-hour window is only legal as a template — and each send is logged. Failures route to an error rail that tells the front desk to phone instead.
Key benefits
- ✓Reminders go out the day before, early enough for a cancelled slot to be re-booked
- ✓Uses an approved template, so it keeps working outside WhatsApp's 24-hour window instead of failing in production
- ✓Batching with a pause keeps a 200-appointment day inside rate limits rather than losing sends silently
- ✓Recurring appointments expand correctly instead of being missed
- ✓Every reminder is logged, which gives you a real no-show rate to measure against
Use cases
- →Clinics, salons, dental and physiotherapy practices with high no-show cost
- →Tutors and coaches running a booked calendar
- →Service businesses whose customers ignore email but read WhatsApp
- →Any front desk currently phoning tomorrow's list by hand
Integrations
Workflow preview (10 nodes)
The template's actual node layout and connections. Node parameters and credential slots unlock with the download.
What's inside (10 nodes)
A look at the node types this workflow uses. No purchase required — full parameters and credentials are yours after you buy.
From download to running in 3 steps
- 1Import. In n8n, open Workflows → menu → “Import from File” and pick the downloaded JSON.
- 2Connect. Add your own credentials on the app nodes - n8n highlights exactly which ones need them.
- 3Activate. Run it once to test, then toggle Active. The automation is live.
What you'll learn
Core levelA compact production shape: validation and error handling without extra machinery.
- •Moving data between Google Calendar, Google Sheets and Slack in a single run
- •Walking a long list in batches instead of firing everything at once
- •Adding retries and an explicit error path to external calls
Every node carries its own documentation on the canvas, plus notes explaining why the architecture was built this way, a credential setup guide, troubleshooting, and three practice exercises. Sample data comes pinned to the trigger, so you can hit Execute and watch data flow before connecting a single account.
Common questions
What exactly do I get?
The complete, ready-to-import n8n workflow as a JSON file, delivered instantly after payment. Import it into your own n8n (cloud or self-hosted), add your credentials, and it runs.
How do I import it into n8n?
In n8n, open Workflows, click the three-dot menu, choose “Import from File”, and select the downloaded JSON. Then connect your own app credentials on the highlighted nodes.
Do I need anything else for it to work?
You need your own n8n instance and accounts/credentials for the apps this workflow connects to (Google Calendar, WhatsApp, Google Sheets, Slack). No coding is required.
What if it doesn't work for me?
If the file is faulty, won't import, or isn't as described, contact us within 7 days and we'll fix it or refund you - see our refund policy.
Can I modify or resell it?
You can freely adapt and use it in your own or your clients' projects. Reselling or redistributing the template file itself is not permitted.
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