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n8n Appointment Scheduling Automation

A 39-node n8n workflow that takes bookings, sends reminders, handles cancellations, fills slots from a waitlist and asks for reviews afterwards.

Source repositories

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n8n workflows

Each diagram is drawn from the workflow’s own JSON. Download a file and import it in n8n (Workflows → Import from file), then attach your own credentials — every credential and instance ID has been removed.

Appointment Scheduling Automation - Production

39 nodes · 34 connections

Download JSON
Tally Booking WebhookHOOKTally Booking Webho…Normalize Tally Booking Payload{ }Normalize Tally Boo…Insert Appointment in PostgresPGInsert Appointment …Build Confirmation Groq Request{ }Build Confirmation …Groq Generate Confirmation EmailHTTPGroq Generate Confi…Parse Confirmation Email JSON{ }Parse Confirmation …Send Confirmation Email via GmailMAILSend Confirmation E…Hourly 24h Reminder TriggerCRONHourly 24h Reminder…Select Appointments Needing 24h ReminderPGSelect Appointments…Build 24h Reminder Groq Request{ }Build 24h Reminder …Groq Generate 24h Reminder EmailHTTPGroq Generate 24h R…Parse 24h Reminder Email JSON{ }Parse 24h Reminder …Send 24h Reminder via GmailMAILSend 24h Reminder v…Mark 24h Reminder Sent in PostgresPGMark 24h Reminder S…Every 30m 2h Reminder TriggerCRONEvery 30m 2h Remind…Select Appointments Needing 2h ReminderPGSelect Appointments…Build 2h Reminder Groq Request{ }Build 2h Reminder G…Groq Generate 2h Reminder EmailHTTPGroq Generate 2h Re…Parse 2h Reminder Email JSON{ }Parse 2h Reminder E…Send 2h Reminder via GmailMAILSend 2h Reminder vi…Mark 2h Reminder Sent in PostgresPGMark 2h Reminder Se…Cancellation Webhook ListenerHOOKCancellation Webhoo…Normalize Cancellation Request{ }Normalize Cancellat…Cancel Appointment in PostgresPGCancel Appointment …Select Next Waitlist CandidatePGSelect Next Waitlis…Waitlist Candidate ExistsIFWaitlist Candidate …Prepare Waitlist Offer Context{ }Prepare Waitlist Of…Build Waitlist Offer Groq Request{ }Build Waitlist Offe…Groq Generate Waitlist Offer EmailHTTPGroq Generate Waitl…Parse Waitlist Offer Email JSON{ }Parse Waitlist Offe…Offer Slot to Waitlist via GmailMAILOffer Slot to Waitl…Review Request Schedule TriggerCRONReview Request Sche…Prepare Review Scan Window{ }Prepare Review Scan…Select Appointments Needing Review RequestPGSelect Appointments…Build Review Request Groq Email{ }Build Review Reques…Groq Generate Review Request EmailHTTPGroq Generate Revie…Parse Review Request Email JSON{ }Parse Review Reques…Send Review Request via GmailMAILSend Review Request…Mark Review Request Sent in PostgresPGMark Review Request…
  • Trigger
  • Code
  • Database
  • HTTP
  • Messaging
  • Logic

Appointment Scheduling Error Handler - Gotify

3 nodes · 2 connections

Download JSON
Workflow Failure Error TriggerERRWorkflow Failure Er…Build Gotify Failure Notification{ }Build Gotify Failur…POST Failure to GotifyHTTPPOST Failure to Got…
  • Trigger
  • Code
  • HTTP

Project overview

An appointment system for clinics, salons, consultants and local services. A booking form submission is saved to Postgres and confirmed by email; reminders go out before the appointment; cancellations free the slot and offer it to the waitlist; and finished appointments trigger a review request.

What I built

  1. 01

    Webhook intake saves each booking to Postgres and sends an immediate confirmation.

  2. 02

    Scheduled branches send reminders before each appointment.

  3. 03

    Cancellations release the slot and contact the next person on the waitlist.

  4. 04

    Completed appointments trigger a review request with the business’s review link.

Implementation notes

One workflow covers the whole booking lifecycle, with a separate error handler that alerts through Gotify.

Ships with the Postgres schema, so a new instance is running in minutes.

Technology stack

  • n8n
  • PostgreSQL
  • Gmail
  • Tally
  • Gotify

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