Book and manage appointments with Google Calendar and Gmail

{"meta":{"instanceId":"48aac30adfc5487a33ef16e0e958096f27cef40df3ed0febcbe1ca199e789786"},"nodes":[{"id":"2fb14430-f0bb-49da-9bb4-54b9ce1ba475","name":"Booking Request Webhook","type":"n8n-nodes-base.webhook","position":[-1792,192],"webhookId":"0d8c6146-0619-4a91-8030-5cf18e2f2fd4","parameters":{"path":"booking","options":{},"httpMethod":"POST","responseMode":"lastNode"},"typeVersion":2.1},{"id":"6e4794f2-91e6-41a9-85ec-41413b94651c","name":"Workflow Configuration","type":"n8n-nodes-base.set","position":[-1504,192],"parameters":{"options":{},"assignments":{"assignments":[{"id":"id-1","name":"calendarId","type":"string","value":"<__PLACEHOLDER_VALUE__Your Google Calendar ID__>"},{"id":"id-2","name":"appointmentDuration","type":"number","value":60},{"id":"id-3","name":"businessHoursStart","type":"number","value":9},{"id":"id-4","name":"businessHoursEnd","type":"number","value":17},{"id":"id-5","name":"senderEmail","type":"string","value":"<__PLACEHOLDER_VALUE__Your email address for sending confirmations__>"}]},"includeOtherFields":true},"typeVersion":3.4},{"id":"be0e66e9-a02b-4819-aa57-a3b126fb42d2","name":"Parse Booking Data","type":"n8n-nodes-base.code","position":[-1248,192],"parameters":{"jsCode":"// Parse and validate booking request data from webhook\nconst items = $input.all();\nconst output = [];\n\nfor (const item of items) {\n  const body = item.json.body || item.json;\n  \n  // Extract booking fields\n  const name = body.name || '';\n  const email = body.email || '';\n  const requestedDate = body.requestedDate || '';\n  const requestedTime = body.requestedTime || '';\n  const notes = body.notes || '';\n  \n  // Validate required fields\n  const errors = [];\n  \n  if (!name || name.trim() === '') {\n    errors.push('Name is required');\n  }\n  \n  if (!email || email.trim() === '') {\n    errors.push('Email is required');\n  } else if (!/^[^\\s@]+@[^\\s@]+\\.[^\\s@]+$/.test(email)) {\n    errors.push('Invalid email format');\n  }\n  \n  if (!requestedDate || requestedDate.trim() === '') {\n    errors.push('Requested date is required');\n  }\n  \n  if (!requestedTime || requestedTime.trim() === '') {\n    errors.push('Requested time is required');\n  }\n  \n  // Create output object\n  const bookingData = {\n    name: name.trim(),\n    email: email.trim(),\n    requestedDate: requestedDate.trim(),\n    requestedTime: requestedTime.trim(),\n    notes: notes.trim(),\n    isValid: errors.length === 0,\n    validationErrors: errors,\n    rawData: body\n  };\n  \n  output.push({\n    json: bookingData\n  });\n}\n\nreturn output;"},"typeVersion":2},{"id":"e35412be-3209-456b-bab0-78945966780e","name":"Check Calendar Availability","type":"n8n-nodes-base.googleCalendar","position":[-992,192],"parameters":{"options":{},"calendar":{"__rl":true,"mode":"id","value":"={{ $('Workflow Configuration').first().json.calendarId }}"},"operation":"getAll","returnAll":true},"typeVersion":1.3},{"id":"dc8feda8-6ac3-40c2-ae76-e2d24503e6a4","name":"Check for Conflicts","type":"n8n-nodes-base.code","position":[-672,192],"parameters":{"jsCode":"// Get the calendar events from the previous node\nconst calendarEvents = $('Check Calendar Availability').all();\n\n// Get the requested booking time from the parsed data\nconst requestedStart = $('Parse Booking Data').item.json.startTime;\nconst requestedEnd = $('Parse Booking Data').item.json.endTime;\n\n// Check if there are any conflicting events\nlet hasConflict = false;\nlet conflictingEvents = [];\n\nif (calendarEvents && calendarEvents.length > 0) {\n  for (const event of calendarEvents) {\n    if (event.json && event.json.start && event.json.end) {\n      const eventStart = new Date(event.json.start.dateTime || event.json.start.date);\n      const eventEnd = new Date(event.json.end.dateTime || event.json.end.date);\n      const reqStart = new Date(requestedStart);\n      const reqEnd = new Date(requestedEnd);\n      \n      // Check for overlap: events conflict if they overlap in any way\n      if (reqStart < eventEnd && reqEnd > eventStart) {\n        hasConflict = true;\n        conflictingEvents.push({\n          summary: event.json.summary,\n          start: event.json.start.dateTime || event.json.start.date,\n          end: event.json.end.dateTime || event.json.end.date\n        });\n      }\n    }\n  }\n}\n\n// Return the result\nreturn [{\n  json: {\n    isAvailable: !hasConflict,\n    hasConflict: hasConflict,\n    requestedStart: requestedStart,\n    requestedEnd: requestedEnd,\n    conflictingEvents: conflictingEvents,\n    totalEventsChecked: calendarEvents.length\n  }\n}];"},"typeVersion":2},{"id":"b33d1e94-f61e-439d-bbb7-5f963b515a05","name":"Is Available?","type":"n8n-nodes-base.if","position":[-480,192],"parameters":{"options":{},"conditions":{"options":{"leftValue":"","caseSensitive":false,"typeValidation":"loose"},"combinator":"and","conditions":[{"id":"id-1","operator":{"type":"boolean","operation":"true"},"leftValue":"={{ $('Check for Conflicts').item.json.isAvailable }}"}]}},"typeVersion":2.3},{"id":"d1905396-9921-4633-9489-dc1ba071c5db","name":"Create Calendar Event","type":"n8n-nodes-base.googleCalendar","position":[-80,16],"parameters":{"end":"={{ new Date(new Date($json.requestedDateTime).getTime() + $('Workflow Configuration').first().json.appointmentDuration*60*1000).toISOString() }}","start":"={{ $json.requestedDateTime }}","calendar":{"__rl":true,"mode":"id","value":"={{ $('Workflow Configuration').first().json.calendarId }}"},"additionalFields":{"summary":"=Appointment with {{ $json.name }}","attendees":["={{ $json.email }}"],"description":"={{ $json.notes }}"}},"typeVersion":1.3},{"id":"8e2656d3-25d8-4c7b-b1ef-7fa81ccef5af","name":"Send Confirmation Email","type":"n8n-nodes-base.gmail","position":[144,16],"webhookId":"eebd3b07-d80b-47dc-a9ed-b01a9bd3ef40","parameters":{"sendTo":"={{ $json.email }}","message":"=<p>Dear {{ $json.name }},</p>\n\n<p>Your appointment has been confirmed!</p>\n\n<p><strong>Appointment Details:</strong></p>\n<ul>\n  <li><strong>Date & Time:</strong> {{ new Date($json.requestedDateTime).toLocaleString() }}</li>\n  <li><strong>Duration:</strong> {{ $json.duration || '30' }} minutes</li>\n</ul>\n\n<p>A calendar invitation has been sent to your email. You can also view the event in your calendar using the link below:</p>\n\n<p><a href=\"{{ $('Create Calendar Event').item.json.htmlLink }}\">View Calendar Event</a></p>\n\n<p>If you need to reschedule or cancel, please contact us as soon as possible.</p>\n\n<p>We look forward to seeing you!</p>\n\n<p>Best regards,<br>Your Team</p>","options":{"senderName":"={{ $('Workflow Configuration').first().json.senderEmail }}"},"subject":"=Appointment Confirmed - {{ new Date($json.requestedDateTime).toLocaleString() }}"},"typeVersion":2.2},{"id":"6d351346-9862-47bb-8fb1-9fba8aff877e","name":"Respond Success","type":"n8n-nodes-base.respondToWebhook","position":[496,-144],"parameters":{"options":{},"respondWith":"json","responseBody":"{\n  \"success\": true,\n  \"message\": \"Booking confirmed successfully\"\n}"},"typeVersion":1.5},{"id":"d62b05c2-ea91-4b49-a1d0-3a393f8dfc7f","name":"Find Alternative Slots","type":"n8n-nodes-base.code","position":[-128,496],"parameters":{"jsCode":"// Get the requested booking time from the previous node\nconst requestedTime = new Date($('Parse Booking Data').item.json.bookingTime);\n\n// Business hours configuration\nconst businessHours = {\n  start: 9, // 9 AM\n  end: 17   // 5 PM\n};\nconst slotDuration = 60; // 60 minutes per slot\n\n// Function to check if a time is within business hours\nfunction isBusinessHours(date) {\n  const hour = date.getHours();\n  const day = date.getDay();\n  // Monday to Friday (1-5), during business hours\n  return day >= 1 && day <= 5 && hour >= businessHours.start && hour < businessHours.end;\n}\n\n// Generate alternative slots\nconst alternativeSlots = [];\nlet currentDate = new Date();\ncurrentDate.setHours(currentDate.getHours() + 1); // Start from next hour\n\nwhile (alternativeSlots.length < 3) {\n  // Move to next hour\n  currentDate.setHours(currentDate.getHours() + 1);\n  currentDate.setMinutes(0);\n  currentDate.setSeconds(0);\n  \n  // Check if within 7 days\n  const daysDiff = (currentDate - new Date()) / (1000 * 60 * 60 * 24);\n  if (daysDiff > 7) break;\n  \n  // Check if within business hours\n  if (isBusinessHours(currentDate)) {\n    alternativeSlots.push({\n      startTime: new Date(currentDate).toISOString(),\n      endTime: new Date(currentDate.getTime() + slotDuration * 60000).toISOString(),\n      formatted: currentDate.toLocaleString('en-US', {\n        weekday: 'long',\n        year: 'numeric',\n        month: 'long',\n        day: 'numeric',\n        hour: '2-digit',\n        minute: '2-digit'\n      })\n    });\n  }\n}\n\nreturn [{\n  json: {\n    originalRequest: requestedTime.toISOString(),\n    alternativeSlots: alternativeSlots,\n    message: `Found ${alternativeSlots.length} alternative time slots`\n  }\n}];"},"typeVersion":2},{"id":"28908770-a67e-49d2-ab8c-471823716479","name":"Send Alternative Slots Email","type":"n8n-nodes-base.gmail","position":[96,496],"webhookId":"df74e6b5-9190-4aa3-a9b7-acdcaa9eec29","parameters":{"sendTo":"={{ $json.email }}","message":"=Hello {{ $json.name }},\n\nUnfortunately, your requested appointment time on {{ $json.requestedDateTime }} is not available.\n\nHowever, we have the following alternative time slots available:\n\n{{ $json.alternativeSlots }}\n\nPlease let us know which time works best for you, and we'll be happy to schedule your appointment.\n\nBest regards","options":{"senderName":"={{ $('Workflow Configuration').first().json.senderEmail }}"},"subject":"=Appointment Unavailable - Alternative Times Available"},"typeVersion":2.2},{"id":"aba22ee7-a3f6-4927-8a56-bd08aba7e758","name":"Respond Unavailable","type":"n8n-nodes-base.respondToWebhook","position":[320,496],"parameters":{"options":{},"respondWith":"json","responseBody":"={\n  \"status\": \"unavailable\",\n  \"message\": \"The requested time slot is not available\",\n  \"alternativeSlots\": {{ $json.alternativeSlots }}\n}"},"typeVersion":1.5},{"id":"c2067282-e65e-4a74-a3a9-0cdb88de0e31","name":"Wait 24 Hours Before","type":"n8n-nodes-base.wait","position":[400,224],"webhookId":"8141a980-5de2-4438-8825-488f579638a6","parameters":{"resume":"specificTime","dateTime":"={{ new Date(new Date($json.requestedDateTime).getTime() - 24*60*60*1000).toISOString() }}"},"typeVersion":1.1},{"id":"21e9a67e-f03a-4fbe-bd65-cfee4ce73bb6","name":"Send 24h Reminder","type":"n8n-nodes-base.gmail","position":[592,224],"webhookId":"f427fddc-3311-4490-b2c1-c8e2cc9b178d","parameters":{"sendTo":"={{ $json.email }}","message":"=Hello {{ $json.name }},\n\nThis is a friendly reminder that you have an appointment scheduled for tomorrow:\n\n📅 Date & Time: {{ new Date($json.requestedDateTime).toLocaleString() }}\n📍 Service: {{ $json.service }}\n⏱️ Duration: {{ $json.duration }} minutes\n\nPlease make sure to arrive on time. If you need to reschedule or cancel, please let us know as soon as possible.\n\nLooking forward to seeing you!\n\nBest regards","options":{"senderName":"={{ $('Workflow Configuration').first().json.senderEmail }}"},"subject":"=Reminder: Appointment Tomorrow - {{ new Date($json.requestedDateTime).toLocaleString() }}"},"typeVersion":2.2},{"id":"c77cb5af-9a40-46e5-9ebc-a37da9e27b9d","name":"Wait 1 Hour Before","type":"n8n-nodes-base.wait","position":[832,224],"webhookId":"29402ce2-047d-4500-9758-aa1f04e3f058","parameters":{"resume":"specificTime","dateTime":"={{ new Date(new Date($json.requestedDateTime).getTime() - 60*60*1000).toISOString() }}"},"typeVersion":1.1},{"id":"be47cbad-215c-4b8b-a3a1-61b27276e50c","name":"Send 1h Reminder","type":"n8n-nodes-base.gmail","position":[1056,224],"webhookId":"b0769c4c-32b3-46c6-b78d-c8e57e3fb720","parameters":{"sendTo":"={{ $json.email }}","message":"=<p>Hello {{ $json.name }},</p>\n\n<p>This is a friendly reminder that your appointment is coming up in <strong>1 hour</strong>.</p>\n\n<p><strong>Appointment Details:</strong></p>\n<ul>\n  <li><strong>Date & Time:</strong> {{ new Date($json.requestedDateTime).toLocaleString() }}</li>\n  <li><strong>Duration:</strong> {{ $json.duration }} minutes</li>\n  <li><strong>Service:</strong> {{ $json.service }}</li>\n</ul>\n\n<p>Please make sure you're ready for your appointment. If you need to make any changes, please contact us as soon as possible.</p>\n\n<p>We look forward to seeing you soon!</p>\n\n<p>Best regards,<br>{{ $('Workflow Configuration').first().json.senderName }}</p>","options":{"senderName":"={{ $('Workflow Configuration').first().json.senderName }}"},"subject":"=Reminder: Appointment in 1 Hour - {{ new Date($json.requestedDateTime).toLocaleString() }}"},"typeVersion":2.2},{"id":"390d4718-7585-4015-b1a1-48b829d7f2bc","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[-1920,64],"parameters":{"color":7,"width":304,"height":304,"content":"## Input Layer\nReceive booking request via webhook"},"typeVersion":1},{"id":"a6413ac2-d5ec-49e4-89c9-2729db109643","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[-1600,64],"parameters":{"color":7,"width":256,"height":304,"content":"## Configuration\nSet calendar, duration, and business hours"},"typeVersion":1},{"id":"0355f826-17b5-4a09-814d-be376350fc8d","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[-1312,64],"parameters":{"color":7,"width":224,"height":304,"content":"## Data Validation\nParse and validate booking request fields"},"typeVersion":1},{"id":"f241f879-0ffd-4072-a0a1-31b76950899d","name":"Sticky Note3","type":"n8n-nodes-base.stickyNote","position":[-1056,64],"parameters":{"color":7,"width":304,"height":304,"content":"## Availability Check\nFetch calendar events and check conflicts"},"typeVersion":1},{"id":"b7529ca8-9469-44e0-b455-fcb46589135a","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[-720,64],"parameters":{"color":7,"width":336,"height":320,"content":"## Decision Logic\nRoute based on availability status"},"typeVersion":1},{"id":"239407fe-3f8a-4aa5-a31d-439d74ce281a","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[-144,-64],"parameters":{"color":7,"width":432,"height":304,"content":"## Booking Flow\nCreate calendar event and confirm booking"},"typeVersion":1},{"id":"62e26f02-c3f6-462a-a438-a933a72359e4","name":"Sticky Note6","type":"n8n-nodes-base.stickyNote","position":[432,-224],"parameters":{"color":7,"width":304,"height":240,"content":"## Confirmation\nSend confirmation email and response"},"typeVersion":1},{"id":"9ede2529-0a5a-4e94-a3d3-4fcbe2063b5b","name":"Sticky Note7","type":"n8n-nodes-base.stickyNote","position":[352,80],"parameters":{"color":7,"width":992,"height":288,"content":"## Reminder System\nSend 24h and 1h reminder emails. After a booking is confirmed, the workflow schedules two timed reminders:\n- A 24-hour reminder to notify the user one day before\n- A 1-hour reminder for last-minute confirmation"},"typeVersion":1},{"id":"7f9e1f6a-a524-4f94-8ad1-fd14c90f612a","name":"Sticky Note8","type":"n8n-nodes-base.stickyNote","position":[-176,400],"parameters":{"color":7,"width":672,"height":320,"content":"## Alternative Flow\nSuggest available time slots if unavailable"},"typeVersion":1},{"id":"9ce7d0cd-7e8d-49da-bd64-67e5af90b440","name":"Sticky Note9","type":"n8n-nodes-base.stickyNote","position":[-2672,-16],"parameters":{"width":544,"height":496,"content":"## How it works\nThis workflow automates appointment booking by validating requests, checking calendar availability, and scheduling confirmed slots.\n\nWhen a booking request is received via webhook, the system validates input data and checks for conflicts in Google Calendar. If the requested time is available, an event is created, and a confirmation email is sent.\n\nIf unavailable, alternative time slots are generated and shared with the user. The workflow also sends automated reminders 24 hours and 1 hour before the appointment.\n\n## Setup steps\n- Configure webhook endpoint for booking requests\n- Add Google Calendar credentials\n- Set Gmail credentials for notifications\n- Define business hours and appointment duration\n- Customize email templates and reminders"},"typeVersion":1}],"pinData":{},"connections":{"Is Available?":{"main":[[{"node":"Create Calendar Event","type":"main","index":0}],[{"node":"Find Alternative Slots","type":"main","index":0}]]},"Send 24h Reminder":{"main":[[{"node":"Wait 1 Hour Before","type":"main","index":0}]]},"Parse Booking Data":{"main":[[{"node":"Check Calendar Availability","type":"main","index":0}]]},"Wait 1 Hour Before":{"main":[[{"node":"Send 1h Reminder","type":"main","index":0}]]},"Check for Conflicts":{"main":[[{"node":"Is Available?","type":"main","index":0}]]},"Wait 24 Hours Before":{"main":[[{"node":"Send 24h Reminder","type":"main","index":0}]]},"Create Calendar Event":{"main":[[{"node":"Send Confirmation Email","type":"main","index":0}]]},"Find Alternative Slots":{"main":[[{"node":"Send Alternative Slots Email","type":"main","index":0}]]},"Workflow Configuration":{"main":[[{"node":"Parse Booking Data","type":"main","index":0}]]},"Booking Request Webhook":{"main":[[{"node":"Workflow Configuration","type":"main","index":0}]]},"Send Confirmation Email":{"main":[[{"node":"Respond Success","type":"main","index":0},{"node":"Wait 24 Hours Before","type":"main","index":0}]]},"Check Calendar Availability":{"main":[[{"node":"Check for Conflicts","type":"main","index":0}]]},"Send Alternative Slots Email":{"main":[[{"node":"Respond Unavailable","type":"main","index":0}]]}}}