Reduce appointment no-shows and refill slots with Google Calendar, Sheets, Twilio, Gmail and OpenAI
Ready for 3.0Ready for 3.0. This template uses no nodes that n8n 3.0 removes. No removed nodes, versions or helpers found. Static check, last run 2026-10-19.
What this workflow does
This AI workflow has 35 nodes and runs on a schedule (every 15 minutes) (plus 3 other triggers). Along the way it connects Twilio, Gmail, Google Sheets and Google Calendar and 1 more.
How it runs
Trigger: On a schedule (every 15 minutes) (plus 3 other triggers).
- Set Clinic Settings (Edit Fields (Set)): sets 33 fields: sheet_id, calendar_id, business_name…
- Alert on Workflow Failure (Gmail): uses Gmail
- Set Message Texts (Edit Fields (Set)): sets 18 fields: subject_default, confirm_subject, confirm…
- Read Clients (Google Sheets): uses Google Sheets
- Aggregate: combines items into one
- Read Services (Google Sheets): uses Google Sheets
- Aggregate: combines items into one
- Read Waitlist (Google Sheets): uses Google Sheets
- Aggregate: combines items into one
- Read Calendar Events (Google Calendar): get many
…plus 20 more steps. See the full node list below.
Services it uses
Before you upgrade to n8n 3.0
Nothing in this workflow is removed in n8n 3.0, so it should import and run after the upgrade.
- Still check Gmail Trigger below v1.4 runs as v1.4 (drafts skipped, max emails per poll) (When an Email Arrives).
Nodes used (14)
- Schedule Trigger
n8n-nodes-base.scheduleTrigger - Twilio Trigger
n8n-nodes-base.twilioTrigger - Gmail Trigger
n8n-nodes-base.gmailTrigger - Edit Fields (Set)
n8n-nodes-base.set - Google Sheets
n8n-nodes-base.googleSheets - Aggregate
n8n-nodes-base.aggregate - Google Calendar
n8n-nodes-base.googleCalendar - Switch
n8n-nodes-base.switch - Code
n8n-nodes-base.code - Twilio
n8n-nodes-base.twilio - Gmail
n8n-nodes-base.gmail - Information Extractor
@n8n/n8n-nodes-langchain.informationExtractor - OpenAI Chat Model
@n8n/n8n-nodes-langchain.lmChatOpenAi - Error Trigger
n8n-nodes-base.errorTrigger
From the author
Quick Overview This workflow monitors Google Calendar appointments, uses Google Sheets as a client/waitlist database and log, and sends confirmations, waitlist offers, and recall messages via Twilio SMS or Gmail email, using OpenAI to classify incoming…