How to Automate WhatsApp Appointment Confirmations?
Description
Keep your clinic on schedule with a smart system that confirms tomorrow’s appointments and handles patient messages in one place. It suits clinics that use WhatsApp for patient communication and Google Calendar for scheduling. Your team can also manage rescheduling and reminders from Telegram without jumping between apps.
Every weekday at 08:00, the scheduler collects next day events from Google Calendar, reads the phone number from the event description, formats a confirmation message for WhatsApp, and sends it through the Evolution API. Incoming WhatsApp messages land in a webhook and are sorted by type. Text goes to the assistant, audio is downloaded, converted, and transcribed by OpenAI, and images are read with a vision model. Postgres memory keeps context. Urgent or sensitive topics can be escalated to a human. A Telegram assistant lets staff reschedule via the calendar and add items to Google Tasks.
Set clear event descriptions with patient phone numbers, confirm your time zone, and register the webhook with your WhatsApp provider. Expect fewer no shows, faster replies, and less manual work. It fits clinics, dental offices, spas, and similar services that rely on booked visits and messaging.
Tools Required
What this workflow does?
- Daily scheduler runs at 08:00 Monday to Friday to start confirmations.
- Google Calendar tool lists next day events and reads phone numbers from event descriptions.
- AI formats messages for WhatsApp syntax and sends through the Evolution API.
- Webhook receives WhatsApp messages and routes text, audio, image or document with a switch.
- Audio messages are downloaded, converted to a file, and transcribed by OpenAI Whisper.
- Images are processed by a vision model to extract text and describe content for replies.
- Telegram assistant supports staff with rescheduling and creates reminders in Google Tasks.
- Postgres chat memory keeps context, and a human handoff tool handles urgent cases.
What are the benefits?
- Reduce manual confirmation work from 2 hours to 10 minutes each morning
- Automate up to 90% of next day confirmations with consistent messaging
- Handle 5 times more patient messages without adding staff
- Connect calendar, WhatsApp, Telegram, email and tasks in one flow
- Cut copy and paste errors by 90% by pulling data from calendar events
- Lower no shows by sending clear reminders the day before
How to set this up?
- Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
- You'll need accounts with Telegram, Google Calendar, Google Tasks, Gmail, OpenAI, OpenRouter, Evolution API and PostgreSQL. See the Tools Required section above for links to create accounts with these services.
- In the n8n credentials manager, create a Telegram Bot credential. Get a bot token from BotFather, paste it into the Telegram credential, then open the Telegram Trigger node and select this credential. Send a test message to your bot to verify events are received.
- Open the Evolution API and Evolution API2 nodes. Create a new credential for your WhatsApp gateway and enter the base URL and token. Copy the URL from the Webhook1 node and register it in your Evolution API incoming webhook settings to receive messages.
- Create a Google OAuth2 credential in n8n. Grant Calendar and Tasks scopes. Assign this credential to the MCP Google Calendar, MCP CALENDAR, MCP Google Calendar2, and Google Tasks nodes.
- Create an OpenAI API Key and add an OpenAI credential in n8n. Attach it to the OpenAI Chat Model, OpenAI1, and OpenAI nodes. Adjust model names if your account uses different models.
- Add an OpenRouter credential with your OpenRouter API Key, then select it in the OpenRouter Chat Model nodes if you plan to use them.
- Set up a PostgreSQL credential with host, port, database, user, password and SSL if required. Attach it to the Postgres Chat Memory nodes. Allow n8n Cloud IPs in your database firewall.
- Edit the Assistente Clínica system message and add your clinic contact details. Confirm the CallToHuman tool is connected for urgent cases.
- Open the Gatilho diário node and confirm the cron expression 0 8 * * 1-5. Check the n8n instance time zone so the job runs at your local 08:00.
- Standardize Google Calendar event descriptions to include the patient phone number. Create a test event for tomorrow with a valid number.
- Send test WhatsApp messages to the webhook: a text, an image, and a voice note. Verify the Switch routes each type, check transcription and OCR results, and confirm replies are formatted for WhatsApp.
- Run a full test: enable the workflow, wait for the daily trigger or run it manually, and confirm that WhatsApp confirmations are sent and that rescheduling via Telegram updates the calendar. Check Google Tasks for new reminders.
- Troubleshoot common issues: keep audio under 25 MB, ensure clear images, verify webhook reachability, recheck credentials on each node, and confirm the phone number exists in the event description.
Need help or want to customize this?
Ask in the Futurise Pro Community.
Similar Templates
These templates were sourced from publicly available materials across the web, including n8n’s official website, YouTube and public GitHub repositories. We have consolidated and categorized them for easy search and filtering, and supplemented them with links to integrations, step-by-step setup instructions, and personalized support in the Futurise community. Content in this library is provided for education, evaluation and internal use. Users are responsible for checking and complying with the license terms with the author of the templates before commercial use or redistribution.Where an original author was identified, attribution has been provided. Some templates did not include author information. If you know who created this template, please let us know so we can add the appropriate credit and reference link. If you are the author and would like this template removed from the library, email us at info@futurise.com and we will remove it promptly.
