Automate Appointment Scheduling with n8n Forms and Email Notifications
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This n8n workflow automates appointment scheduling using a custom form. It collects user details, verifies terms and conditions, sends a confirmation email, and awaits admin approval for the appointment.
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About This Workflow
Overview
This n8n workflow is designed to streamline the appointment scheduling process by leveraging n8n's form capabilities. It starts with a user-friendly web form, collects essential details, ensures user agreement to terms, and then automates subsequent communication and approval steps. This eliminates manual follow-ups and ensures a smooth experience for both the user and the administrator.
Key Problem Solved: Manual appointment booking is time-consuming and prone to errors. This workflow automates data collection, confirmation, and approval, freeing up valuable time and reducing administrative overhead.
Key Features
- Custom web form for appointment requests.
- Dynamic date and time selection with weekend filtering.
- Terms and conditions agreement with a conditional workflow.
- Automated email confirmation to the user.
- Admin email notification for appointment approval.
- Built-in approval step for administrators.
- Integration with OpenAI (optional, for potential future enhancements like AI-powered follow-ups).
How To Use
- Configure the
n8n Form Trigger: Customize the form title, description, and fields (Name, Email, Enquiry). - Set up
Terms & ConditionsForm: Define the terms and create a required field for user acceptance. - Implement the
Has Accepted?If Node: This node checks if the user has accepted the terms. If not, the workflow can be designed to end or prompt for re-acceptance. - Define
Enter Date & TimeForm: Configure the form to dynamically present available dates (excluding weekends) and selectable time slots. - Use the
Get Form ValuesSet Node: Consolidate and format all collected data, including the appointment date/time, into a structured format. - Configure
Send ReceiptGmail Node: Set up the Gmail node to send an automated confirmation email to the user with their submitted details. - Set up
Wait for ApprovalGmail Node: Configure this node to send an email to an administrator requesting approval for the appointment. - Implement the
Has Approval?If Node: This node waits for the administrator's approval. Based on the approval, further actions can be triggered (e.g., a calendar invite, a final confirmation to the user). - Connect
Form EndNode: This node displays a completion message to the user after their request has been processed.
Apps Used
Workflow JSON
{
"id": "f8138135-c0af-4ec9-bc62-f1bcbc8738a7",
"name": "Automate Appointment Scheduling with n8n Forms and Email Notifications",
"nodes": 0,
"category": "Forms and Surveys",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: f8138135-c0af...
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