{"workflow":{"id":13905,"name":"Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets","views":144,"recentViews":1,"totalViews":144,"createdAt":"2026-03-06T04:49:38.636Z","description":"## AI appointment bot with Google Calendar, Gmail and Sheets\n\n---\n\n📌 Overview\nThis workflow automates end-to-end appointment scheduling for your business \nusing an AI-powered chatbot. Clients can book, reschedule, or cancel meetings \nthrough a simple chat interface — no manual coordination needed.\n\nTwo independent flows run in parallel. The AI Chat Flow handles real-time \nclient conversations using Groq LLaMA 4 Scout, managing calendar availability, \nevent creation, updates, and Gmail confirmations automatically. The Daily Sync \nFlow runs every morning to refresh your Google Sheet with the day's appointments \nand email an admin summary report.\n\nAll times are handled in IST (GMT+05:30) with full ISO 8601 formatting.\n\n---\n\n⚙️ How it works\n\nAI Chat Flow\n* Client sends a message to the bot\n* AI Agent collects name, email, purpose, date, time, and duration\n* Checks Google Calendar for availability\n* Creates, updates, or deletes calendar events based on request\n* Sends Gmail confirmation or cancellation email to the attendee\n\nDaily Sync Flow\n* Triggers every morning at 9:30 AM IST\n* Clears previous rows from Google Sheets (keeps header)\n* Fetches all of today's Google Calendar events\n* Formats and inserts each event into the sheet\n* Emails the admin a summary report with total meeting count and sheet link\n\n🛠️ Setup steps\n1. Import this workflow into n8n\n2. Add a Google Calendar OAuth2 credential and set your calendar email\n3. Add a Gmail OAuth2 credential for the agent and admin report\n4. Add Google Sheets OAuth2 (for Clear node) and Service Account (for Insert node)\n5. Add your Groq API key for the LLaMA 4 Scout model\n6. Update your admin email, calendar email, and Google Sheet ID in the workflow\n7. Activate the workflow — both flows run independently\n\n---\n\n🚀 Features\n\nAI-powered scheduling\n* Books, reschedules, and cancels appointments via chat\n* Checks real-time calendar availability before confirming\n* Suggests 3 alternative slots if the requested time is unavailable\n* Sends automatic Gmail confirmations to attendees\n* Maintains conversation memory across the session (last 50 messages)\n\n---\n\nDaily reporting\n* Auto-clears and refreshes the Google Sheet every morning\n* Syncs all calendar events with full details (name, email, time, duration)\n* Emails admin a daily count summary with a direct sheet link\n\n---\n\n📋 Requirements\n* n8n (cloud or self-hosted)\n* Google Calendar, Gmail, and Google Sheets access\n* Groq API key (free tier supported)\n\n---\n\n🎯 Benefits\n* Zero manual appointment coordination\n* Clients self-serve via chat 24/7\n* Admin always has a fresh daily schedule in Google Sheets\n* Automatic email confirmations build client trust\n* IST timezone enforced consistently across all events\n\n--- \n\n👨‍💻 Author\nBytezTech Pvt Ltd","workflow":{"meta":{"instanceId":"d8b6cd0a2c2e6ba23a5da9f16cd13931d99066fe95baf9d490aa54324f0e20c5","templateCredsSetupCompleted":true},"nodes":[{"id":"9d77144c-2211-4c53-a494-eb208a5dc7a5","name":"⭐ Main Overview","type":"n8n-nodes-base.stickyNote","position":[-1216,-400],"parameters":{"width":548,"height":496,"content":"# 🗓️ BytezTech Appointment Bot\n\n## How it works\nTwo parallel flows run independently:\n1. **AI Chat Flow** — clients message the bot to book, reschedule, or cancel meetings. The agent checks Google Calendar availability, creates/updates/deletes events, and sends Gmail confirmations automatically.\n2. **Daily Sync Flow** — every morning at 9:30 AM IST, today's calendar events are cleared from the sheet, re-fetched, formatted, and re-inserted. An admin summary email is then sent.\n\n## Setup steps\n1. Add **Google Calendar OAuth** credential (jigneshmevada87@gmail.com)\n2. Add **Gmail OAuth** credential for agent tool + admin report node\n3. Add **Google Sheets OAuth** for Clear node; **Service Account** for Insert node\n4. Add **Groq API** key for the LLaMA 4 Scout language model\n5. **Activate** the workflow — both flows will run independently"},"typeVersion":1},{"id":"116e4a5c-1a69-47a5-a0ce-467aa7ef2f15","name":"Group: AI Chat Flow","type":"n8n-nodes-base.stickyNote","position":[-624,-592],"parameters":{"color":7,"width":1364,"height":564,"content":"## 🤖 AI Chat Agent Flow\nClient sends a chat message → AI Agent (Groq LLaMA 4) processes the request using session memory and 5 Calendar/Gmail tools. Handles booking, rescheduling, and cancellation end-to-end."},"typeVersion":1},{"id":"2ac902ea-b3c6-4428-ba1c-0f589b632fa6","name":"Group: Daily Sheet Sync","type":"n8n-nodes-base.stickyNote","position":[-624,16],"parameters":{"color":7,"width":1424,"height":452,"content":"## 📊 Daily Sheet Sync Flow\nScheduled at 9:30 AM IST daily. Clears yesterday's sheet rows, fetches today's Google Calendar events, formats each event, inserts into Sheets, then emails the admin a count summary with sheet link."},"typeVersion":1},{"id":"671a89a2-7816-4caf-90fd-8ca3bf9e6132","name":"Clint Chat","type":"@n8n/n8n-nodes-langchain.chatTrigger","position":[-560,-480],"webhookId":"d1af8853-31d5-4e90-82dd-a2a992a15550","parameters":{"options":{}},"typeVersion":1.3},{"id":"ab93e552-3075-4ef5-b030-788853fa2e1b","name":"AI Agent","type":"@n8n/n8n-nodes-langchain.agent","position":[-32,-480],"parameters":{"options":{"systemMessage":"You are an intelligent scheduling assistant for BytezTech, Co-Founder Chintan.\nYour purpose is to manage BytezTech's calendar professionally and efficiently through chat communication.\n\n🎯 CORE RESPONSIBILITIES\n• Appointment Booking\n• Rescheduling (date and/or time changes)\n• Cancellation (complete removal)\n• Meeting Details Retrieval\n\n🕰️ TIMEZONE POLICY\n• ALL appointments MUST be scheduled in IST (GMT+05:30)\n• Always confirm times in IST format before scheduling\n\n📋 BOOKING FLOW\n1. Collect: Full name, email, purpose, date, time (IST), duration (default 30min)\n2. Check availability via Get many events\n3. Create event in ISO 8601 format: YYYY-MM-DDTHH:mm:ss+05:30\n4. Add attendee email to event\n5. Send Gmail confirmation to attendee\n\n📋 RESCHEDULE FLOW (ANY date/time change = UPDATE, never delete)\n1. Get current Event_ID via Get many events\n2. Check new slot availability\n3. Update event with new start/end times\n4. Send reschedule notification via Gmail\n\n📋 CANCELLATION FLOW (Only on explicit cancel/delete/remove request)\n1. Confirm intent with user\n2. Get Event_ID\n3. Delete event\n4. Send cancellation email\n\n📅 ISO 8601 FORMAT (MANDATORY)\nExample: 2024-12-16T14:30:00+05:30\n\n⚠️ ERROR HANDLING\n• Missing email → Ask before proceeding\n• Slot unavailable → Suggest 3 alternatives\n• Ambiguous (change vs cancel) → Ask to clarify\n\nRepresent BytezTech professionally at all times."}},"typeVersion":2.2},{"id":"d004c824-595f-495a-9ad1-f9b5fe13dd3f","name":"Groq Chat Model","type":"@n8n/n8n-nodes-langchain.lmChatGroq","position":[-336,-256],"parameters":{"model":"meta-llama/llama-4-scout-17b-16e-instruct","options":{}},"credentials":{"groqApi":{"id":"credential-id","name":"Jignesh Mevada"}},"typeVersion":1},{"id":"1e5fb7f5-529a-4219-8b78-53616257e1a4","name":"Simple Memory","type":"@n8n/n8n-nodes-langchain.memoryBufferWindow","position":[-208,-256],"parameters":{"sessionKey":"={{ $json.sessionId }}","sessionIdType":"customKey","contextWindowLength":50},"typeVersion":1.3},{"id":"b454d3ac-f03a-49ef-98d2-ca33b88c7589","name":"Create an event in Google Calendar","type":"n8n-nodes-base.googleCalendarTool","position":[-80,-256],"parameters":{"end":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}","start":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }}","calendar":{"__rl":true,"mode":"list","value":"user@example.com","cachedResultName":"user@example.com"},"additionalFields":{"summary":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Summary', ``, 'string') }}","location":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Location', ``, 'string') }}","attendees":["={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('attendees0_Attendees', ``, 'string') }}"],"description":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Description', ``, 'string') }}"}},"credentials":{"googleCalendarOAuth2Api":{"id":"credential-id","name":"Jignesh Mevada"}},"typeVersion":1.3},{"id":"090d0624-6a27-45b9-ba1c-8164344b2f28","name":"Get many events in Google Calendar","type":"n8n-nodes-base.googleCalendarTool","position":[64,-256],"parameters":{"options":{},"timeMax":"={{ $fromAI('Before', ``, 'string') }}","timeMin":"={{ $fromAI('After', ``, 'string') }}","calendar":{"__rl":true,"mode":"list","value":"user@example.com","cachedResultName":"user@example.com"},"operation":"getAll","returnAll":true},"credentials":{"googleCalendarOAuth2Api":{"id":"credential-id","name":"Jignesh Mevada"}},"typeVersion":1.3},{"id":"b2845da6-618e-460a-90f5-f6c7c15cd963","name":"Delete an event in Google Calendar","type":"n8n-nodes-base.googleCalendarTool","position":[192,-256],"parameters":{"eventId":"={{ $fromAI('Event_ID', ``, 'string') }}","options":{},"calendar":{"__rl":true,"mode":"list","value":"user@example.com","cachedResultName":"user@example.com"},"operation":"delete"},"credentials":{"googleCalendarOAuth2Api":{"id":"credential-id","name":"Jignesh Mevada"}},"typeVersion":1.3},{"id":"ff6461d7-7810-46f9-bf47-8e5090f9570a","name":"Update an event in Google Calendar","type":"n8n-nodes-base.googleCalendarTool","position":[320,-256],"parameters":{"eventId":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Event_ID', ``, 'string') }}","calendar":{"__rl":true,"mode":"list","value":"user@example.com"},"operation":"update","updateFields":{"end":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('End', ``, 'string') }}","start":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Start', ``, 'string') }}","location":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Location', ``, 'string') }}"}},"credentials":{"googleCalendarOAuth2Api":{"id":"credential-id","name":"Jignesh Mevada"}},"typeVersion":1.3},{"id":"7700f47c-0f58-496d-ac72-a49382bad973","name":"Send a message in Gmail","type":"n8n-nodes-base.gmailTool","position":[448,-256],"webhookId":"413d9128-2afa-4559-b846-48d4fbc92892","parameters":{"sendTo":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('To', ``, 'string') }}","message":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Message', ``, 'string') }}","options":{},"subject":"={{ /*n8n-auto-generated-fromAI-override*/ $fromAI('Subject', ``, 'string') }}"},"credentials":{"gmailOAuth2":{"id":"credential-id","name":"My Googol Gmail credential"}},"typeVersion":2.1},{"id":"aaa95646-57bb-4c1c-a098-fa10f8263567","name":"Schedule Trigger","type":"n8n-nodes-base.scheduleTrigger","position":[-560,208],"parameters":{"rule":{"interval":[{"triggerAtHour":9,"triggerAtMinute":30}]}},"typeVersion":1},{"id":"3e53c7f4-cddd-4c37-bf61-42abdd5d389a","name":"Clear Old Appointments","type":"n8n-nodes-base.googleSheets","position":[-336,208],"parameters":{"operation":"clear","sheetName":{"__rl":true,"mode":"list","value":"gid=0","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit#gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit?usp=drivesdk","cachedResultName":"Apponitment Booking"},"keepFirstRow":true},"credentials":{"googleSheetsOAuth2Api":{"id":"credential-id","name":"Jignesh Sheet"}},"typeVersion":4.7},{"id":"0474dd9e-37e8-483e-bd85-120b0be43e0e","name":"Get Today Events","type":"n8n-nodes-base.googleCalendar","position":[-112,208],"settings":{"alwaysOutputData":true},"parameters":{"options":{},"timeMax":"={{ $now.setZone('Asia/Kolkata').endOf('day').toISO() }}","timeMin":"={{ $now.setZone('Asia/Kolkata').startOf('day').toISO() }}","calendar":{"__rl":true,"mode":"id","value":"user@example.com"},"operation":"getAll","returnAll":true},"credentials":{"googleCalendarOAuth2Api":{"id":"credential-id","name":"Jignesh Mevada"}},"typeVersion":1.3},{"id":"a88400b8-9743-4721-94a8-285959e85835","name":"IF Has Events","type":"n8n-nodes-base.if","position":[128,112],"parameters":{"options":{},"conditions":{"string":[{"value1":"={{ $json.id }}","operation":"isNotEmpty"}]}},"typeVersion":2},{"id":"05b3b967-ef65-4a44-a045-7c96abbd5cbf","name":"Format Event Data","type":"n8n-nodes-base.set","position":[352,96],"parameters":{"values":{"string":[{"name":"ID","value":"={{ $json.id || ($now.setZone('Asia/Kolkata').toFormat('yyyyMMdd-HHmmss') + '-' + $itemIndex) }}"},{"name":"Full Name","value":"={{ $json.summary || $json.extendedProperties?.private?.fullName || 'N/A' }}"},{"name":"Email","value":"={{ ($json.attendees && $json.attendees.length) ? $json.attendees.map(a => a.email).filter(Boolean).join(', ') : 'N/A' }}"},{"name":"Purpose","value":"={{ $json.description || $json.summary || 'Meeting' }}"},{"name":"Date (IST)","value":"={{ $json.start?.dateTime ? DateTime.fromISO($json.start.dateTime).setZone('Asia/Kolkata').toFormat('yyyy-MM-dd') : ($json.start?.date || $now.setZone('Asia/Kolkata').toFormat('yyyy-MM-dd')) }}"},{"name":"Start Time (IST)","value":"={{ $json.start?.dateTime ? DateTime.fromISO($json.start.dateTime).setZone('Asia/Kolkata').toFormat('HH:mm') : 'All Day' }}"},{"name":"End Time (IST)","value":"={{ $json.end?.dateTime ? DateTime.fromISO($json.end.dateTime).setZone('Asia/Kolkata').toFormat('HH:mm') : 'All Day' }}"},{"name":"Duration","value":"={{ ($json.start?.dateTime && $json.end?.dateTime) ? (Math.max(1, Math.round(DateTime.fromISO($json.end.dateTime).diff(DateTime.fromISO($json.start.dateTime), 'minutes').minutes)) + ' minutes') : 'All day' }}"},{"name":"Status","value":"Confirmed"}]},"options":{},"keepOnlySet":true},"typeVersion":2},{"id":"3cb4eaa7-de26-40e1-8f6a-76a10cdb6ab9","name":"Insert Events Details","type":"n8n-nodes-base.googleSheets","position":[576,96],"parameters":{"columns":{"value":{"ID":"={{ $json.ID }}","Email":"={{ $json.Email }}","Status":"={{ $json.Status }}","Purpose":"={{ $json.Purpose }}","Duration":"={{ $json.Duration }}","Full Name":"={{ $json['Full Name'] }}","Date (IST)":"={{ $json['Date (IST)'] }}","End Time (IST)":"={{ $json['End Time (IST)'] }}","Start Time (IST)":"={{ $json['Start Time (IST)'] }}"},"schema":[{"id":"ID","type":"string","display":true,"required":false,"displayName":"ID","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Full Name","type":"string","display":true,"required":false,"displayName":"Full Name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Email","type":"string","display":true,"required":false,"displayName":"Email","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Purpose","type":"string","display":true,"required":false,"displayName":"Purpose","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Date (IST)","type":"string","display":true,"required":false,"displayName":"Date (IST)","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Start Time (IST)","type":"string","display":true,"required":false,"displayName":"Start Time (IST)","defaultMatch":false,"canBeUsedToMatch":true},{"id":"End Time (IST)","type":"string","display":true,"required":false,"displayName":"End Time (IST)","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Duration","type":"string","display":true,"required":false,"displayName":"Duration","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Status","type":"string","display":true,"required":false,"displayName":"Status","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":[],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"append","sheetName":{"__rl":true,"mode":"list","value":"Sheet1","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit#gid=0","cachedResultName":"Sheet1"},"documentId":{"__rl":true,"mode":"list","value":"1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit?usp=drivesdk","cachedResultName":"Apponitment Booking"},"authentication":"serviceAccount"},"credentials":{"googleApi":{"id":"credential-id","name":"Vertex AI Video Generate Chintan"}},"typeVersion":4.7},{"id":"33593fe3-96db-4e6b-a0a5-cc6cd282cb66","name":"Build Daily Summary","type":"n8n-nodes-base.code","position":[128,304],"parameters":{"jsCode":"const count = items.filter(i => i.json && i.json.id).length;\nreturn [\n  {\n    json: {\n      count,\n      reportDate: $now.setZone('Asia/Kolkata').toFormat('dd/MM/yyyy'),\n      sheetUrl: 'https://docs.google.com/spreadsheets/d/1X5KnR2bwuy4_mmD0Imw6k6fA7Bk91Drrr4jngz_IYkk/edit#gid=0'\n    }\n  }\n];"},"typeVersion":2},{"id":"2781fb58-0761-4af7-a944-287939aafaee","name":"Send Email to Admin","type":"n8n-nodes-base.gmail","position":[352,304],"webhookId":"b4fda5eb-0d5e-447b-a1b3-1759fff6b3f2","parameters":{"sendTo":"user@example.com","message":"Good morning!\\n\\nHere's today's meeting schedule summary (IST):\\n\\nTotal Meetings: {{ $json.count }}\\n\\nSheet link: {{ $json.sheetUrl }}\\n\\nBest regards,\\nAppointment Bot","options":{},"subject":"📅 Daily Meeting Report - {{ $json.reportDate }}"},"credentials":{"gmailOAuth2":{"id":"credential-id","name":"My Googol Gmail credential"}},"typeVersion":2.1}],"pinData":{},"connections":{"Clint Chat":{"main":[[{"node":"AI Agent","type":"main","index":0}]]},"IF Has Events":{"main":[[{"node":"Format Event Data","type":"main","index":0}]]},"Simple Memory":{"ai_memory":[[{"node":"AI Agent","type":"ai_memory","index":0}]]},"Groq Chat Model":{"ai_languageModel":[[{"node":"AI Agent","type":"ai_languageModel","index":0}]]},"Get Today Events":{"main":[[{"node":"IF Has Events","type":"main","index":0},{"node":"Build Daily Summary","type":"main","index":0}]]},"Schedule Trigger":{"main":[[{"node":"Clear Old Appointments","type":"main","index":0}]]},"Format Event Data":{"main":[[{"node":"Insert Events Details","type":"main","index":0}]]},"Build Daily Summary":{"main":[[{"node":"Send Email to Admin","type":"main","index":0}]]},"Clear Old Appointments":{"main":[[{"node":"Get Today Events","type":"main","index":0}]]},"Send a message in Gmail":{"ai_tool":[[{"node":"AI Agent","type":"ai_tool","index":0}]]},"Create an event in Google Calendar":{"ai_tool":[[{"node":"AI Agent","type":"ai_tool","index":0}]]},"Delete an event in Google Calendar":{"ai_tool":[[{"node":"AI Agent","type":"ai_tool","index":0}]]},"Get many events in Google Calendar":{"ai_tool":[[{"node":"AI Agent","type":"ai_tool","index":0}]]},"Update an event in Google Calendar":{"ai_tool":[[{"node":"AI Agent","type":"ai_tool","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":20,"nodeTypes":{"n8n-nodes-base.if":{"count":1},"n8n-nodes-base.set":{"count":1},"n8n-nodes-base.code":{"count":1},"n8n-nodes-base.gmail":{"count":1},"n8n-nodes-base.gmailTool":{"count":1},"n8n-nodes-base.stickyNote":{"count":3},"n8n-nodes-base.googleSheets":{"count":2},"n8n-nodes-base.googleCalendar":{"count":1},"@n8n/n8n-nodes-langchain.agent":{"count":1},"n8n-nodes-base.scheduleTrigger":{"count":1},"n8n-nodes-base.googleCalendarTool":{"count":4},"@n8n/n8n-nodes-langchain.lmChatGroq":{"count":1},"@n8n/n8n-nodes-langchain.chatTrigger":{"count":1},"@n8n/n8n-nodes-langchain.memoryBufferWindow":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"BytezTech","username":"chintan","bio":"Technology partner for startups and growing businesses. 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