{ "workflow": { "id": 6491, "name": "Automated client journey appointment reminders & follow-ups with Twilio", "views": 294, "recentViews": 0, "totalViews": 294, "createdAt": "2025-07-26T15:49:49.930Z", "description": "### How It Works ⚙️\n\nThis workflow is a comprehensive, AI-powered system that acts as a virtual client relationship manager for any appointment-based business. It handles the entire client journey—from appointment booking to follow-up and re-engagement—all on autopilot.\n\n1. **Appointment Trigger**: The workflow starts when a new event is created in your **Google Calendar**.\n2. **Client Data Management**: It queries your client CRM database (**Airtable** or **Google Sheets**) to check if the client's email exists, preparing to send a personalized message.\n3. **Dynamic Reminders**: An `If` node splits the workflow. It sends a personalized welcome message for **new clients** and a standard reminder for **returning clients**, drastically reducing no-shows.\n4. **Post-Appointment Follow-up**: A `Wait` node pauses the workflow until after the appointment ends. It then sends a personalized \"thank you\" message via **Twilio** with a link to a review or survey.\n5. **Re-engagement Loop**: A separate `Cron` trigger runs weekly, automatically identifying clients who haven't rebooked in a set period (e.g., 30 days) and sends them a personalized offer to encourage them to return.\n6. **Data Logging**: It automatically logs all client data and engagement actions into a central database like Airtable or Google Sheets, creating a real-time dashboard for your business.\n\n### How to Set Up 🛠️\n\n1. **Import the Workflow**: Copy the provided workflow JSON and import it into your n8n instance.\n\n2. **Configure Credentials**:\n * **Google Calendar**: Add your OAuth2 credential.\n * **Twilio**: Add your API credentials.\n * **Google Sheets / Airtable**: Add your credentials for your chosen CRM.\n\n3. **Customize Workflow Nodes**:\n * **Node 1 (`Google Calendar Trigger`)**: Select your Google Calendar credential and the calendar you use for bookings.\n * **Node 2 (`Google Sheets / Airtable`)**: Connect to your client CRM. Adjust the filter to search by the client's email from the calendar event.\n * **Node 4 & 5 (`Twilio Reminders`)**: Replace `YOUR_TWILIO_NUMBER` with your Twilio number. Customize the message body to fit your business.\n * **Node 6 (`Wait`)**: Adjust the `Wait Duration` if you want to send the follow-up message at a different time after the appointment.\n * **Node 7 (`Twilio Follow-up`)**: Replace the placeholder `[LINK TO YOUR REVIEW/SURVEY PAGE]` with your actual link.\n * **Nodes 8, 9, 10 (`Re-engagement Loop`)**: This is an optional, high-value part of the workflow. Configure the `Cron` node to run on your desired schedule. Adjust the filter in the `Find Clients` node to your specific re-engagement criteria (e.g., last visit date is older than 30 days).\n\n4. **Save & Activate**: Once all settings and credentials are configured, save the workflow and click the \"Inactive\" toggle in the top-right corner to make it live.", "workflow": { "id": "IxJT4VqwE8KfCHzD", "meta": { "instanceId": "a287613f1596da776459594685fbf4e2b4a12124f80ab8c8772f5e37bff103ae", "templateCredsSetupCompleted": true }, "name": "Smart Client Relationship & Appointment Automation", "tags": [], "nodes": [ { "id": "828d6aa3-e18a-4dac-90b8-2000e2c4c5e1", "name": "Google Calendar Trigger", "type": "n8n-nodes-base.googleCalendarTrigger", "position": [ -16, -48 ], "parameters": {}, "typeVersion": 1 }, { "id": "85658a7a-92c2-4b62-b4ad-8410783e5e0a", "name": "Get Client Data from CRM", "type": "n8n-nodes-base.googleSheets", "position": [ 208, -48 ], "parameters": {}, "typeVersion": 4.6 }, { "id": "a35ef5a5-5f67-4c67-b5e3-f04bad792b70", "name": "If (New vs. Returning Customer)", "type": "n8n-nodes-base.if", "position": [ 432, -48 ], "parameters": {}, "typeVersion": 2.2 }, { "id": "487cc4dc-e8a3-4bbf-9e4a-71000346b709", "name": "New Customer Welcome & Reminder", "type": "n8n-nodes-base.twilio", "position": [ 656, -144 ], "parameters": {}, "typeVersion": 1 }, { "id": "3f151b68-5091-403e-9cd0-1c0bb3483a14", "name": "Returning Customer Reminder", "type": "n8n-nodes-base.twilio", "position": [ 656, 48 ], "parameters": {}, "typeVersion": 1 }, { "id": "c9302985-1479-423e-821a-f583df074d97", "name": "Wait (After Appointment)", "type": "n8n-nodes-base.wait", "position": [ 880, -48 ], "webhookId": "b2d7215a-ee18-4368-9459-126c027f30e5", "parameters": {}, "typeVersion": 1.1 }, { "id": "c1aa2c5e-79ae-4e75-b7a2-7460999895a1", "name": "Send Survey/Review Request", "type": "n8n-nodes-base.twilio", "position": [ 1104, -48 ], "parameters": {}, "typeVersion": 1 }, { "id": "8aecc08d-41a9-4bd1-9b34-56a250db8404", "name": "Re-engagement Trigger", "type": "n8n-nodes-base.scheduleTrigger", "position": [ -16, 400 ], "parameters": {}, "typeVersion": 1.2 }, { "id": "3f107284-d3c7-4277-ae9c-ad7cb5adff3f", "name": "Find Clients Needing Re-engagement", "type": "n8n-nodes-base.googleSheets", "position": [ 208, 400 ], "parameters": {}, "typeVersion": 4.6 }, { "id": "ed722360-e087-4682-afb8-49b64d8617b9", "name": "Re-engagement Offer", "type": "n8n-nodes-base.twilio", "position": [ 432, 400 ], "parameters": {}, "typeVersion": 1 }, { "id": "b722ac5f-9027-42f8-9ae8-374eed05a908", "name": "Sticky Note", "type": "n8n-nodes-base.stickyNote", "position": [ -80, -176 ], "parameters": { "content": "" }, "typeVersion": 1 }, { "id": "8957e88d-343e-4b18-8828-edef8781363e", "name": "Sticky Note1", "type": "n8n-nodes-base.stickyNote", "position": [ -80, 320 ], "parameters": { "content": "" }, "typeVersion": 1 }, { "id": "1f5066da-9539-486c-9ef5-8420f7136976", "name": "Sticky Note2", "type": "n8n-nodes-base.stickyNote", "position": [ -880, -176 ], "parameters": { "content": "" }, "typeVersion": 1 } ], "active": false, "pinData": {}, "settings": { "executionOrder": "v1" }, "versionId": "e4cc379f-df88-40ed-b3a4-49243b33f1db", "connections": { "Re-engagement Trigger": { "main": [ [ { "node": "Find Clients Needing Re-engagement", "type": "main", "index": 0 } ] ] }, "Google Calendar Trigger": { "main": [ [ { "node": "Get Client Data from CRM", "type": "main", "index": 0 } ] ] }, "Get Client Data from CRM": { "main": [ [ { "node": "If (New vs. Returning Customer)", "type": "main", "index": 0 } ] ] }, "Wait (After Appointment)": { "main": [ [ { "node": "Send Survey/Review Request", "type": "main", "index": 0 } ] ] }, "Returning Customer Reminder": { "main": [ [ { "node": "Wait (After Appointment)", "type": "main", "index": 0 } ] ] }, "If (New vs. Returning Customer)": { "main": [ [ { "node": "New Customer Welcome & Reminder", "type": "main", "index": 0 } ], [ { "node": "Returning Customer Reminder", "type": "main", "index": 0 } ] ] }, "New Customer Welcome & Reminder": { "main": [ [ { "node": "Wait (After Appointment)", "type": "main", "index": 0 } ] ] }, "Find Clients Needing Re-engagement": { "main": [ [ { "node": "Re-engagement Offer", "type": "main", "index": 0 } ] ] } } }, "lastUpdatedBy": 29, "workflowInfo": { "nodeCount": 13, "nodeTypes": { "n8n-nodes-base.if": { "count": 1 }, "n8n-nodes-base.wait": { "count": 1 }, "n8n-nodes-base.twilio": { "count": 4 }, "n8n-nodes-base.stickyNote": { "count": 3 }, "n8n-nodes-base.googleSheets": { "count": 2 }, "n8n-nodes-base.scheduleTrigger": { "count": 1 }, "n8n-nodes-base.googleCalendarTrigger": { "count": 1 } } }, "status": "published", "user": { "name": "Marth", "username": "marth", "bio": "Simplifying Business with Smart Automation. I create and share user-friendly, highly efficient n8n workflow templates for SMEs, focusing on digital marketing, sales, and operational excellence. Get ready to automate, innovate, and elevate your business.\n\nConnect me on Linkedin for custom solutions.", "verified": true, "links": [ "https://www.linkedin.com/in/bhetamaranatha" ], "avatar": "https://gravatar.com/avatar/b171aefe1210cde17102cd98e0b287ee9ea093abef7da61644ae1d0a6c506894?r=pg&d=retro&size=200" }, "nodes": [ { "id": 18, "icon": "file:googleSheets.svg", "name": "n8n-nodes-base.googleSheets", "codex": { "data": { "alias": [ "CSV", "Sheet", "Spreadsheet", "GS" ], "resources": { "generic": [ { "url": "https://n8n.io/blog/love-at-first-sight-ricardos-n8n-journey/", "icon": "❤️", "label": "Love at first sight: Ricardo’s n8n journey" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "🧬", "label": "Why business process automation with n8n can change your daily life" }, { "url": "https://n8n.io/blog/automatically-adding-expense-receipts-to-google-sheets-with-telegram-mindee-twilio-and-n8n/", "icon": "🧾", "label": "Automatically Adding Expense Receipts to Google Sheets with Telegram, Mindee, Twilio, and n8n" }, { "url": "https://n8n.io/blog/supercharging-your-conference-registration-process-with-n8n/", "icon": "🎫", "label": "Supercharging your conference registration process with n8n" }, { "url": "https://n8n.io/blog/creating-triggers-for-n8n-workflows-using-polling/", "icon": "⏲", "label": "Creating triggers for n8n workflows using polling" }, { "url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/", "icon": "store", "label": "6 e-commerce workflows to power up your Shopify s" }, { "url": "https://n8n.io/blog/migrating-community-metrics-to-orbit-using-n8n/", "icon": "📈", "label": "Migrating Community Metrics to Orbit using n8n" }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "💡", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": "https://n8n.io/blog/your-business-doesnt-need-you-to-operate/", "icon": " 🖥️", "label": "Hey founders! Your business doesn't need you to operate" }, { "url": "https://n8n.io/blog/how-honest-burgers-use-automation-to-save-100k-per-year/", "icon": "🍔", "label": "How Honest Burgers Use Automation to Save $100k per year" }, { "url": "https://n8n.io/blog/how-a-digital-strategist-uses-n8n-for-online-marketing/", "icon": "💻", "label": "How a digital strategist uses n8n for online marketing" }, { "url": "https://n8n.io/blog/why-this-product-manager-loves-workflow-automation-with-n8n/", "icon": "🧠", "label": "Why this Product Manager loves workflow automation with n8n" }, { "url": "https://n8n.io/blog/sending-automated-congratulations-with-google-sheets-twilio-and-n8n/", "icon": "🙌", "label": "Sending Automated Congratulations with Google Sheets, Twilio, and n8n " }, { "url": "https://n8n.io/blog/how-a-membership-development-manager-automates-his-work-and-investments/", "icon": "📈", "label": "How a Membership Development Manager automates his work and investments" }, { "url": "https://n8n.io/blog/aws-workflow-automation/", "label": "7 no-code workflow automations for Amazon Web Services" } ], "primaryDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.googlesheets/" } ], "credentialDocumentation": [ { "url": "https://docs.n8n.io/integrations/builtin/credentials/google/oauth-single-service/" } ] }, "categories": [ "Data & Storage", "Productivity" ], "nodeVersion": "1.0", "codexVersion": "1.0" } }, "group": "[\"input\",\"output\"]", "defaults": { "name": "Google Sheets" }, "iconData": { "type": "file", "fileBuffer": "data:image/svg+xml;base64,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" }, "displayName": "Google Sheets", "typeVersion": 5, "nodeCategories": [ { "id": 3, "name": "Data & Storage" }, { "id": 4, "name": "Productivity" } ] }, { "id": 20, "icon": "fa:map-signs", "name": "n8n-nodes-base.if", "codex": { "data": { "alias": [ "Router", "Filter", "Condition", "Logic", "Boolean", "Branch" ], "details": "The IF node can be used to implement binary conditional logic in your workflow. You can set up one-to-many conditions to evaluate each item of data being inputted into the node. That data will either evaluate to TRUE or FALSE and route out of the node accordingly.\n\nThis node has multiple types of conditions: Bool, String, Number, and Date & Time.", "resources": { "generic": [ { "url": "https://n8n.io/blog/learn-to-automate-your-factorys-incident-reporting-a-step-by-step-guide/", "icon": "🏭", "label": "Learn to Automate Your Factory's Incident Reporting: A Step by Step Guide" }, { "url": "https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/", "icon": "☀️", "label": "2021: The Year to Automate the New You with n8n" }, { "url": "https://n8n.io/blog/why-business-process-automation-with-n8n-can-change-your-daily-life/", "icon": "🧬", "label": "Why business process automation with n8n can change your daily life" }, { "url": "https://n8n.io/blog/create-a-toxic-language-detector-for-telegram/", "icon": "🤬", "label": "Create a toxic language detector for Telegram in 4 step" }, { "url": "https://n8n.io/blog/no-code-ecommerce-workflow-automations/", "icon": "store", "label": "6 e-commerce workflows to power up your Shopify s" }, { "url": "https://n8n.io/blog/how-to-build-a-low-code-self-hosted-url-shortener/", "icon": "🔗", "label": "How to build a low-code, self-hosted URL shortener in 3 steps" }, { "url": "https://n8n.io/blog/automate-your-data-processing-pipeline-in-9-steps-with-n8n/", "icon": "⚙️", "label": "Automate your data processing pipeline in 9 steps" }, { "url": "https://n8n.io/blog/how-to-get-started-with-crm-automation-and-no-code-workflow-ideas/", "icon": "👥", "label": "How to get started with CRM automation (with 3 no-code workflow ideas" }, { "url": "https://n8n.io/blog/5-tasks-you-can-automate-with-notion-api/", "icon": "⚡️", "label": "5 tasks you can automate with the new Notion API " }, { "url": "https://n8n.io/blog/automate-google-apps-for-productivity/", "icon": "💡", "label": "15 Google apps you can combine and automate to increase productivity" }, { "url": 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