Monitor medical equipment with Google Sheets & send WhatsApp and email alerts

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and sup...

Best for

Project Management automation workflows
Multimodal AI automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.cron, n8n-nodes-base.googlesheets, n8n-nodes-base.code, n8n-nodes-base.filter, n8n-nodes-base.emailsend, n8n-nodes-base.wait, n8n-nodes-base.whatsapp, n8n-nodes-base.stickynote

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Oneclick AI Squad.

Original n8n.io source

1.1 Workflow description

Title: Monitor medical equipment with Google Sheets & send WhatsApp and email alerts
Workflow name: Monitor medical equipment with Google Sheets & send WhatsApp and email alerts

Good to Know

Runs daily at 6 AM via cron trigger.
Requires Google Sheet with equipment data.
Sends alerts via email and WhatsApp.
Logs all activities in the Google Sheet.

Google Sheet Structure

Sheet:

A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours
E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date

Sample Data:

E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | [email protected] | [email protected] | 2025-08-01
E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | [email protected] | [email protected] | 2025-08-05

How It Works

Daily Equipment Check (6 AM) - Triggers the workflow.
Read Equipment Data - Fetches data from Google Sheet.
Process Equipment Alerts - Identifies maintenance needs.
Task Break For 5 Sec - Adds a delay for processing.
Filter Equipment with Alerts - Filters equipment needing attention.
Send Technician Email - Notifies technicians via email.
Send Message (message: send) - Sends WhatsApp alerts to technicians.
Send Critical Alert to Supervisors - Escalates critical issues via email and WhatsApp.
Filter Overdue Equipment - Identifies overdue maintenance.
Update Equipment Status - Updates sheet with new statuses.
Log Maintenance Alerts - Logs alerts in the sheet.

How to Use

Import workflow JSON into n8n.
Configure nodes with Google Sheet ID, email, and WhatsApp API credentials.
Add equipment data to the Google Sheet.
Test manually, then activate for daily runs.

Requirements

Google Sheet with specified structure.
Google service account credentials.
Email SMTP setup (e.g., Gmail).
WhatsApp Business API token.
n8n instance.

Customizing This Workflow

Adjust cron time for different schedules.
Modify alert thresholds in the Process Equipment Alerts node.
Update notification templates in email and WhatsApp nodes.
Extend filters for additional equipment statuses.

Want a tailored workflow for your business? Our experts can craft it quickly Contact our team

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - Daily Equipment Check (6 AM)

Type / Role: n8n-nodes-base.cron - cron
Config choices: Version 1

Block 2 - Read Equipment Data

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4

Block 3 - Process Equipment Alerts

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 4 - Filter Equipment with Alerts

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2

Block 5 - Send Technician Email

Type / Role: n8n-nodes-base.emailSend - emailSend
Config choices: Version 2

Block 6 - Filter Critical Equipment

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2

Block 7 - Send Critical Alert to Supervisors

Type / Role: n8n-nodes-base.emailSend - emailSend
Config choices: Version 2

Block 8 - Log Maintenance Alerts

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4

Block 9 - Filter Overdue Equipment

Type / Role: n8n-nodes-base.filter - filter
Config choices: Version 2

Block 10 - Update Equipment Status

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4

Block 11 - Tack Break For 5 Sec

Type / Role: n8n-nodes-base.wait - wait
Config choices: Version 1.1

Block 12 - Send message

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 13 - Send Critical Alert Massage

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 14 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Monitor medical equipment with Google Sheets & send WhatsApp and email alerts
Complexity	intermediate
Nodes	14
Categories	Project Management, Multimodal AI
Author	Oneclick AI Squad
Published	11 Aug 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/7249/7249.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Project Management workflows Multimodal AI workflows

Frequently asked questions

What does Monitor medical equipment with Google Sheets & send WhatsApp and email alerts do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Project Management, Multimodal AI use case.

Oneclick AI Squad

224 workflows

Nodes

n8n-nodes-base.cron n8n-nodes-base.googlesheets n8n-nodes-base.code n8n-nodes-base.filter n8n-nodes-base.emailsend n8n-nodes-base.wait n8n-nodes-base.whatsapp n8n-nodes-base.stickynote

Complexity

intermediate

Published 11 Aug 2025

Likes 0

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Install path: /data/workflows/7249/7249.json

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Monitor medical equipment with Google Sheets & send WhatsApp and email alerts

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Good to Know

Google Sheet Structure

Sheet:

Sample Data:

How It Works

How to Use

Requirements

Customizing This Workflow

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Daily Equipment Check (6 AM)

Block 2 - Read Equipment Data

Block 3 - Process Equipment Alerts

Block 4 - Filter Equipment with Alerts

Block 5 - Send Technician Email

Block 6 - Filter Critical Equipment

Block 7 - Send Critical Alert to Supervisors

Block 8 - Log Maintenance Alerts

Block 9 - Filter Overdue Equipment

Block 10 - Update Equipment Status

Block 11 - Tack Break For 5 Sec

Block 12 - Send message

Block 13 - Send Critical Alert Massage

Block 14 - Sticky Note

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions