Multi-channel event countdown manager with Telegram, Slack and Email

This n8n workflow automates the creation and countdown notifications for events like product launches or birthdays via a Telegram bot, ensuring timely group alerts through multi-channel routing (e.g., Slack or email). It processes incoming event data from webhooks, stores it persistently, and triggers scheduled reminders to keep teams or groups informed.

Key Features

• Handles event creation or updates via webhook from Telegram chats or external sources.
• Fetches and processes upcoming events on a customizable schedule for countdown notifications.
• Routes alerts dynamically to channels like Slack or email based on event settings.
• Validates incoming data, formats messages for optimal delivery, and confirms responses to initiators.

Workflow Process

• The Webhook Trigger node starts the workflow when an external system (e.g., Telegram bot) sends a POST request with event details like date, description, and notification preferences.
• The Process Webhook Event node parses and validates incoming webhook data, ensuring required fields (e.g., event date, channel) are present before proceeding.
• The Events Database node fetches upcoming events (e.g., launches or birthdays) from a data source, either triggered by the webhook for updates or scheduled for notifications.
• The Webhook Response node sends a confirmation or status response back to the webhook sender (e.g., Telegram bot) in JSON format.
• The Schedule Trigger node runs the workflow automatically on a defined schedule (e.g., daily at 9AM) to check for countdown-eligible events.
• The Is Slack? node checks if the event's notification channel is set to Slack; if true, it routes to Slack-specific formatting.
• The Format Slack Message node formats the event countdown message in a Slack-friendly layout (e.g., with mentions or embeds).
• The Send to Slack node sends the formatted message to the target Slack channel for group notifications.
• The Is Email? node checks if the event's notification channel is set to email (fallback from Slack check); if true, it routes to email-specific formatting.
• The Format Email node formats the event countdown message in an email-friendly detail (e.g., with HTML for readability).
• The Send Email node sends the formatted email to the recipient list (e.g., group organizers or participants).

Setup Instructions

• Import the workflow into n8n and configure the Webhook Trigger with your Telegram bot's webhook URL for event creation requests.
• Set up database credentials in the Events Database node (e.g., connect to PostgreSQL or Airtable for event storage).
• Configure channel integrations: Slack app token for Send to Slack, SMTP credentials for Send Email, and ensure Schedule Trigger aligns with your countdown frequency (e.g., hourly for real-time alerts).
• Test by sending a sample POST request to the webhook with event data and manually triggering the schedule to verify notifications.
• Monitor executions in the n8n dashboard and refine validation logic in Process Webhook Event for custom event fields.

Prerequisites

• Telegram bot with webhook setup for incoming event creation messages.
• Database service (e.g., PostgreSQL or Google Sheets) for storing and querying events.
• Slack workspace and email provider (e.g., Gmail SMTP) for notifications.
• n8n instance with webhook and cron scheduling enabled.
• Basic API setup for Telegram bot token and channel routing.

Modification Options

• Add a Telegram-specific check node (e.g., "Is Telegram?") branching from Events Database to integrate direct bot messaging.
• Customize the Schedule Trigger for dynamic timing, like event-specific intervals for countdowns (e.g., daily leading up to the date).
• Extend Format Slack Message or Format Email with dynamic templates, such as embedding countdown timers or images.
• Integrate additional channels (e.g., Discord) by duplicating the Is Slack? / Is Email? logic.
• Enhance Process Webhook Event to support recurring events or auto-populate recipient lists from Telegram group data.

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