Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets

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1. Workflow Overview

AI appointment bot with Google Calendar, Gmail and Sheets Overview This workflow automates end to end appointment scheduling for your business using an AI powered chatbot. Clients can book, resc...

Best for

Support Chatbot automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.stickynote, @n8n/n8n-nodes-langchain.chattrigger, @n8n/n8n-nodes-langchain.agent, @n8n/n8n-nodes-langchain.lmchatgroq, @n8n/n8n-nodes-langchain.memorybufferwindow, n8n-nodes-base.googlecalendartool, n8n-nodes-base.gmailtool, n8n-nodes-base.scheduletrigger

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets
Workflow name: Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets

AI appointment bot with Google Calendar, Gmail and Sheets

📌 Overview This workflow automates end-to-end appointment scheduling for your business using an AI-powered chatbot. Clients can book, reschedule, or cancel meetings through a simple chat interface — no manual coordination needed.

Two independent flows run in parallel. The AI Chat Flow handles real-time client conversations using Groq LLaMA 4 Scout, managing calendar availability, event creation, updates, and Gmail confirmations automatically. The Daily Sync Flow runs every morning to refresh your Google Sheet with the day's appointments and email an admin summary report.

All times are handled in IST (GMT+05:30) with full ISO 8601 formatting.

⚙️ How it works

AI Chat Flow

Client sends a message to the bot
AI Agent collects name, email, purpose, date, time, and duration
Checks Google Calendar for availability
Creates, updates, or deletes calendar events based on request
Sends Gmail confirmation or cancellation email to the attendee

Daily Sync Flow

Triggers every morning at 9:30 AM IST
Clears previous rows from Google Sheets (keeps header)
Fetches all of today's Google Calendar events
Formats and inserts each event into the sheet
Emails the admin a summary report with total meeting count and sheet link

🛠️ Setup steps

Import this workflow into n8n
Add a Google Calendar OAuth2 credential and set your calendar email
Add a Gmail OAuth2 credential for the agent and admin report
Add Google Sheets OAuth2 (for Clear node) and Service Account (for Insert node)
Add your Groq API key for the LLaMA 4 Scout model
Update your admin email, calendar email, and Google Sheet ID in the workflow
Activate the workflow — both flows run independently

🚀 Features

AI-powered scheduling

Books, reschedules, and cancels appointments via chat
Checks real-time calendar availability before confirming
Suggests 3 alternative slots if the requested time is unavailable
Sends automatic Gmail confirmations to attendees
Maintains conversation memory across the session (last 50 messages)

Daily reporting

Auto-clears and refreshes the Google Sheet every morning
Syncs all calendar events with full details (name, email, time, duration)
Emails admin a daily count summary with a direct sheet link

📋 Requirements

n8n (cloud or self-hosted)
Google Calendar, Gmail, and Google Sheets access
Groq API key (free tier supported)

🎯 Benefits

Zero manual appointment coordination
Clients self-serve via chat 24/7
Admin always has a fresh daily schedule in Google Sheets
Automatic email confirmations build client trust
IST timezone enforced consistently across all events

👨‍💻 Author BytezTech Pvt Ltd

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 - ⭐ Main Overview

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

Block 2 - Group: AI Chat Flow

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

Block 3 - Group: Daily Sheet Sync

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

Block 4 - Clint Chat

Type / Role: @n8n/n8n-nodes-langchain.chatTrigger - chatTrigger
Config choices: Version 1.3

Block 5 - AI Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 6 - Groq Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatGroq - lmChatGroq
Config choices: Version 1

Block 7 - Simple Memory

Type / Role: @n8n/n8n-nodes-langchain.memoryBufferWindow - memoryBufferWindow
Config choices: Version 1.3

Block 8 - Create an event in Google Calendar

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 9 - Get many events in Google Calendar

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 10 - Delete an event in Google Calendar

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 11 - Update an event in Google Calendar

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 12 - Send a message in Gmail

Type / Role: n8n-nodes-base.gmailTool - gmailTool
Config choices: Version 2.1

Block 13 - Schedule Trigger

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

Block 14 - Clear Old Appointments

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 15 - Get Today Events

Type / Role: n8n-nodes-base.googleCalendar - googleCalendar
Config choices: Version 1.3

Block 16 - IF Has Events

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

Block 17 - Format Event Data

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

Block 18 - Insert Events Details

Type / Role: n8n-nodes-base.googleSheets - googleSheets
Config choices: Version 4.7

Block 19 - Build Daily Summary

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

Block 20 - Send Email to Admin

Type / Role: n8n-nodes-base.gmail - gmail
Config choices: Version 2.1

3. Summary Table

Workflow	Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets
Complexity	advanced
Nodes	20
Categories	Support Chatbot, AI Chatbot
Author	BytezTech
Published	06 Mar 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/13905/13905.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 Support Chatbot workflows AI Chatbot workflows

Frequently asked questions

What does Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets do?

AI appointment bot with Google Calendar, Gmail and Sheets Overview This workflow automates end to end appointment scheduling for your business using an AI powered chatbot. Clients can book, resc...

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 Support Chatbot, AI Chatbot use case.

BytezTech

5 workflows

Nodes

n8n-nodes-base.stickynote @n8n/n8n-nodes-langchain.chattrigger @n8n/n8n-nodes-langchain.agent @n8n/n8n-nodes-langchain.lmchatgroq @n8n/n8n-nodes-langchain.memorybufferwindow n8n-nodes-base.googlecalendartool n8n-nodes-base.gmailtool n8n-nodes-base.scheduletrigger

Complexity

advanced

Published 06 Mar 2026

Likes 0

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Install path: /data/workflows/13905/13905.json

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Schedule and manage appointments with Groq, Google Calendar, Gmail and Sheets

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

AI appointment bot with Google Calendar, Gmail and Sheets

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - ⭐ Main Overview

Block 2 - Group: AI Chat Flow

Block 3 - Group: Daily Sheet Sync

Block 4 - Clint Chat

Block 5 - AI Agent

Block 6 - Groq Chat Model

Block 7 - Simple Memory

Block 8 - Create an event in Google Calendar

Block 9 - Get many events in Google Calendar

Block 10 - Delete an event in Google Calendar

Block 11 - Update an event in Google Calendar

Block 12 - Send a message in Gmail

Block 13 - Schedule Trigger

Block 14 - Clear Old Appointments

Block 15 - Get Today Events

Block 16 - IF Has Events

Block 17 - Format Event Data

Block 18 - Insert Events Details

Block 19 - Build Daily Summary

Block 20 - Send Email to Admin

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