Send missed appointment rescheduling emails with webhook and Gmail

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1. Workflow Overview

Quick Overview This workflow receives missed appointment events via a webhook, validates and filters them, then sends a single rescheduling email through Gmail and returns a JSON acknowledgement to...

Best for

Ticket Management automation workflows
intermediate n8n builders looking for reusable templates

Tools used

n8n-nodes-base.stickynote, n8n-nodes-base.webhook, n8n-nodes-base.set, n8n-nodes-base.code, n8n-nodes-base.if, n8n-nodes-base.gmail, n8n-nodes-base.respondtowebhook

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Send missed appointment rescheduling emails with webhook and Gmail
Workflow name: Send missed appointment rescheduling emails with webhook and Gmail

Quick Overview

This workflow receives missed-appointment events via a webhook, validates and filters them, then sends a single rescheduling email through Gmail and returns a JSON acknowledgement to the caller.

How it works

Receives a POST webhook request containing appointment and contact details.
Validates that event_id, contact.email, and appointment.id are present, then builds a rescheduling email message using the configured business name, booking URL, and subject.
Blocks processing when the appointment status is not missed or when transactional_contact_allowed is false.
Sends a plain-text rescheduling email to the contact via Gmail when the event is allowed.
Returns a JSON webhook response confirming acceptance and indicating whether the event was blocked.

Setup

Configure the webhook URL in your CRM/scheduling system to send missed-appointment events to this workflow’s webhook path.
Connect a Gmail credential and verify the sending mailbox used to deliver the rescheduling email.
Update the business name, booking URL, and email subject used in the outgoing message.

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 - Workflow guide

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

Block 2 - Test payload

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

Block 3 - Receive missed appointment

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

Block 4 - Configure recovery message

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 5 - Validate event and prepare email

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

Block 6 - Is recovery allowed?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 7 - Send rescheduling email

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

Block 8 - Return webhook acknowledgement

Type / Role: n8n-nodes-base.respondToWebhook - respondToWebhook
Config choices: Version 1.4

Block 9 - Production safeguards

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

3. Summary Table

Workflow	Send missed appointment rescheduling emails with webhook and Gmail
Complexity	intermediate
Nodes	9
Categories	Ticket Management
Author	Local Ops Kit
Published	07 Jun 2026

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/16155/16155.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 Ticket Management workflows

Frequently asked questions

What does Send missed appointment rescheduling emails with webhook and Gmail 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 Ticket Management use case.

Local Ops Kit

1 workflow

Nodes

n8n-nodes-base.stickynote n8n-nodes-base.webhook n8n-nodes-base.set n8n-nodes-base.code n8n-nodes-base.if n8n-nodes-base.gmail n8n-nodes-base.respondtowebhook

Complexity

intermediate

Published 07 Jun 2026

Likes 0

View on n8n.io Download Workflow

Install path: /data/workflows/16155/16155.json

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Send missed appointment rescheduling emails with webhook and Gmail

Workflow preview

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

Quick Overview

How it works

Setup

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Workflow guide

Block 2 - Test payload

Block 3 - Receive missed appointment

Block 4 - Configure recovery message

Block 5 - Validate event and prepare email

Block 6 - Is recovery allowed?

Block 7 - Send rescheduling email

Block 8 - Return webhook acknowledgement

Block 9 - Production safeguards

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