Dispatch Field Service Jobs with OpenAI, Sheets & Gmail/Telegram

Dispatch field service jobs automatically from Google Sheets—powered by OpenAI + Gmail/Telegram

This n8n workflow automatically turns new Google Sheets job requests into dispatched field service assignments. It uses OpenAI to pick the best technician from your TechnicianRoster, logs every dispatch in JobLog, and sends job notifications via Gmail and Telegram—plus a daily 7:00 AM digest to your owner.

What this workflow does

• Listens for new requests: Triggers when a new row is added to the JobRequests tab in Google Sheets.
• Normalizes and validates: Normalizes job fields, generates a unique request ID and timestamp, and rejects incomplete requests by sending a Telegram message.
• Selects the technician with OpenAI: An OpenAI agent reads the TechnicianRoster tab, then returns a JSON dispatch decision for the best technician.
• Creates an audit trail: Appends dispatch details to the JobLog tab in Google Sheets.
• Notifies the right people: Emails the assigned technician a job brief via Gmail and alerts the dispatch team in Telegram.
• Sends a daily owner digest: Runs every day at 7:00 AM, reads JobLog, summarizes dispatched jobs, uses OpenAI to generate a short owner-facing digest, and sends it via Gmail and posts it to Telegram.

Use cases

• Dispatching home services (plumbing, HVAC, repairs) when a dispatcher adds job requests to Google Sheets.
• Automating technician assignment based on your roster data without manual triage.
• Providing owners and teams with a consistent daily snapshot of what was dispatched.

Technical details

• Triggers: New row added in Google Sheets (JobRequests tab) via OAuth (including Trigger OAuth2).
• AI assignment: OpenAI agent using model gpt-4o-mini to produce a JSON dispatch decision.
• Notifications: Gmail for technician briefs and daily digest; Telegram for incomplete-request alerts and team/owner posts.
• Workflow logic: if, set, summarize, and supporting nodes (including sticky note for clarity).