n8n Technician Visit Booking Workflow: Google Calendar Slots

Automate technician booking with Google Calendar slots—instantly send options and confirm the chosen time

This n8n Technician Visit Booking Workflow receives a booking request via webhook, checks a technician’s Google Calendar for availability, emails the customer three one-click time options using Gmail, and then books the selected slot back into Google Calendar—while logging everything in Google Sheets and escalating exceptions to Telegram.

What this workflow does

• Receives booking requests through a POST webhook, then maps the job type to a visit duration and a 14-day availability search window.
• Checks calendar availability by reading busy events from Google Calendar across the search window and calculating up to three available visit slots across different days.
• Sends offered slots via Gmail with clickable links, and appends the booking offer to the Google Sheets sheet named “Bookings” (logging each offered state).
• Escalates when no slots exist: if availability is empty, it sends a Telegram message to dispatch the customer details for manual booking.
• Confirms customer choice when the customer clicks a slot using a second webhook; it looks up the booking in Google Sheets and proceeds only if the row is still in an “offered” state.
• Books the appointment in Google Calendar, updates the Google Sheets row to “booked”, and sends a confirmation email plus an HTML confirmation page.
• Runs daily reminders: every morning it sends next-day reminders for booked visits, and escalates unclicked offers older than 48 hours to Telegram, then marks them expired in Google Sheets.

Use cases

• Automation engineers building a service dispatch system that offers selectable technician appointment times.
• SaaS operators adding self-serve scheduling without manual calendar checks.
• Field service businesses reducing scheduling delays by auto-confirming via one-click links.

Technical details

• n8n nodes / integrations: if, code, webhook, gmail, telegram, plus a sticky note for workflow documentation.
• Data storage: Google Sheets “Bookings” with headers including booking_id and created_at.
• Calendar actions: read busy events, create appointments, and update booking status.