n8n WhatsApp Welcome & Group Automation: Google Sheets Registration

Automate WhatsApp student onboarding from your n8n form—save registrations to Google Sheets and instantly welcome students to the right subject group

This n8n workflow captures new student registrations from an n8n Form, records them in Google Sheets, then uses the Whapi.cloud WhatsApp API to send a subject-specific welcome message and add the student to the correct WhatsApp group (Mathematics, English, Physics, Chemistry, Biology, or Computer Science).

What this workflow does

• Receives registrations from an n8n Form submission, including student name, father’s name, email address, WhatsApp number, and selected O Level subject.
• Stores each submission in Google Sheets by appending a new row and setting the initial Status to “Pending”.
• Routes by subject using a Switch step (Mathematics, English, Physics, Chemistry, Biology, Computer Science).
• Sends a subject-specific WhatsApp welcome message to the student via Whapi.cloud.
• Creates (or attempts to create) the WhatsApp group for the selected subject using Whapi.cloud.
• Adds the student to the group by calling the Whapi.cloud group membership endpoint with the student’s WhatsApp number.
• Updates Google Sheets by matching the row via Email Address. For Mathematics, it sets Status to “Registered” after completion.

Use cases

• Schools or coaching centers enrolling students via an n8n Form and requiring instant WhatsApp confirmation.
• Subject-based group onboarding (e.g., Physics students added to a Physics WhatsApp group automatically).
• SaaS operators running registration funnels who want auditable records in Google Sheets plus automated WhatsApp communication.

Technical details

• n8n nodes: Switch, Form Trigger, HTTP Request, Google Sheets
• WhatsApp API: Whapi.cloud (Bearer token required; placeholder tokens must be replaced)
• Routing & logic: subject-based branching (Mathematics/English/Physics/Chemistry/Biology/Computer Science)
• Google Sheets: append submissions and update rows by Email Address

Note: During setup, you must configure the Whapi.cloud group creation and participant-add endpoints by replacing the “add here create group url from whapi.cloud” placeholders with your actual group participant-add URLs.