n8n Workflow: Property Viewings with Google Calendar, Sheets & Gmail

Accept Property Viewing Requests, Auto-Book in Google Calendar, and Send Confirmations + Alternatives with Gmail (n8n)

This n8n workflow turns property viewing scheduling into a fully automated pipeline: it receives booking requests via a webhook, checks availability in Google Calendar, logs confirmed viewings in Google Sheets, emails confirmations and alternative time options through Gmail, and sends hourly reminder emails for upcoming viewings.

What this workflow does

• Receives requests via POST webhook with buyer details, a listing reference, and a preferred date/time.
• Validates input against configured working days, opening hours, and minimum notice—returns a 422 response when required fields are missing or invalid.
• Checks Google Calendar availability for the requested time window (including a configured buffer).
• When the slot is free: creates a Google Calendar event, appends the booking to the “Viewings” tab in Google Sheets, emails a confirmation via Gmail (BCC to the agent), and returns success to the caller.
• When the slot is busy: reads upcoming events from Google Calendar, computes the closest available alternative slots, emails alternatives via Gmail, and returns a 409 response with the suggested times.
• Runs every hour for reminders: reads booked viewings from Google Sheets that start within the reminder window and have not been reminded yet, sends reminder emails via Gmail, then updates the row to mark the reminder as sent.

Use cases

• Real estate agencies that need fast, consistent appointment booking without manual calendar checks.
• SaaS operators building a lead-to-viewing scheduling flow using n8n webhooks.
• Agents who want automated confirmations, alternative options, and reminder emails sent on schedule.

Technical details

• Google Calendar integration for availability checks and event creation.
• Google Sheets logging to the “Viewings” tab and reminder state updates.
• Gmail for confirmation, alternative suggestions, and hourly reminder emails (with BCC to the agent).
• Workflow nodes include webhook, if, set, code, gmail, and sticky note.
• Setup: add Google credentials and update Config values (e.g., Google Sheet ID, calendar ID, time zone, agent/agency details).