WhatsApp Appointment Booking n8n: Google Calendar & Sheets

Turn WhatsApp messages into instant appointment scheduling—fully synced with Google Calendar & logged in Google Sheets

This WhatsApp Appointment Booking n8n workflow lets customers book, view, cancel, and reschedule appointments inside a single WhatsApp chat—no booking page or app required. Availability is checked in Google Calendar, updates are saved as calendar events, and every action is recorded in Google Sheets.

What this workflow does

• WhatsApp menu-driven flow: customers reply with 1 Book, 2 My appointments, 3 Cancel, or 4 Reschedule.
• Collects appointment details: name, mobile, date, and time.
• Checks opening hours + Google Calendar: a free slot becomes a calendar event; a taken slot offers alternative times.
• Protects buffer time: each appointment includes a protected break (default 50 + 10 minutes).
• Customer-specific control: customers only see and can change appointments linked to their own WhatsApp number/chat.
• Audit trail in Google Sheets: bookings, cancellations, and reschedules are logged for tracking and reporting.

Use cases

• Clinics, salons, and service providers that want appointments booked via WhatsApp instead of a web form.
• SaaS operators and automation engineers demonstrating a complete WhatsApp + Google Calendar + Sheets scheduling workflow.
• Teams needing an organized history of every appointment action for operations and reconciliation.

Technical details

• Requirements: WhatsApp Business Cloud API
• Integrations: Google Calendar and Google Sheets (expects a tab named Appointments with headers: S.NO, Timestamp, Booking ID, Status, Name, Mobile/Contact No., Start, End, Start ISO, End ISO, Calendar Event ID, WhatsApp Chat ID, Action).
• n8n nodes/logic used: if, set, code, switch, WhatsApp, sticky note.
• Setup highlights: create a Meta WhatsApp Business Cloud app, connect credentials in trigger/WhatsApp nodes, configure appointment settings (calendar ID, sheet ID, timezone, hours), publish (requires public HTTPS), and test using the published workflow (send /start).