Who Is This For? This n8n automation workflow is designed for sales teams, client managers, consultants, or anyone who regularly schedules and follows up on meetings — and wants to save time doing it. If you often find yourself juggling between Google Sheets, Google Calendar, email, and WhatsApp just to manage your meetings, confirmations, and follow-ups — this workflow is for you. What This Workflow Does This workflow is structured into two main, independently scheduled branches: 1. Create Event (Schedule Meetings) Trigger: Starts automatically on a schedule (e.g., every minute). Data Source: Fetches new meeting data from a Google Sheet. Event Creation: Creates a new event in Google Calendar using the data. Confirmation: Sends a confirmation message via WhatsApp (Rapiwa) and Email (Gmail). Status Update: Updates the source Google Sheet to mark the meeting as 'sent'. 2. Reminder Event (Schedule Follow-ups) Trigger: Starts automatically on a schedule (e.g., every minute). Past Events: Retrieves recent past events from Google Calendar. Deduplication: Uses a "Mark as Seen" node to prevent processing the same event multiple times. Filtering: Filters for specific events that require a follow-up ("Only Follow Ups" node). AI Follow-up: An AI Meeting Agent (using Gemini/LLM) uses the details of the past meeting and the Calendar's Availability tool to find and suggest open slots for a future meeting. Communication: Sends a message with the suggested slots via WhatsApp (Rapiwa) and Email (Gmail). Key Features Scheduled Automation: Both event creation and follow-up scheduling run on a recurring schedule. Data Synchronization: Reads meeting details from and updates a Google Sheet. Google Calendar Integration: Creates events and checks calendar availability. Multi-Channel Communication: Sends confirmations/follow-ups via WhatsApp (Rapiwa) and Email (Gmail). AI-Powered Follow-up: Uses an AI Agent (Gemini) to intelligently find and format available slots for the next meeting, considering the details of the past meeting (day, time, duration). Idempotency: The "Mark as Seen" node prevents duplicate follow-up attempts for the same event. Requirements n8n instance with nodes: Schedule Trigger, Google Sheets, Split In Batches, Date & Time, Code, Google Calendar, Rapiwa, Gmail, Filter, Agent (LangChain), LLM Chat (Google Gemini), Structured Output Parser (LangChain), Set, Remove Duplicates, Wait. Google Calendar with an available calendar for event creation and availability checks. Google Sheets for storing meeting details. Rapiwa (WhatsApp API) account credentials. Gmail account credentials. Google Gemini (PaLM) API credentials for the AI agent. How to Use — Step-by-Step Setup 1. Credentials Setup Google Sheets OAuth2: Configure to allow the workflow to read from and write to your Sheet. Google Calendar OAuth2: Configure to allow event creation and availability checks. Rapiwa API: Set up credentials for sending WhatsApp messages. Gmail OAuth2: Set up credentials for sending email confirmations/follow-ups. Google Gemini(PaLM) API: Set up credentials for the AI agent functionality. 2. Configure "Create Event" Branch Get in sheet: Update the Document ID and Sheet Name to point to your meeting data spreadsheet. The node is set to filter by a status column. Create an event: Verify the correct Calendar ID is selected. The end time is dynamically generated by the previous Code node. Rapiwa / Send a message1: Update the recipient number/email address and customize the message templates. Update status in sheet: Ensure the correct Document ID, Sheet Name, and matching column (row\number) are configured to update the status to "sent". 3. Configure "Reminder Event" Branch Get Past Events: Verify the correct Calendar ID is selected. Only Follow Ups: Customize the filter condition if only a subset of past meetings needs follow-up (e.g., if you have a "Follow-up Status" column to check). Meeting Agent: Review the System Message to ensure the AI's logic for finding slots matches your business rules (e.g., preferred working hours, look-ahead period). Generate Message: Customize the message template, which formats the AI-suggested slots. Rapiwa1 / Send a message: Update the recipient number/email address for the follow-up messages. Google Sheet Required Columns The workflow expects a Google Sheet with meeting data to have at least the following columns: A Google Sheet formatted like this ➤ Sample Sheet | title | description | location | colornumber | start time | end time | reminder status | status | | :-------------------------------------- | :----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | :---------------- | :----------- | :----------------- | :----------------- | :-------------- | :------ | | 2025 Personal Planner & Events Calendar | Stay organized and never miss an important date! This calendar helps........ | Dhaka, Bangladesh | 4 | 10/28/2025 3:50:00 | 10/29/2025 5:30:00 | sent | checked | | 2026 Personal Planner & Events Calendar | Stay organized and never miss an important date! This calendar helps........ | Dhaka, Bangladesh | 2 | 10/29/2025 3:50:00 | 10/30/2025 5:30:00 | sent | checked | Useful Links - Dashboard: - Official Website: - Documentation: Support & Help - WhatsApp: Chat on WhatsApp - Discord: SpaGreen Community - Facebook Group: SpaGreen Support - Website: - Developer Portfolio: Codecanyon SpaGreen
