# Automate salon appointment management with WhatsApp and OpenAI: n8n workflow

> Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Redis and WhatsApp.

Source: https://millionrounds.com/workflow/automate-salon-appointment-management-with-whatsapp-and-open (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# Automate salon appointment management with WhatsApp and OpenAI

Started by an incoming WhatsApp message, and works across Gmail, Google Calendar, Redis and WhatsApp. It puts Gemini and OpenAI behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 56 steps, 8 branches, 1 loop or waits: large, and worth reading before you trust it with anything live.

Large Calls a model: Gemini, OpenAI Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-salon-appointment-management-with-whatsapp-and-open)

**56 steps** Large: read it before trusting it with anything live

**8** Branches: places the flow splits

**1** Loop or waits

**4** Services it connects to

## The flow

Starts it 2 Model 8 Logic 21 Service 25

The steps in the order they run, from what starts it.

- 1 **WhatsApp Trigger** Whats App trigger *Starts it*
- 2 **Redis Chat Memory** Memory Redis Chat *Model*
- 3 **send_acknowledgement** Whats App Tool *Service*
- 4 **nail-salon-booking-mcp** Mcp Client Tool *Model*
- 5 **Schedule Trigger** Schedule trigger *Starts it*
- 6 **gpt-5-mini** Lm Chat Open Ai *Model*
- 7 **gemini-2.5-flash** Lm Chat Google Gemini *Model*
- 8 **Is Owner?** If *Logic*
- 9 **Booking Agent** Agent *Model*
- 10 **cancel_agent** Agent Tool *Model*
- 11 **Calculate Tomorrow** Code *Logic*
- 12 **Execute Airtable Agent** Execute Workflow *Logic*
- 13 **Set Initial Data** Set *Logic*
- 14 **Send Message** Whats App *Service*
- 15 **Get Schedule Events** Google Calendar *Service*
- 16 **Is Audio Message?** If *Logic*
- 17 **Format Reminder Data** Code *Logic*
- 18 **Combine Messages** Code *Logic*
- 19 **Is User Text Message?** If *Logic*
- 20 **Send Client Reminder** Whats App *Service*
- 21 **Get many events** Google Calendar *Service*
- 22 **Rate Limiter** Code *Logic*
- 23 **Limit Reached?** Code *Logic*
- 24 **Redis Hourly** Redis *Service*
- 25 **Input type** Switch *Logic*
- 26 **Increment Counter Hourly** Redis *Service*
- 27 **Text** Set *Logic*
- 28 **Get Audio Url** Whats App *Service*
- 29 **Get Image Url** Whats App *Service*
- 30 **Only PDF File** If *Logic*
- 31 **Not supported** Whats App *Service*
- 32 **Check Limit** Code *Logic*
- 33 **Download Audio** Http Request *Service*
- 34 **Download Image** Http Request *Service*
- 35 **Get File Url** Whats App *Service*
- 36 **Incorrect format** Whats App *Service*
- 37 **Check Rate Limited** If *Logic*
- 38 **Transcribe Audio** Open Ai *Model*
- 39 **Analyze Image** Open Ai *Model*
- 40 **Download File** Http Request *Service*
- 41 **Send Mesage?** If *Logic*
- 42 **Push** Redis *Service*
- 43 **Audio** Set *Logic*
- 44 **Image** Set *Logic*
- 45 **Extract from File** Extract From File *Service*
- 46 **Send User Message** Whats App *Service*
- 47 **Set Processing Lock** Redis *Service*
- 48 **File** Set *Logic*
- 49 **Send Owner Message** Whats App *Service*
- 50 **Wait** Wait *Logic*
- 51 **Send Rate Limit Email** Gmail *Service*
- 52 **Get Current Processing Lock** Redis *Service*
- 53 **Am I the Processor?** If *Logic*
- 54 **Pop All Batched Messages** Redis *Service*
- 55 **Delete Message List** Redis *Service*
- 56 **Delete Processing Lock** Redis *Service*

## How it's built

- **Starts on:** An incoming WhatsApp message
- **Steps:** 56, with 8 branches, 1 loop or waits
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Gmail, Google Calendar, Redis, WhatsApp
- **Model:** Gemini, OpenAI
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar, Redis and WhatsApp accounts, and a key for Gemini and OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an incoming WhatsApp message.

Does it use AI?

Yes. It calls Gemini and OpenAI. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 56 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 56 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fautomate-salon-appointment-management-with-whatsapp-and-open)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Redis](https://millionrounds.com/workflows?service=Redis#library)[WhatsApp](https://millionrounds.com/workflows?service=WhatsApp#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

- [**Automated HR Service System with WhatsApp and OpenAI** 57 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automated-hr-service-system-with-whatsapp-and-openai)
- [**Multi-agent salon appointment management with Telegram** 52 steps · calls a model · Google Calendar, Redis](https://millionrounds.com/workflow/multi-agent-salon-appointment-management-with-telegram)
- [**AI sales agent: WhatsApp, FB, IG, OpenAI, Airtable, Supabase** 50 steps · calls a model · Airtable, Supabase vectors](https://millionrounds.com/workflow/ai-sales-agent-whatsapp-fb-ig-openai-airtable-supabase)
- [**Generate legal ops briefings with Claude and Clio** 50 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/generate-legal-ops-briefings-with-claude-and-clio)
- [**AI-Powered Dental Appointment System with Telegram** 49 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/ai-powered-dental-appointment-system-with-telegram)
- [**Build a WhatsApp assistant with Google Suite** 63 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/build-a-whatsapp-assistant-with-google-suite)