Automation library · Scheduling

Doctor appointment management system with Gemini and WhatsApp

Started by an incoming WhatsApp message, and works across Google Sheets and WhatsApp. It puts Gemini behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 35 steps, 3 branches: large, and worth reading before you trust it with anything live.

LargeCalls a model: GeminiRetrieval

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35 stepsLarge: read it before trusting it with anything live
3Branches: places the flow splits
0Loops or waits
2Services it connects to

The flow

Starts it 5Model 5Logic 3Service 22

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

  1. 1Google Gemini Chat ModelLm Chat Google GeminiModel
  2. 2WhatsApp TriggerWhats App triggerStarts it
  3. 3Simple MemoryMemory Buffer WindowModel
  4. 4Date & TimeDate Time ToolService
  5. 5Get Patient List For UserGoogle Sheets ToolService
  6. 6Add PatientGoogle Sheets ToolService
  7. 7Get User AppointmentsGoogle Sheets ToolService
  8. 8Add AppointmentGoogle Sheets ToolService
  9. 9Get All AppointmentsGoogle Sheets ToolService
  10. 10Reschedule AppointmentGoogle Sheets ToolService
  11. 11Cancel AppointmentGoogle Sheets ToolService
  12. 12ConfigGoogle Sheets ToolService
  13. 13Schedule Trigger1Schedule triggerStarts it
  14. 14Google Gemini Chat Model3Lm Chat Google GeminiModel
  15. 15Get Appointment sheet1Google Sheets ToolService
  16. 16Date & Time2Date Time ToolService
  17. 17Send message in WhatsApp Business CloudWhats App ToolService
  18. 18Google Sheets Trigger1Google Sheets triggerStarts it
  19. 19Stripe Trigger1Stripe triggerStarts it
  20. 20Look For New Appointment1Google Sheets triggerStarts it
  21. 21AI AgentAgentModel
  22. 22Appointment Reminder AI Agent1AgentModel
  23. 23Check status "Cancelled"1IfLogic
  24. 24Retrieve Payment Session1Http RequestService
  25. 25Check Appointment Payment Mode1IfLogic
  26. 26Send messageWhats AppService
  27. 27Check Is Amount Paid1IfLogic
  28. 28Mark Payment Paid1Google SheetsService
  29. 29Send Payment Confirmation1Whats AppService
  30. 30Generate Stripe Payment Link1Http RequestService
  31. 31Stripe Refund API1Http RequestService
  32. 32Send Cancellation Message (CASH)Whats AppService
  33. 33Send Payment Link1Whats AppService
  34. 34Send Cancellation Message (STRIPE)Whats AppService
  35. 35Update Refund Status1Google SheetsService

How it's built

Starts on
An incoming WhatsApp message
Steps
35, with 3 branches
Size
Large: read it before trusting it with anything live
Connects to
Google Sheets, WhatsApp
Model
Gemini
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 Google Sheets and WhatsApp accounts, and a key for Gemini. 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. 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 35 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 35 steps before you point it at anything that matters.