# Fill cancelled appointments from a waitlist with Google Sheets: n8n workflow

> Started by a change in a Google Sheet, and works across Google Calendar, Google Sheets and Twilio.

Source: https://millionrounds.com/workflow/fill-cancelled-appointments-from-a-waitlist-with-google-shee (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)

# Fill cancelled appointments from a waitlist with Google Sheets

Started by a change in a Google Sheet, and works across Google Calendar, Google Sheets and Twilio. 17 steps, 1 branch, 2 loops or waits: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Ffill-cancelled-appointments-from-a-waitlist-with-google-shee)

**17 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**2** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Logic 5 Service 11

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

- 1 **Appointment Cancelled Trigger** Google Sheets trigger *Starts it*
- 2 **Format Date & Time** Code *Logic*
- 3 **Cancelled & Not Yet Offered?** Filter *Logic*
- 4 **Mark Waitlist Processing Started** Google Sheets *Service*
- 5 **Get Waiting Candidates** Google Sheets *Service*
- 6 **Loop Over Waitlist Candidates** Split In Batches *Logic*
- 7 **Mark Slot Unfilled** Google Sheets *Service*
- 8 **Mark Candidate Offered** Google Sheets *Service*
- 9 **Notify Owner - No Fill** Twilio *Service*
- 10 **Send Waitlist Offer** Twilio *Service*
- 11 **Wait For Confirmation** Wait *Logic*
- 12 **Candidate Confirmed?** If *Logic*
- 13 **Book Appointment in Calendar** Google Calendar *Service*
- 14 **Mark Candidate Expired** Google Sheets *Service*
- 15 **Add Booked Appointment Row** Google Sheets *Service*
- 16 **Update Waitlist - Booked** Google Sheets *Service*
- 17 **Send Booking Confirmation** Twilio *Service*

## How it's built

- **Starts on:** A change in a Google Sheet
- **Steps:** 17, with 1 branch, 2 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Google Calendar, Google Sheets, Twilio
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Google Calendar, Google Sheets and Twilio accounts. You connect your own accounts after importing it; none are included.

What starts it?

It starts on a change in a Google Sheet.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 17 steps is enough that you should read each one before running it.

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 17 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%2Ffill-cancelled-appointments-from-a-waitlist-with-google-shee)
- **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.

[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Twilio](https://millionrounds.com/workflows?service=Twilio#library)

## Workflows like it

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

- [**Create departure handover checklists with Google Calendar** 17 steps · Asana, Google Calendar](https://millionrounds.com/workflow/create-departure-handover-checklists-with-google-calendar)
- [**Onboard new hires with Google Workspace and Google Calendar** 17 steps · Email, Google Sheets](https://millionrounds.com/workflow/onboard-new-hires-with-google-workspace-and-google-calendar)
- [**Schedule approved LinkedIn page posts from Google Sheets** 17 steps · Google Drive, Google Sheets](https://millionrounds.com/workflow/schedule-approved-linkedin-page-posts-from-google-sheets)
- [**Send appointment reminders from Google Sheets with Gmail** 17 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/send-appointment-reminders-from-google-sheets-with-gmail)
- [**Automate HVAC service scheduling with Google Calendar** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-hvac-service-scheduling-with-google-calendar)
- [**Build a personal AI assistant with Telegram and OpenAI** 17 steps · calls a model · Gmail, Google Calendar](https://millionrounds.com/workflow/build-a-personal-ai-assistant-with-telegram-and-openai)