# Manage medical appointment bookings and reminders: n8n workflow

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

Source: https://millionrounds.com/workflow/manage-medical-appointment-bookings-and-reminders (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)

# Manage medical appointment bookings and reminders

Started by a change in a Google Sheet, and works across Gmail, Google Calendar, Google Sheets and Supabase. 13 steps, 1 branch, 1 loop or waits: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fmanage-medical-appointment-bookings-and-reminders)

**13 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**1** Loop or waits

**4** Services it connects to

## The flow

Starts it 1 Logic 5 Service 7

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

- 1 **Patient Appointment Form Trigger** Google Sheets trigger *Starts it*
- 2 **Clean Patient Data** Set *Logic*
- 3 **Generate Appointment Datetime** Set *Logic*
- 4 **Check Doctor Availability** Google Calendar *Service*
- 5 **Appointment Slot Available?** If *Logic*
- 6 **Create Google Calendar Appointment** Google Calendar *Service*
- 7 **Prepare Database Data** Set *Logic*
- 8 **Send Slot Unavailable Email** Gmail *Service*
- 9 **Save Appointment in Supabase** Supabase *Service*
- 10 **Send Appointment Confirmation Email** Gmail *Service*
- 11 **Wait Before Reminder** Wait *Logic*
- 12 **Send Appointment Reminder Email** Gmail *Service*
- 13 **Update Reminder Status** Supabase *Service*

## How it's built

- **Starts on:** A change in a Google Sheet
- **Steps:** 13, with 1 branch, 1 loop or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Calendar, Google Sheets, Supabase
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar, Google Sheets and Supabase 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. 13 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 13 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%2Fmanage-medical-appointment-bookings-and-reminders)
- **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)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)[Supabase](https://millionrounds.com/workflows?service=Supabase#library)

## Workflows like it

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

- [**Automate medical appointments with ElevenLabs** 13 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/automate-medical-appointments-with-elevenlabs)
- [**Clean Google Sheets contact data for phone, email** 13 steps · Google Sheets](https://millionrounds.com/workflow/clean-google-sheets-contact-data-for-phone-email)
- [**Collect absences from Google Calendars** 13 steps · Email, Google Calendar](https://millionrounds.com/workflow/collect-absences-from-google-calendars)
- [**Create Google Calendar events from labeled Gmail confirmations** 13 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/create-google-calendar-events-from-labeled-gmail-confirmatio)
- [**Reconcile Google Calendar demo attendees with HubSpot** 13 steps · Google Calendar, Google Sheets](https://millionrounds.com/workflow/reconcile-google-calendar-demo-attendees-with-hubspot)
- [**Recover unscheduled dental treatment with Google Sheets** 13 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/recover-unscheduled-dental-treatment-with-google-sheets)