# Record and confirm WhatsApp (Twilio) appointments: n8n workflow

> Started by another system calling it, and works across Google Sheets. 18 steps, 2 branches: a working afternoon to understand properly.

Source: https://millionrounds.com/workflow/record-and-confirm-whatsapp-twilio-appointments (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)

# Record and confirm WhatsApp (Twilio) appointments

Started by another system calling it, and works across Google Sheets. 18 steps, 2 branches: a working afternoon to understand properly.

Medium

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Frecord-and-confirm-whatsapp-twilio-appointments)

**18 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**0** Loops or waits

**1** Service it connects to

## The flow

Starts it 3 Logic 5 Service 10

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

- 1 **When Daily at 9AM** Schedule trigger *Starts it*
- 2 **Receive WhatsApp Response** Webhook *Starts it*
- 3 **Read Appointments in Sheets** Google Sheets *Service*
- 4 **Normalize Response Data** Set *Logic*
- 5 **Filter Tomorrows Appointments** Filter *Logic*
- 6 **Route by Response Type** Switch *Logic*
- 7 **Prepare WhatsApp Message** Set *Logic*
- 8 **Update Status to Confirmed** Google Sheets *Service*
- 9 **Update Status to Cancelled** Google Sheets *Service*
- 10 **Request Valid Response** Http Request *Service*
- 11 **Post WhatsApp Reminder via Twilio** Http Request *Service*
- 12 **Send Confirmation Message** Http Request *Service*
- 13 **Send Cancellation Message** Http Request *Service*
- 14 **Respond to Webhook** Respond To Webhook *Starts it*
- 15 **If WhatsApp Sent Successfully** If *Logic*
- 16 **Notify Business of Cancellation** Http Request *Service*
- 17 **Update Reminder Sent Status** Google Sheets *Service*
- 18 **Append Send Error to Sheets** Google Sheets *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 18, with 2 branches
- **Size:** Medium: a working afternoon
- **Connects to:** Google Sheets
- **Model:** None. This is plumbing, not judgement

## Questions

What does it need to run?

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

What starts it?

It starts on another system calling it.

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. 18 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 18 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%2Frecord-and-confirm-whatsapp-twilio-appointments)
- **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 Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

## Workflows like it

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

- [**Auto-schedule Instagram & Facebook posts from Google Sheets** 18 steps · Google Drive, Google Sheets](https://millionrounds.com/workflow/auto-schedule-instagram-and-facebook-posts-from-google-sheet)
- [**Book paid legal appointments with Stripe and Google Calendar** 18 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/book-paid-legal-appointments-with-stripe-and-google-calendar)
- [**Manage PTO requests and emoji approvals with Slack and Gemini** 18 steps · Google Calendar, Google Sheets](https://millionrounds.com/workflow/manage-pto-requests-and-emoji-approvals-with-slack-and-gemin)
- [**Smart irrigation scheduler with Google Sheets and Slack** 18 steps · Google Sheets, Slack](https://millionrounds.com/workflow/smart-irrigation-scheduler-with-google-sheets-and-slack)
- [**Track policy and meeting minutes acknowledgments with Gmail** 18 steps · Gmail, Google Sheets](https://millionrounds.com/workflow/track-policy-and-meeting-minutes-acknowledgments-with-gmail)
- [**Validate staff certifications for upcoming sessions** 18 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/validate-staff-certifications-for-upcoming-sessions)