Automated Meeting Scheduler & Follow-up Workflow

Who Is This For?

This n8n workflow is designed for sales teams, client managers, consultants, or anyone who schedules and follows up on meetings frequently. It helps automate confirmations, reminders, and follow-ups across Google Sheets, Google Calendar, email, and WhatsApp.

What This Workflow Does

The workflow has two main branches:

1. Create Event (Schedule Meetings)

• Trigger: Runs automatically on a schedule (e.g., every minute).
• Data Source: Reads new meeting data from a Google Sheet.
• Event Creation: Creates a new event in Google Calendar.
• Confirmation: Sends a confirmation message via WhatsApp (Rapiwa) and Email (Gmail).
• Status Update: Updates the Google Sheet to mark the meeting as sent.

2. Reminder Event (Follow-ups)

• Trigger: Runs automatically on a schedule.
• Past Events: Retrieves recent events from Google Calendar.
• Deduplication: Prevents duplicate processing using a "Mark as Seen" node.
• Filtering: Filters for events requiring follow-up.
• AI Follow-up: AI Agent (Gemini/LLM) suggests open slots based on past meetings and calendar availability.
• Communication: Sends suggested slots via WhatsApp (Rapiwa) and Email (Gmail).

Key Features

• Scheduled automation for meeting creation and follow-ups.
• Google Sheets integration for reading and updating meeting data.
• Google Calendar integration for event creation and availability checking.
• Multi-channel communication via WhatsApp (Rapiwa) and Email (Gmail).
• AI-powered follow-ups to suggest the best available slots.
• Deduplication prevents repeated follow-ups for the same event.

Requirements

• n8n instance with nodes: Schedule Trigger, Google Sheets, SplitInBatches, Date & Time, Code, Google Calendar, Rapiwa, Gmail, Filter, Agent (LangChain), LLM Chat (Google Gemini), Structured Output Parser, Set, Remove Duplicates, Wait.
• Google Calendar with an available calendar for events.
• Google Sheets to store meeting details.
• Rapiwa account for WhatsApp messaging.
• Gmail account for email messaging.
• Google Gemini (PaLM) API credentials for AI follow-up agent.

Step-by-Step Setup

1. Credentials Setup: Configure Google Sheets, Google Calendar, Rapiwa API, Gmail, and Google Gemini API credentials.
2. Create Event Branch:
   • Update the Google Sheet Document ID and Sheet Name.
   • Verify Calendar ID for event creation.
   • Customize WhatsApp and Email message templates.
   • Ensure status column updates correctly in the sheet.
3. Reminder Event Branch:
   • Verify Calendar ID for past event retrieval.
   • Customize filters for events requiring follow-up.
   • Review AI agent system message for slot suggestion logic.
   • Customize follow-up message templates.
   • Ensure WhatsApp and Email nodes point to correct recipients.

Google Sheet Required Columns

The workflow expects a Google Sheet with the following columns:

Useful Links

• Rapiwa Dashboard
• Rapiwa Official Website
• Rapiwa Documentation

Support & Help

• WhatsApp Support
• Discord Community
• Facebook Group
• Website
• Developer Portfolio