appointment-booking-system

# Appointment Booking System A complete appointment booking and management system for service businesses. Handles booking intake, confirmation emails, automated reminders, no-show detection, and daily schedule reports. ## Problem Service businesses (salons, clinics, consultants, studios) lose revenue from missed appointments, no-shows, and scheduling chaos. Booking platforms charge $30-100+/month and often lack customization. Manual reminders are unreliable. This system provides self-hosted booking management with zero monthly fees. ## What It Does 1. **Booking Intake** — Webhook API receives bookings, validates fields, generates booking ID, stores in Sheets 2. **Confirmation** — Sends confirmation email to client and notification to staff immediately 3. **Smart Reminders** — Sends 24-hour and 2-hour reminders automatically 4. **No-Show Followup** — Detects missed appointments and sends rescheduling email 5. **Daily Schedule** — Morning email with today's and tomorrow's appointments plus weekly stats ## Included Workflows | # | File | Purpose | |---|------|---------| | 01 | `01-booking-intake.json` | Webhook → validate → store → confirm client → notify staff | | 02 | `02-booking-confirmation.json` | Update booking status (confirm/cancel) via webhook | | 03 | `03-reminder-engine.json` | Hourly check → send 24h and 2h reminders | | 04 | `04-noshow-followup.json` | Check past appointments → detect no-shows → followup email | | 05 | `05-daily-schedule.json` | Morning report with today's schedule and weekly stats | ## Architecture ``` Client books online (form/API) | v Workflow 01: Booking Intake +-> Validate required fields +-> Generate booking ID +-> Save to Google Sheets +-> Email confirmation to client +-> Email notification to staff +-> Return booking ID Status update (confirm/cancel): | v Workflow 02: Booking Confirmation +-> Update status in Sheets Hourly: | v Workflow 03: Reminder Engine +-> Read confirmed appointments +-> Check: is appointment in 24h? -> send reminder +-> Check: is appointment in 2h? -> send reminder +-> Mark reminders as sent in Sheets Every 2 hours: | v Workflow 04: No-Show Followup +-> Check past appointments (1-48h ago) +-> IF no showed_up status -> mark as no-show +-> Send rescheduling email Daily at 7 AM: | v Workflow 05: Daily Schedule +-> Build today's and tomorrow's schedule tables +-> Calculate weekly stats (completed, no-shows, cancelled) +-> Email to staff ``` ## Required n8n Credentials | Credential Type | Used For | Placeholder in JSON | |----------------|----------|---------------------| | Google Sheets OAuth2 | Appointment storage | `YOUR_GOOGLE_SHEETS_CREDENTIAL_ID` | | SMTP | Confirmations, reminders, reports | `YOUR_SMTP_CREDENTIAL_ID` | ## Environment Variables ```bash # Business Details (used in client-facing emails) BUSINESS_NAME=Your Business Name BUSINESS_PHONE=+1234567890 STAFF_EMAIL=staff@yourbusiness.com ``` > **Note:** The Google Sheet ID is configured as a `YOUR_BOOKING_SHEET_ID` placeholder in the workflow JSON files (not an environment variable). Replace it directly in n8n after import. ## Configuration Placeholders | Placeholder | Description | |-------------|-------------| | `YOUR_BOOKING_SHEET_ID` | Google Sheet ID for appointments | | `YOUR_GOOGLE_SHEETS_CREDENTIAL_ID` | n8n Google Sheets credential ID | | `YOUR_SMTP_CREDENTIAL_ID` | n8n SMTP credential ID | | `YOUR_NOTIFICATION_EMAIL` | Staff email for schedule reports | ## Google Sheets Schema (Appointments) | Column | Type | Description | |--------|------|-------------| | booking_id | text | Unique booking ID (auto-generated) | | name | text | Client full name | | email | text | Client email | | phone | text | Client phone | | service | text | Service type (e.g., haircut, consultation) | | date | date | Appointment date (YYYY-MM-DD) | | time | text | Appointment time (HH:MM) | | notes | text | Client notes | | status | text | confirmed / cancelled / no-show / completed | | showed_up | boolean | Whether client attended | | reminder_24h | boolean | 24h reminder sent | | reminder_2h | boolean | 2h reminder sent | | created_at | datetime | Booking creation timestamp | ## Quick Start ### 1. Prerequisites - n8n v2.4+ (self-hosted) - Google Sheets OAuth2 credentials - SMTP email credentials ### 2. Create Appointments Sheet Create a Google Sheet with the columns above. Name the tab "Appointments". ### 3. Import & Configure Import all 5 JSON files into n8n. Replace all `YOUR_*` placeholders and set environment variables. ### 4. Test Booking ```bash curl -X POST https://your-n8n.com/webhook/booking/new \ -H "Content-Type: application/json" \ -d '{ "name": "Jane Smith", "email": "jane@example.com", "phone": "+1234567890", "service": "Consultation", "date": "2026-03-10", "time": "14:00", "notes": "First visit" }' ``` ## Use Cases 1. **Hair salons** — Booking, reminders, and no-show tracking for stylists 2. **Medical/dental clinics** — Patient appointment management 3. **Consultants** — Strategy call scheduling with automated reminders 4. **Fitness studios** — Class and personal training bookings 5. **Auto repair shops** — Service appointment scheduling ## Requirements - n8n v2.4+ (self-hosted or cloud) - Google Sheets OAuth2 credentials - SMTP email credentials