Handle hospital voice appointments with Vapi, Google Sheets, and Gmail
Ready for 3.0Ready for 3.0. This template uses no nodes that n8n 3.0 removes. No removed nodes, versions or helpers found. Static check, last run 2026-10-19.
What this workflow does
This workflow has 35 nodes and runs when an HTTP POST request hits its webhook URL (plus 3 other triggers). Along the way it connects Google Sheets and Gmail.
How it runs
Trigger: When an HTTP POST request hits its webhook URL (plus 3 other triggers).
- Validate Booking Request (Code): runs custom JavaScript code
- Read Appointments (Google Sheets): uses Google Sheets
- Validate Manage Request (Code): runs custom JavaScript code
- Normalize Callback Data (Edit Fields (Set)): sets 6 fields: patient_name, phone_number, reason…
- Normalize Appointment Data (Edit Fields (Set)): sets 12 fields: appointment_id, patient_name, phone_number…
- Check Doctor Slot (Code): runs custom JavaScript code
- Read Appointments for Lookup (Google Sheets): uses Google Sheets
- Log Callback to Sheet (Google Sheets): append
- Log Appointment to Sheet (Google Sheets): append
- Appointment Slot Available (If): checks a condition and branches into true / false
…plus 21 more steps. See the full node list below.
Services it uses
Before you upgrade to n8n 3.0
Nothing in this workflow is removed in n8n 3.0, so it should import and run after the upgrade.
Nodes used (7)
- Webhook
n8n-nodes-base.webhook - Code
n8n-nodes-base.code - Edit Fields (Set)
n8n-nodes-base.set - Google Sheets
n8n-nodes-base.googleSheets - Respond to Webhook
n8n-nodes-base.respondToWebhook - Gmail
n8n-nodes-base.gmail - If
n8n-nodes-base.if
From the author
Quick overview This workflow provides backend webhooks for a Vapi hospital voice assistant to check appointment availability, book, reschedule, or cancel appointments in Google Sheets, and to request staff callbacks, sending notification emails via Gmail for…