Run a booking assistant that confirms and reminds by itself
Let people book a slot through a form, check it against your real calendar, confirm it by email, and send a reminder the day before — without you touching the calendar at all.
What this looks like
One step on screen at a time. Read it, do it, tap Next.
Run a booking assistant that confirms and reminds by itself
Step 1 of 12
Build the booking request form
Create a workflow and add an n8n Form Trigger where visitors request a slot.
Checkpoint
Submitting the form produces an item with all fields filled in.
Before you begin
Tick these off as you sort them. Stopping halfway to create an account is how a fifteen-minute build becomes an hour.
0 of 8 ready
Ticks are saved on this device, so you can come back to them.
- Account
Keep this calendar dedicated to bookings, separate from your personal one, so the availability check stays accurate.
- Know-how
Decide slot length, working hours, and how much notice you need. Write these down — they become the conditions in the workflow.
- Account
Sends from this address, so use one people will recognise as legitimate.
- Know-how
Decide which timezone your calendar and confirmations use, and be explicit about it in the emails to avoid confused visitors.
- Time
The availability check is the fiddly part; the rest is straightforward emailing.
The basics — ticked once, remembered everywhere
- Account
Either the hosted version or a self-hosted install. Everything here works the same on both — the only visible difference is the shape of your webhook URLs.
Create a workspace - Know-how
Adding a node, connecting two of them, and pressing Execute. If any of that is new, the free primer covers it in about ten minutes.
- Credential
You will paste at least one secret during setup. A password manager beats a notes app, and it stops you pasting a live key into a chat window by accident.
The shape of the workflow
The nodes you will end up with, left to right, in the order you add them.
4 things to set here- 1n8n Form Trigger — the trigger — everything starts here
- 2Google Calendar — Check the requested slot against the calendar
- 3IF — Decide whether the slot is free
- 4Google Calendar — Book the slot on the calendar
Skip the node hunting
Import a starter file with every node for this build already on the canvas, named after its step and wired in order, each one carrying a sticky note with the values to enter. You still connect your own accounts and fill the fields — that is what the walkthrough takes you through — but you never start at a blank canvas.
In n8n: Workflows → Import from file.
What you will build
Jump straight to any step, or print the list and tick it off beside your n8n tab.
- 1Build the booking request form
- 2Check the requested slot against the calendar
- 3Decide whether the slot is free
- 4Book the slot on the calendar
- 5Send a confirmation email
- 6Offer alternatives when the slot is busy
- 7Check tomorrow's bookings on a daily schedule
- 8Send a reminder for each booking
- 9Test both trigger paths, then activate
- 10Book a genuinely free slot
- 11Book a slot that clashes with an existing event
- 12Create a test event for tomorrow and run the reminder branch manually
If something goes wrong
Everything ready?
Start walkthrough