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Send consult confirmations and reminders with Calendly, Twilio, and SMTP email

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Created by: Dele Tosh @ Protomated || deletosh
Dele Tosh @ Protomated

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Last update 4 days ago

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Quick overview

This workflow receives new consult bookings via webhook (Calendly v2 or a generic scheduling tool), generates timed confirmation and reminder messages, runs each SMS through a separate compliance workflow, and sends SMS via Twilio plus matching emails via SMTP, including a reschedule nudge after the scheduled start.

How it works

  1. Receives a booking event via a webhook endpoint from Calendly or another scheduling tool.
  2. Normalizes the incoming payload, extracts contact and appointment details, and stops if the event is a cancellation/reschedule or is missing required information.
  3. Builds the confirmation, 24-hour reminder, 1-hour reminder, and post-start reschedule messages and calculates the exact send times using n8n variables.
  4. Runs the confirmation SMS through the Bar-Compliance Guardrail workflow and, if approved, sends the SMS with Twilio and sends a confirmation email via SMTP.
  5. Waits until 24 hours before the appointment, re-checks compliance, then sends the 24-hour reminder by Twilio SMS and SMTP email.
  6. Waits until 1 hour before the appointment, re-checks compliance, then sends the 1-hour reminder by Twilio SMS and SMTP email.
  7. Waits until 15 minutes after the scheduled start time, re-checks compliance, then sends a reschedule nudge by Twilio SMS and SMTP email.

Setup

  1. Create credentials for Twilio (Account SID/Auth Token) and an SMTP email account, and select them in the Twilio and Email Send steps.
  2. Set n8n variables for firm details and timing inputs: FIRM_NAME, FIRM_EMAIL, FIRM_FROM_EMAIL, FIRM_TWILIO_NUMBER, FIRM_TIMEZONE, FIRM_BOOKING_URL, and GUARDRAIL_WORKFLOW_ID.
  3. Activate the workflow, copy the webhook Production URL from the trigger, and register it in your scheduling tool for new booking events.
  4. Deploy the Bar-Compliance Guardrail workflow separately and paste its numeric workflow ID into GUARDRAIL_WORKFLOW_ID so SMS sends can be approved/suppressed.
  5. If self-hosting, use PostgreSQL as your n8n database so the long Wait steps survive restarts.