Appointment Reminder Emails with n8n + Gemini (free workflow)

What this workflow does

Cut no-shows without texting every client yourself. Every evening this workflow reads tomorrow's appointments from Google Calendar, writes each client a short, personal reminder with Gemini (date, time, place and any "please bring" note from the event), and emails it from your Gmail with a reschedule link. You get one email with tomorrow's agenda.

1. Every Evening at 6 PM starts the run, and Get Tomorrow's Appointments reads all events for tomorrow from your Google Calendar (recurring events are expanded).
2. Prepare Appointment Details picks the client: the first guest who is not you and has not declined. It also formats the time in the calendar's own time zone and keeps the event description as notes.
3. Keep Appointments with a Client Email drops internal events: no guest, all-day events, and guests whose email contains your staff domain.
4. Write Reminder with AI (Gemini) writes a plain-text reminder under 110 words that greets the client by first name, states date, time and place, mentions anything the notes say to bring, and asks them to reply to confirm or use your reschedule link.
5. Send Reminder to Client emails it from Gmail with your business name as the sender. If Gemini fails, Use Standard Reminder fills in a fixed template so nobody is missed.
6. Collect Tomorrow's Agenda and Email Agenda to Owner send you one list of tomorrow's appointments.

Who it is for

Clinics, dentists, salons, spas, physiotherapists, consultants, coaches, tutors and any service business that books appointments in Google Calendar.

What you need

• n8n (Cloud or self-hosted)
• A Google account with Google Calendar and Gmail
• A Google Gemini API key (the free tier is enough for small volumes)

The workflow, step by step

Step 1 · Get tomorrow's appointments

Runs at 6 PM and reads tomorrow's events.

• Every Evening at 6 PM (Schedule)
• Workflow Configuration (Set)
• Get Tomorrow's Appointments (Google Calendar)

Step 2 · Pick out the client

Finds the client guest and skips internal events.

• Prepare Appointment Details (Set)
• Keep Appointments with a Client Email (Filter)

Step 3 · Write and send reminders

Gemini writes each reminder, with a standard text as backup.

• Google Gemini Chat Model (Gemini model)
• Write Reminder with AI (Basic LLM Chain)
• Use Standard Reminder (Set)
• Send Reminder to Client (Gmail)

Step 4 · Email the agenda

One summary email to you with every appointment.

• Collect Tomorrow's Agenda (Aggregate)
• Email Agenda to Owner (Gmail)

Setup

1. Download the JSON below and import it in n8n (Create workflow > ⋯ > Import from File).
2. Add Google Calendar OAuth2, Gmail OAuth2 and Google Gemini (PaLM) API credentials, and pick your calendar in Get Tomorrow's Appointments.
3. Open Workflow Configuration and set your business name, your email, your reschedule or booking link, the email tone and your staff email domain (for example @yourclinic.com, or leave it empty).
4. When you book an appointment, add the client's email as a guest on the event. Put anything they should bring in the event description.
5. Set the time zone in the workflow settings if it differs from your instance, then activate the workflow.
6. Test it: create an event for tomorrow with your personal email as a guest and "please bring your reports" in the description, then run the workflow manually. Expect a reminder at that address that mentions the reports, and an agenda email to ownerEmail.

How to customise

• The sample prompt and emails are a starting point, not a fixed format. Rewrite them for your business.
• Write Reminder with AI: reminder wording, or just emailTone
• Use Standard Reminder: fallback text
• Email Agenda to Owner: agenda email
• Every Evening at 6 PM: send time
• Change the send time in Every Evening at 6 PM, or add a second rule for a same-morning reminder.
• Remind further ahead: change plus({ days: 1 }) and plus({ days: 2 }) in Get Tomorrow's Appointments.
• Add WhatsApp or SMS: connect a WhatsApp Business Cloud or Twilio node after Write Reminder with AI and keep the phone number in the event description or a Google Sheet.
• Change the language or tone with emailTone, or edit the AI prompt (for example "write in Hindi").

Troubleshooting

• Credential errors after import: imported workflows never include credentials. Open each node marked red and select your own account.
• Nothing runs on its own: test runs only fire once. Activate the workflow so the trigger keeps running.
• Odd times or dates: set your timezone in Workflow Settings.