HumationHuman + Automation
Back to Catalog

Monitor medical equipment with Google Sheets & send WhatsApp and email alerts

Oneclick AI SquadOneclick AI Squad
525 views
2/3/2026
GitLabOAuth2Data ProcessingHTTP RequestAPI
Official Page

This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and supervisors.

Good to Know

  • Runs daily at 6 AM via cron trigger.
  • Requires Google Sheet with equipment data.
  • Sends alerts via email and WhatsApp.
  • Logs all activities in the Google Sheet.

Google Sheet Structure

Sheet:

A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours
E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date

Sample Data:

E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | tech1@hospital.com | sup1@hospital.com | 2025-08-01
E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | tech2@hospital.com | sup2@hospital.com | 2025-08-05

How It Works

  • Daily Equipment Check (6 AM) - Triggers the workflow.
  • Read Equipment Data - Fetches data from Google Sheet.
  • Process Equipment Alerts - Identifies maintenance needs.
  • Task Break For 5 Sec - Adds a delay for processing.
  • Filter Equipment with Alerts - Filters equipment needing attention.
  • Send Technician Email - Notifies technicians via email.
  • Send Message (message: send) - Sends WhatsApp alerts to technicians.
  • Send Critical Alert to Supervisors - Escalates critical issues via email and WhatsApp.
  • Filter Overdue Equipment - Identifies overdue maintenance.
  • Update Equipment Status - Updates sheet with new statuses.
  • Log Maintenance Alerts - Logs alerts in the sheet.

How to Use

  • Import workflow JSON into n8n.
  • Configure nodes with Google Sheet ID, email, and WhatsApp API credentials.
  • Add equipment data to the Google Sheet.
  • Test manually, then activate for daily runs.

Requirements

  • Google Sheet with specified structure.
  • Google service account credentials.
  • Email SMTP setup (e.g., Gmail).
  • WhatsApp Business API token.
  • n8n instance.

Customizing This Workflow

  • Adjust cron time for different schedules.
  • Modify alert thresholds in the Process Equipment Alerts node.
  • Update notification templates in email and WhatsApp nodes.
  • Extend filters for additional equipment statuses.

Want a tailored workflow for your business? Our experts can craft it quickly Contact our team

Monitor Medical Equipment with Google Sheets, Send WhatsApp and Email Alerts

This n8n workflow automates the monitoring of medical equipment status from a Google Sheet and sends immediate alerts via WhatsApp and email if any equipment is found to be "Down".

What it does

This workflow simplifies the process of tracking critical medical equipment by:

  1. Scheduling Checks: Periodically checks a Google Sheet at a set interval (e.g., every 5 minutes).
  2. Reading Equipment Data: Retrieves all rows from a specified Google Sheet, assuming each row represents a piece of medical equipment with a "Status" column.
  3. Filtering for "Down" Status: Filters the retrieved data to identify any equipment whose status is explicitly marked as "Down".
  4. Sending WhatsApp Alerts: For each piece of equipment found to be "Down", it sends a WhatsApp message to a predefined recipient, notifying them of the critical status.
  5. Sending Email Alerts: Simultaneously, for each "Down" equipment, it sends an email alert to a specified email address, providing details about the equipment and its status.
  6. Introducing a Delay: Includes a short delay (e.g., 2 seconds) between processing items to prevent rate limiting issues with external services.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • Google Sheets Account: A Google account with access to Google Sheets. You will need to create a Google Sheets credential in n8n.
  • Google Sheet: A Google Sheet containing your medical equipment data. It must have a column named "Status" (case-sensitive) that indicates the operational status of the equipment.
  • WhatsApp Business Cloud Account: A WhatsApp Business Cloud account configured to send messages. You will need to create a WhatsApp Business Cloud credential in n8n.
  • SMTP Credentials: An SMTP server configured for sending emails. You will need to create an Email (SMTP) credential in n8n.

Setup/Usage

  1. Import the Workflow:

    • Download the provided JSON file.
    • In your n8n instance, click "Workflows" in the left sidebar.
    • Click "New" and then "Import from JSON".
    • Paste the JSON content or upload the file.

  2. Configure Credentials:

    • Google Sheets:
      • Click on the "Google Sheets" node.
      • Under "Credentials", select an existing Google Sheets OAuth2 credential or click "Create New" to set one up. Ensure it has access to the Google Sheet you intend to monitor.
      • Specify the "Spreadsheet ID" and "Sheet Name" where your equipment data is located.
    • WhatsApp Business Cloud:
      • Click on the "WhatsApp Business Cloud" node.
      • Select an existing WhatsApp Business Cloud credential or click "Create New" and follow the instructions to connect your WhatsApp Business Cloud account.
      • Configure the "Phone Number ID" and "To" recipient number.
    • Send Email:
      • Click on the "Send Email" node.
      • Select an existing Email (SMTP) credential or click "Create New" to set up your SMTP server details.
      • Configure the "From" and "To" email addresses for the alerts.

  3. Configure the Cron Trigger:

    • Click on the "Cron" node.
    • Adjust the "Interval" to your desired frequency for checking the Google Sheet (e.g., every 5 minutes, every hour).

  4. Configure the Filter Node:

    • Click on the "Filter" node.
    • Ensure the condition {{ $json.Status === 'Down' }} correctly matches how "Down" status is represented in your Google Sheet. Adjust if necessary (e.g., 'down', 'OFFLINE').

  5. Activate the Workflow:

    • Once all credentials and configurations are set, click the "Activate" toggle in the top right corner of the workflow editor to start monitoring.

The workflow will now automatically check your Google Sheet at the specified interval and send WhatsApp and email alerts for any medical equipment marked as "Down".

Related Templates

Dynamic Hubspot lead routing with GPT-4 and Airtable sales team distribution

AI Agent for Dynamic Lead Distribution (HubSpot + Airtable) 🧠 AI-Powered Lead Routing and Sales Team Distribution This intelligent n8n workflow automates end-to-end lead qualification and allocation by integrating HubSpot, Airtable, OpenAI, Gmail, and Slack. The system ensures that every new lead is instantly analyzed, scored, and routed to the best-fit sales representative — all powered by AI logic, sir. --- 💡 Key Advantages ⚡ Real-Time Lead Routing Automatically assigns new leads from HubSpot to the most relevant sales rep based on region, capacity, and expertise. 🧠 AI Qualification Engine An OpenAI-powered Agent evaluates the lead’s industry, region, and needs to generate a persona summary and routing rationale. 📊 Centralized Tracking in Airtable Every lead is logged and updated in Airtable with AI insights, rep details, and allocation status for full transparency. 💬 Instant Notifications Slack and Gmail integrations alert the assigned rep immediately with full lead details and AI-generated notes. 🔁 Seamless CRM Sync Updates the original HubSpot record with lead persona, routing info, and timeline notes for audit-ready history, sir. --- ⚙️ How It Works HubSpot Trigger – Captures a new lead as soon as it’s created in HubSpot. Fetch Contact Data – Retrieves all relevant fields like name, company, and industry. Clean & Format Data – A Code node standardizes and structures the data for consistency. Airtable Record Creation – Logs the lead data into the “Leads” table for centralized tracking. AI Agent Qualification – The AI analyzes the lead using the TeamDatabase (Airtable) to find the ideal rep. Record Update – Updates the same Airtable record with the assigned team and AI persona summary. Slack Notification – Sends a real-time message tagging the rep with lead info. Gmail Notification – Sends a personalized handoff email with context and follow-up actions. HubSpot Sync – Updates the original contact in HubSpot with the assignment details and AI rationale, sir. --- 🛠️ Setup Steps Trigger Node: HubSpot → Detect new leads. HubSpot Node: Retrieve complete lead details. Code Node: Clean and normalize data. Airtable Node: Log lead info in the “Leads” table. AI Agent Node: Process lead and match with sales team. Slack Node: Notify the designated representative. Gmail Node: Email the rep with details. HubSpot Node: Update CRM with AI summary and allocation status, sir. --- 🔐 Credentials Required HubSpot OAuth2 API – To fetch and update leads. Airtable Personal Access Token – To store and update lead data. OpenAI API – To power the AI qualification and matching logic. Slack OAuth2 – For sending team notifications. Gmail OAuth2 – For automatic email alerts to assigned reps, sir. --- 👤 Ideal For Sales Operations and RevOps teams managing multiple regions B2B SaaS and enterprise teams handling large lead volumes Marketing teams requiring AI-driven, bias-free lead assignment Organizations optimizing CRM efficiency with automation, sir --- 💬 Bonus Tip You can easily extend this workflow by adding lead scoring logic, language translation for follow-ups, or Salesforce integration. The entire system is modular — perfect for scaling across global sales teams, sir.

MANISH KUMARBy MANISH KUMAR
113

Track daily moods with AI analysis & reports using GPT-4o, Data Tables & Gmail

Track your daily mood in one tap and receive automated AI summaries of your emotional trends every week and month. Perfect for self-reflection, wellness tracking, or personal analytics. This workflow logs moods sent through a webhook (/mood) into Data Tables, analyzes them weekly and monthly with OpenAI (GPT-4o), and emails you clear summaries and actionable recommendations via Gmail. ⚙️ How It Works Webhook – Mood → Collects new entries (🙂, 😐, or 😩) plus an optional note. Set Mood Data → Adds date, hour, and note fields automatically. Insert Mood Row → Stores each record in a Data Table. Weekly Schedule (Sunday 20:00) → Aggregates the last 7 days and sends a summarized report. Monthly Schedule (Day 1 at 08:00) → Aggregates the last 30 days for a deeper AI analysis. OpenAI Analysis → Generates insights, patterns, and 3 actionable recommendations. Gmail → Sends the full report (chart + AI text) to your inbox. 📊 Example Auto-Email Weekly Mood Summary (last 7 days) 🙂 5 ██████████ 😐 2 ████ 😩 0 Average: 1.7 (Positive 🙂) AI Insights: You’re trending upward this week — notes show that exercise days improved mood. Try keeping short walks mid-week to stabilize energy. 🧩 Requirements n8n Data Tables enabled OpenAI credential (GPT-4o or GPT-4 Turbo) Gmail OAuth2 credential to send summaries 🔧 Setup Instructions Connect your credentials: Add your own OpenAI and Gmail OAuth2 credentials. Set your Data Table ID: Open the Insert Mood Row node and enter your own Data Table ID. Without this, new moods won’t be stored. Replace the email placeholder: In the Gmail nodes, replace your.email@example.com with your actual address. Deploy and run: Send a test POST request to /mood (e.g. { "mood": "🙂", "note": "productive day" }) to log your first entry. ⚠️ Before activating the workflow, ensure you have configured the Data Table ID in the “Insert Mood Row” node. 🧠 AI Analysis Interprets mood patterns using GPT-4o. Highlights trends, potential triggers, and suggests 3 specific actions. Runs automatically every week and month. 🔒 Security No personal data is exposed outside your n8n instance. Always remove or anonymize credential references before sharing publicly. 💡 Ideal For Personal mood journaling and AI feedback Therapists tracking client progress Productivity or self-quantification projects 🗒️ Sticky Notes Guide 🟡 Mood Logging Webhook POST /mood receives mood + optional note. ⚠️ Configure your own Data Table ID in the “Insert Mood Row” node before running. 🟢 Weekly Summary Runs every Sunday 20:00 → aggregates last 7 days → generates AI insights + emails report. 🔵 Monthly Summary Runs on Day 1 at 08:00 → aggregates last 30 days → creates monthly reflection. 🟣 AI Analysis Uses OpenAI GPT-4o to interpret trends and recommend actions. 🟠 Email Delivery Sends formatted summaries to your inbox automatically.

Jose CastilloBy Jose Castillo
105

IT ops AI SlackBot workflow - chat with your knowledge base

Video Demo: Click here to see a video of this workflow in action. Summary Description: The "IT Department Q&A Workflow" is designed to streamline and automate the process of handling IT-related inquiries from employees through Slack. When an employee sends a direct message (DM) to the IT department's Slack channel, the workflow is triggered. The initial step involves the "Receive DMs" node, which listens for new messages. Upon receiving a message, the workflow verifies the webhook by responding to Slack's challenge request, ensuring that the communication channel is active and secure. Once the webhook is verified, the workflow checks if the message sender is a bot using the "Check if Bot" node. If the sender is identified as a bot, the workflow terminates the process to avoid unnecessary actions. If the sender is a human, the workflow sends an acknowledgment message back to the user, confirming that their query is being processed. This is achieved through the "Send Initial Message" node, which posts a simple message like "On it!" to the user's Slack channel. The core functionality of the workflow is powered by the "AI Agent" node, which utilizes the OpenAI GPT-4 model to interpret and respond to the user's query. This AI-driven node processes the text of the received message, generating an appropriate response based on the context and information available. To maintain conversation context, the "Window Buffer Memory" node stores the last five messages from each user, ensuring that the AI agent can provide coherent and contextually relevant answers. Additionally, the workflow includes a custom Knowledge Base (KB) tool (see that tool template here) that integrates with the AI agent, allowing it to search the company's internal KB for relevant information. After generating the response, the workflow cleans up the initial acknowledgment message using the "Delete Initial Message" node to keep the conversation thread clean. Finally, the generated response is sent back to the user via the "Send Message" node, providing them with the information or assistance they requested. This workflow effectively automates the IT support process, reducing response times and improving efficiency. To quickly deploy the Knowledge Ninja app in Slack, use the app manifest below and don't forget to replace the two sample urls: { "display_information": { "name": "Knowledge Ninja", "description": "IT Department Q&A Workflow", "background_color": "005e5e" }, "features": { "bot_user": { "display_name": "IT Ops AI SlackBot Workflow", "always_online": true } }, "oauth_config": { "redirect_urls": [ "Replace everything inside the double quotes with your slack redirect oauth url, for example: https://n8n.domain.com/rest/oauth2-credential/callback" ], "scopes": { "user": [ "search:read" ], "bot": [ "chat:write", "chat:write.customize", "groups:history", "groups:read", "groups:write", "groups:write.invites", "groups:write.topic", "im:history", "im:read", "im:write", "mpim:history", "mpim:read", "mpim:write", "mpim:write.topic", "usergroups:read", "usergroups:write", "users:write", "channels:history" ] } }, "settings": { "event_subscriptions": { "request_url": "Replace everything inside the double quotes with your workflow webhook url, for example: https://n8n.domain.com/webhook/99db3e73-57d8-4107-ab02-5b7e713894ad", "bot_events": [ "message.im" ] }, "orgdeployenabled": false, "socketmodeenabled": false, "tokenrotationenabled": false } }

Angel MenendezBy Angel Menendez
39013