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Automate installation booking approvals with Slack & Gmail forms

Chris RudyChris Rudy
173 views
2/3/2026
Home AssistantBackupSFTPAutomationAPI
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Who's it for

Service businesses that handle installation appointments and need an efficient approval process. Perfect for HVAC companies, internet providers, appliance installers, or any business that requires team coordination before confirming customer appointments.

How it works

This workflow automates your entire installation booking process from form submission to customer communication. When a customer submits a booking request, your team gets notified via Slack with easy approve/reject buttons. Based on the team's decision, customers automatically receive either a confirmation email with appointment details or a friendly reschedule request with a new booking link.

How to set up

  1. Connect your accounts: Link your Slack workspace and Gmail account to n8n
  2. Configure the Slack channel: Update the SLACK_CHANNEL_ID in the "Set Fields" node with your desired channel
  3. Customize your branding: Update COMPANY_NAME, CONTACT_PERSON, and RESCHEDULE_LINK variables
  4. Deploy the form: Use the form trigger URL on your website or share it directly with customers
  5. Test the workflow: Submit a test booking to ensure everything works smoothly

Requirements

  • Active Slack workspace with a designated channel for booking notifications
  • Gmail account for sending automated emails
  • Basic n8n account (free tier works perfectly)

How to customize the workflow

The workflow is designed for easy customization through the "Set Fields" node. You can modify:

  • Time slots: Edit the dropdown options in the form trigger
  • Email templates: Customize confirmation and reschedule email content
  • Slack notifications: Adjust the message format and approval options
  • Form fields: Add or remove customer information fields as needed

The configuration variables in the "Set Fields" node make it easy to adapt this workflow to your specific business needs without touching the core logic.

n8n Form Submission Approval Workflow

This n8n workflow automates the process of handling form submissions, specifically designed for scenarios requiring human approval via Slack and email. It allows for conditional routing of submissions based on predefined criteria, ensuring that only relevant requests are escalated for approval.

What it does

This workflow streamlines your approval process by:

  1. Listening for Form Submissions: It starts by waiting for new submissions from an n8n form.
  2. Preparing Data: It takes the submitted form data and organizes it into a structured format for subsequent steps.
  3. Conditional Routing: It evaluates the submitted data against a set of conditions.
    • If the conditions are met (e.g., a specific value is present in the form), the submission is routed for approval.
    • If the conditions are not met, the submission is ignored or potentially routed to a different path (though not explicitly defined in this JSON, it's a common pattern for the "false" branch of an If node).
  4. Requesting Approval via Slack: For submissions that meet the criteria, it posts a message to a designated Slack channel, requesting approval. This likely includes details from the form submission to inform the approver.
  5. Sending Approval Email (Gmail): Simultaneously, it sends an email via Gmail to a specified recipient, also requesting approval and providing the necessary form details.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance to host and execute the workflow.
  • n8n Form: An n8n form configured to collect the necessary data.
  • Slack Account: A Slack workspace and a channel where approval requests will be posted. You'll need to configure a Slack credential in n8n.
  • Gmail Account: A Gmail account (or Google Workspace account) to send approval emails. You'll need to configure a Google OAuth2 credential in n8n.

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Set up your Slack credential in n8n.
    • Set up your Google OAuth2 credential for Gmail in n8n.
  3. Configure the "On form submission" node:
    • Ensure the form is active and collecting the desired data.
    • Note the webhook URL provided by this node, as you'll use it to submit data.
  4. Configure the "Edit Fields (Set)" node:
    • Adjust the fields being set or transformed to match the data structure of your form and the requirements for your Slack message and Gmail email.
  5. Configure the "If" node:
    • Define the conditions that determine whether a form submission requires approval. This will depend on your specific business logic.
  6. Configure the "Slack" node:
    • Specify the Slack channel where approval requests should be posted.
    • Customize the message content to include relevant form data using n8n expressions.
  7. Configure the "Gmail" node:
    • Specify the recipient email address for approval requests.
    • Customize the email subject and body to include relevant form data.
  8. Activate the workflow: Once configured, activate the workflow to start processing form submissions.

This workflow provides a robust foundation for automating approval processes triggered by form submissions, offering flexibility through conditional logic and integration with popular communication platforms.

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