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Telegram appointment scheduler bot with Google Calendar & Sheets

Club de Inteligencia Artificial Politécnico CIAPClub de Inteligencia Artificial Politécnico CIAP
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2/3/2026
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Telegram Appointment Scheduling Bot with n8n

📃 Description

Tired of managing appointments manually? This template transforms your Telegram account into a smart virtual assistant that handles the entire scheduling process for you, 24/7.

This workflow allows you to deploy a fully functional Telegram bot that not only schedules appointments but also checks real-time availability in your Google Calendar, logs a history in Google Sheets, and allows your clients to cancel or view their upcoming appointments. It's the perfect solution for professionals, small businesses, or anyone looking to automate their booking system professionally and effortlessly.

✨ Key Features

  • Complete Appointment Management: Allows users to schedule, cancel, and list their future appointments.
  • Conflict Prevention: Integrates with Google Calendar to check availability before confirming a booking, eliminating the risk of double-booking.
  • Automatic Logging: Every confirmed appointment is saved to a row in Google Sheets, creating a perfect database for tracking and analysis.
  • Smart Interaction: The bot handles unrecognized commands and guides the user, ensuring a smooth experience.
  • Easy to Adapt: Connect your own accounts, customize messages, and tailor it to your business needs in minutes.

🚀 Setup

Follow these steps to deploy your own instance of this bot:

1. Prerequisites

  • An n8n instance (Cloud or self-hosted).
  • A Telegram account.
  • A Google account.

2. Telegram Bot

  1. Talk to @BotFather on Telegram.
  2. Create a new bot using /newbot.
  3. Give it a name and a username.
  4. Copy and save the API token it provides.

3. Google Cloud & APIs

  1. Go to the Google Cloud Console.
  2. Create a new project.
  3. Enable the Google Calendar API and Google Sheets API.
  4. Create OAuth 2.0 Client ID credentials. Make sure to add your n8n instance's OAuth redirect URL.
  5. Save the Client ID and Client Secret.

4. Google Sheets

  1. Create a new spreadsheet in Google Sheets.
  2. Define the column headers in the first row. For example: id, Client Name, Date and Time, ISO Date.

5. n8n

  1. Import the workflow JSON file into your n8n instance.
  2. Set up the credentials:
    • Telegram: Create a new credential and paste your bot's token.
    • Google Calendar & Google Sheets (OAuth2): Create a new credential and paste the Client ID and Client Secret from the Google Cloud Console.
  3. Review the Google Calendar and Google Sheets nodes to select your correct calendar and spreadsheet.
  4. Activate the workflow!

💬 Usage

Once the bot is running, you can interact with it using the following commands in Telegram:

  • To start the bot: /start
  • To schedule a new appointment: agendar YYYY-MM-DD HH:MM Your Full Name
  • To cancel an existing appointment: cancelar YYYY-MM-DD HH:MM Your Full Name
  • To view your future appointments: mis citas Your Full Name

👥 Authors

  • Jaren Pazmiño President of the Polytechnic Artificial Intelligence Club (CIAP)

Logo_CIAP Tortuga y letras 2.png

Telegram Appointment Scheduler Bot with Google Calendar & Sheets

This n8n workflow creates a Telegram bot that allows users to schedule appointments, which are then recorded in Google Sheets and added to Google Calendar. It provides a simple, interactive way for users to book slots and for the administrator to manage them.

What it does

This workflow automates the following steps:

  1. Listens for Telegram Messages: The workflow is triggered by incoming messages to a configured Telegram bot.
  2. Routes Commands: It uses a Switch node to identify specific commands sent by the user (e.g., to schedule, view, or cancel appointments).
  3. Processes Scheduling Requests: When a scheduling command is detected, the workflow interacts with Google Calendar to check availability and Google Sheets to log the appointment details.
  4. Manages Google Calendar Events: It creates, updates, or deletes events in Google Calendar based on user requests.
  5. Updates Google Sheets: Appointment details, including user information, date, time, and status, are recorded or updated in a Google Sheet.
  6. Responds via Telegram: The bot sends confirmation messages, availability updates, or error notifications back to the user through Telegram.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running instance of n8n.
  • Telegram Bot Token: A Telegram bot created via BotFather. You'll need its API token.
  • Google Account: A Google account with access to:
    • Google Calendar: To manage and create calendar events.
    • Google Sheets: To store appointment data.
  • n8n Credentials: Configured credentials for:
    • Telegram API
    • Google Sheets API (OAuth 2.0)
    • Google Calendar API (OAuth 2.0)

Setup/Usage

  1. Import the Workflow:
    • Download the workflow JSON provided.
    • In your n8n instance, click "New" in the workflows list, then "Import from JSON" and paste the workflow JSON.
  2. Configure Credentials:
    • Locate the "Telegram Trigger", "Telegram", "Google Sheets", and "Google Calendar" nodes.
    • For each, select or create the necessary credentials.
      • For Telegram, provide your bot's API token.
      • For Google Sheets and Google Calendar, set up Google OAuth 2.0 credentials with access to Google Sheets and Google Calendar scopes.
  3. Activate the Workflow:
    • Once all credentials are set up, activate the workflow by toggling the "Active" switch in the top right corner of the n8n editor.
  4. Interact with the Bot:
    • Start a chat with your Telegram bot.
    • Send the predefined commands (as configured in the Switch node and subsequent logic) to schedule appointments.

Note: The provided JSON is a partial definition and lacks specific configuration details within the nodes (like spreadsheet IDs, calendar IDs, and the actual logic for handling commands). You will need to fill in these details within the respective nodes (e.g., "Google Sheets", "Google Calendar", "If", "Switch", and "Code" nodes) based on your specific requirements and the structure of your Google Sheet and Calendar. The "Code" node would contain the custom logic for parsing messages, checking availability, and formatting responses.

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