Automated Appointment Approval System with GPT-4 Mini, Jotform, and Telegram

This n8n workflow automates the process of handling new appointment requests submitted via Jotform. It leverages an AI agent (GPT-4 Mini) to evaluate the appointment details, then sends a notification to a Telegram group for human approval. Based on the approval decision, it updates a Google Sheet and sends a confirmation or rejection email via Gmail.

What it does

1. Listens for New Jotform Submissions: The workflow is triggered whenever a new form entry is submitted to a specified Jotform form.
2. Extracts and Structures Appointment Data: It processes the incoming Jotform data, extracting relevant fields like client name, appointment type, preferred date/time, and any specific requests.
3. Analyzes Appointment Request with AI: An AI Agent (configured with an OpenAI Chat Model) evaluates the appointment details to determine if it's a suitable request, potentially identifying conflicts or special requirements.
4. Sends Approval Request to Telegram: A message containing the appointment details and the AI's assessment is sent to a designated Telegram chat for a human administrator to review.
5. Waits for Human Approval/Rejection: The workflow pauses, awaiting a response (approval or rejection) from the Telegram chat.
6. Conditional Processing based on Decision:
   • If Approved:
     • The appointment status is updated to "Approved" in a Google Sheet.
     • A confirmation email is sent to the client via Gmail.
   • If Rejected:
     • The appointment status is updated to "Rejected" in a Google Sheet.
     • A rejection email is sent to the client via Gmail.
7. Logs Activity (Implicit): The Google Sheet serves as a log for all appointment requests and their final status.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Jotform Account: A Jotform account with a form set up to collect appointment requests.
• Telegram Account: A Telegram account and a bot token for sending messages to a group.
• OpenAI API Key: An OpenAI API key for the AI Agent (e.g., GPT-4 Mini).
• Google Sheets Account: A Google Sheets account and a specific spreadsheet to record appointment data.
• Gmail Account: A Gmail account for sending confirmation/rejection emails.

Setup/Usage

1. Import the Workflow: Download the provided JSON and import it into your n8n instance.
2. Configure Credentials:
   • Jotform Trigger: Set up your Jotform credential and select the form you want to monitor.
   • Telegram: Configure your Telegram Bot API credential and specify the Chat ID of the group where approval requests should be sent.
   • OpenAI Chat Model: Provide your OpenAI API Key credential.
   • Google Sheets: Set up your Google Sheets credential and specify the Spreadsheet ID and Sheet Name where appointment data will be stored/updated.
   • Gmail: Configure your Gmail credential.
3. Review and Adjust Nodes:
   • Edit Fields (Set): This node likely transforms the incoming Jotform data into a standardized format for the AI and subsequent nodes. Adjust the field mapping to match your Jotform's output.
   • AI Agent: Configure the prompt for the AI Agent to guide its evaluation of appointment requests. Ensure it outputs a clear "approved" or "rejected" status and a reason.
   • Structured Output Parser: If the AI Agent's output is JSON, this node will parse it. Ensure the schema matches the expected AI output.
   • If: This node will have conditions based on the AI's output (e.g., if AI_Decision == "Approved"). Verify these conditions are correctly set.
   • Google Sheets (Update): Ensure the "Approved" and "Rejected" branches correctly update the status column in your Google Sheet.
   • Telegram: Customize the message content for approval requests.
   • Gmail: Customize the content of the approval and rejection emails.
4. Activate the Workflow: Once all credentials and nodes are configured, activate the workflow.

Now, every new Jotform submission will initiate the automated approval process.