Client type: Small therapy practice in Rotterdam.
Problem: Manual appointment handling (intake form → calendar → reminders) caused errors, missed follow-ups, and too many no-shows.
Automation architecture
- Trigger: Intake form webhook
- Core logic: validation, de-dup, scheduling decision
- Actions: calendar event, confirmations, reminders, team notification
- Reliability: retries + alerting (no silent failures)
Implementation notes
- Use one canonical data model (name/email/phone/time/notes).
- Every external call has a failure path (notify + log).
- Reminder timing is configurable (24h / 2h / same-day).
Automation export
Import the n8n workflow JSON, then connect credentials (Calendar, SMTP/Gmail, Slack webhook, optional CRM).