ManualTrigger Automate

ManualTrigger Automate streamlines appointment reminders by integrating Google Calendar and Gmail. It automatically retrieves upcoming appointments, generates personalized voice reminders using AI, and sends them via email, ensuring timely communication with clients. This workflow enhances efficiency and professionalism in managing real estate appointments.

7/8/2025
12 nodes
Medium
schedulemediumlangchainschedule triggersticky notegmailgooglecalendarautomationadvancedcronapiintegration
Categories:
Communication & MessagingSchedule TriggeredBusiness Process AutomationMedium Workflow
Integrations:
LangChainSchedule TriggerSticky NoteGmailGoogleCalendar

Target Audience

This workflow is designed for real estate agents, personal assistants, and small business owners who need to manage appointments effectively and send automated reminders. It is particularly beneficial for those who:
- Handle multiple client appointments and want to ensure timely reminders.
- Use Google Calendar for scheduling and need an efficient way to communicate with clients.
- Require voice reminders to enhance client engagement and ensure clarity in communication.

Problem Solved

This workflow addresses the challenge of appointment management by automating the process of retrieving upcoming appointments from Google Calendar and sending personalized voice reminders via email. It eliminates the need for manual follow-ups, ensuring that clients are reminded of their appointments in a professional and engaging manner. The use of voice reminders adds a personal touch, enhancing client relationships and reducing no-shows.

Workflow Steps

  • Trigger the Workflow: The workflow can be initiated either manually by clicking 'Test workflow' or automatically on a set schedule using the Schedule Trigger node.
    2. Retrieve Appointments: The Get Appointments node fetches upcoming appointments from the user's Google Calendar, limiting the results to the next two days.
    3. Generate Reminder Message: The create message node constructs a structured message using details from the appointment, including the recipient's name, appointment time, and address.
    4. Create Voice Reminder: The Generate Voice Reminder node uses ElevenLabs API to convert the structured message into an audio file.
    5. Change Filename: The Change filename node updates the filename of the audio file to ensure it is descriptive and easy to identify.
    6. Send Email: Finally, the Send Voice Reminder node sends an email to the client with the audio reminder attached, ensuring they receive the information clearly and professionally.

    • Customization Guide

    To customize this workflow, users can:
    - Adjust the Schedule Trigger: Modify the scheduling rules to fit different time intervals based on their needs.
    - Change Appointment Retrieval: Update the Get Appointments node to fetch more or fewer appointments, or to adjust the calendar from which appointments are pulled.
    - Personalize Reminder Messages: Edit the create message node to change the tone or content of the reminders, tailoring them to different clients or occasions.
    - Update API Credentials: Ensure that the ElevenLabs API key and Gmail credentials are correctly set up for seamless operation.
    - Modify Email Content: Customize the subject and message body in the Send Voice Reminder node to reflect the sender's style or branding.