Send customer visit notifications from Google Calendar to Slack and Sheets

Description

Customer Visit Notification
This workflow monitors Google Calendar for events indicating that a customer will visit the company today or the next day, retrieves the required details, and sends reminder notifications to the relevant stakeholders. It also posts a company-wide announcement to ensure proper preparation and a professional reception for the customer.

📌Who is this for?
Reception / Administration team
Sales / Account owners in charge of customers
Management / Related team leaders
Security / IT / Logistics (for meeting room, equipment, and check-in preparation)

📌The problem
Customer visit information is usually shared manually and can be easily missed.
Related staff are not informed in time to prepare.
This causes last-minute preparation for reception, meeting rooms, documents, and support.
It affects the customer experience and the company’s professional image.

📌How it works
When a customer meeting is scheduled, the system records the information (time, customer name, company, person in charge).
The system automatically sends notifications to related groups based on timeline:
Notify the whole office 1 hour before the visit.
Notify related members 24 hours in advance.
Notifications can be sent via Email / Slack / Internal chat.

📌Quick setup
Required information:
N8n Version 2.4.6
Google Calendar OAuth2 API: Client ID, Client Secret
Google Sheets OAuth2 API: Client ID, Client Secret
Slack App: Bot User OAuth Token


Google Sheets will be used to log all notified events.

📌Results
Everyone is aware of the customer visit schedule.
Teams can proactively prepare meeting rooms, documents, and manpower.
Reduce mistakes and missed communication.
Improve customer experience and company professionalism.

📌Take it further
Customer check-in using QR code / Visitor form
Send reminders to prepare documents
Store visit history
Monthly/quarterly reports for number of customer visits

📌Need help customizing?
Contact me for consulting and support:
Linkedin / Website