{ "name": "LL Scheduling Automation", "nodes": [ { "parameters": { "httpMethod": "POST", "path": "ll-schedule", "responseMode": "lastNode", "options": {} }, "id": "a1000000-0000-0000-0000-000000000001", "name": "GHL Webhook", "type": "n8n-nodes-base.webhook", "typeVersion": 2, "position": [200, 300] }, { "parameters": { "jsCode": "const body = $input.first().json.body || $input.first().json;\n\nconst contactId = body.contactId || body.contact_id || '';\nconst firstName = body.firstName || body.first_name || '';\nconst lastName = body.lastName || body.last_name || '';\nconst contactName = `${firstName} ${lastName}`.trim() || body.contactName || '';\nconst contactEmail = body.email || body.contactEmail || '';\nconst contactPhone = body.phone || body.contactPhone || '';\nconst noteBody = body.body || body.noteBody || body.note || body.message || '';\n\nif (!noteBody) {\n return [{ json: { error: 'No note body found in webhook payload', raw: body } }];\n}\n\nconst response = await this.helpers.httpRequest({\n method: 'POST',\n url: 'https://api.openai.com/v1/chat/completions',\n headers: {\n 'Authorization': 'Bearer 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',\n 'Content-Type': 'application/json',\n },\n body: {\n model: 'gpt-4o-mini',\n max_tokens: 300,\n response_format: { type: 'json_object' },\n messages: [{\n role: 'system',\n content: 'You parse scheduling notes from a speech therapist into structured JSON. Return ONLY valid JSON with these fields: days (array of lowercase weekday names), preference (\"am\" or \"pm\" or \"any\"), frequency (\"weekly\" or \"biweekly\" or \"2x_week\" or \"3x_week\"), sessions (number, default 8), session_type (\"adult\" or \"myo\", default \"adult\").'\n }, {\n role: 'user',\n content: noteBody\n }],\n },\n});\n\nlet parsed = {};\ntry {\n parsed = JSON.parse(response.choices[0].message.content);\n} catch (e) {\n parsed = { days: [], preference: 'am', frequency: 'weekly', sessions: 8, session_type: 'adult' };\n}\n\nconst calendarIds = { adult: 'blAjNdl84YudbyBaiSvu', myo: 'RBSNb6Vn1pqiZ6Kmjf3z' };\n\nreturn [{\n json: {\n contactId, contactName, contactEmail, contactPhone, firstName, lastName, noteBody,\n ...parsed,\n calendarId: calendarIds[parsed.session_type || 'adult'] || calendarIds.adult,\n duration: (parsed.session_type || 'adult') === 'adult' ? 45 : 30,\n ptAppointments: {},\n hasPt: false,\n }\n}];" }, "id": "a1000000-0000-0000-0000-000000000002", "name": "Parse Note with Claude", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [420, 300] }, { "parameters": { "jsCode": "// Fetch GHL calendar availability in 14-day chunks\nconst data = $input.first().json;\nconst apiKey = 'pit-cd82bbf6-d31f-47cd-8177-662ca2d817e1';\nconst calendarId = data.calendarId;\n\nconst freqMap = { biweekly: 14, weekly: 7, '2x_week': 3, '3x_week': 2 };\nconst freq = freqMap[data.frequency] || 7;\nconst weeksNeeded = Math.ceil((data.sessions * freq) / 7) + 4;\n\nconst start = new Date();\nstart.setDate(start.getDate() + 1);\nstart.setHours(0, 0, 0, 0);\nconst end = new Date(start);\nend.setDate(end.getDate() + weeksNeeded * 7);\n\nconst allSlots = {};\nlet chunkStart = new Date(start);\n\nwhile (chunkStart < end) {\n const chunkEnd = new Date(Math.min(chunkStart.getTime() + 14 * 86400000, end.getTime()));\n try {\n const resp = await this.helpers.httpRequest({\n method: 'GET',\n url: `https://services.leadconnectorhq.com/calendars/${calendarId}/free-slots`,\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Version': '2021-04-15' },\n qs: { startDate: chunkStart.getTime(), endDate: chunkEnd.getTime(), timezone: 'America/New_York' },\n });\n for (const [dateKey, value] of Object.entries(resp)) {\n if (dateKey === 'traceId') continue;\n const dateStr = dateKey.substring(0, 10);\n const slotList = value?.slots || (Array.isArray(value) ? value : []);\n const times = slotList.filter(s => typeof s === 'string' && s.includes('T')).map(s => s.split('T')[1].substring(0, 5));\n if (times.length) allSlots[dateStr] = times.sort();\n }\n } catch (e) {\n if (e.message?.includes('429')) {\n await new Promise(r => setTimeout(r, 5000));\n try {\n const resp2 = await this.helpers.httpRequest({\n method: 'GET',\n url: `https://services.leadconnectorhq.com/calendars/${calendarId}/free-slots`,\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Version': '2021-04-15' },\n qs: { startDate: chunkStart.getTime(), endDate: chunkEnd.getTime(), timezone: 'America/New_York' },\n });\n for (const [dk, v] of Object.entries(resp2)) {\n if (dk === 'traceId') continue;\n const ds = dk.substring(0, 10);\n const sl = v?.slots || [];\n const ts = sl.filter(s => typeof s === 'string' && s.includes('T')).map(s => s.split('T')[1].substring(0, 5));\n if (ts.length) allSlots[ds] = ts.sort();\n }\n } catch (e2) { /* skip chunk */ }\n }\n }\n chunkStart = chunkEnd;\n}\n\nreturn [{ json: { ...data, availableSlots: allSlots, totalSlots: Object.values(allSlots).reduce((s, a) => s + a.length, 0) } }];" }, "id": "a1000000-0000-0000-0000-000000000009", "name": "Fetch GHL Slots", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [640, 300] }, { "parameters": { "jsCode": "const data = $input.first().json;\nconst { availableSlots, ptAppointments, days, preference, frequency, sessions, session_type, duration, calendarId, contactId, contactName, firstName, contactEmail, contactPhone } = data;\n\nconst DAY_MAP = { monday: 0, tuesday: 1, wednesday: 2, thursday: 3, friday: 4, saturday: 5, sunday: 6 };\nconst FREQ = { biweekly: 14, weekly: 7, '2x_week': 3, '3x_week': 2 };\nconst PREF = { am: [480, 720], morning: [480, 720], pm: [720, 1020], afternoon: [720, 1020], any: [480, 1020] };\n\nconst freqDays = FREQ[frequency] || 7;\nconst [prefStart, prefEnd] = PREF[preference] || PREF.any;\nconst allowedDays = new Set((days || []).map(d => DAY_MAP[d.toLowerCase()]).filter(d => d !== undefined));\nif (allowedDays.size === 0) [0,1,2,3,4].forEach(d => allowedDays.add(d));\n\nfunction toMin(t) { const [h, m] = t.split(':').map(Number); return h * 60 + m; }\nfunction inPref(t) { const m = toMin(t); return m >= prefStart && m < prefEnd; }\n\nconst candidates = [];\nfor (const [dateStr, times] of Object.entries(availableSlots)) {\n const dt = new Date(dateStr + 'T12:00:00');\n const wd = dt.getDay() === 0 ? 6 : dt.getDay() - 1;\n const ptOnDate = (ptAppointments || {})[dateStr] || [];\n const isPtDay = ptOnDate.length > 0;\n for (const t of times) {\n candidates.push({\n date: dateStr, time: t, weekday: wd, isPtDay,\n onAllowedDay: allowedDays.has(wd),\n inPref: inPref(t),\n ptProx: isPtDay ? Math.min(...ptOnDate.map(p => Math.abs(toMin(t) - toMin(p.time)))) : 9999,\n });\n }\n}\n\ncandidates.sort((a, b) => {\n if (a.isPtDay !== b.isPtDay) return a.isPtDay ? -1 : 1;\n if (a.onAllowedDay !== b.onAllowedDay) return a.onAllowedDay ? -1 : 1;\n if (a.inPref !== b.inPref) return a.inPref ? -1 : 1;\n if (a.ptProx !== b.ptProx) return a.ptProx - b.ptProx;\n if (a.date !== b.date) return a.date < b.date ? -1 : 1;\n return a.time < b.time ? -1 : 1;\n});\n\nconst selected = [];\nlet windowStart = candidates.length ? new Date(candidates[0].date + 'T00:00:00') : new Date();\nlet remaining = [...candidates];\n\nlet maxAttempts = sessions * 4;\nlet attempts = 0;\nwhile (selected.length < sessions && remaining.length > 0 && attempts < maxAttempts) {\n attempts++;\n const windowEnd = new Date(windowStart.getTime() + freqDays * 86400000);\n let inWindow = remaining.filter(c => { const d = new Date(c.date + 'T00:00:00'); return d >= windowStart && d < windowEnd; });\n if (!inWindow.length) {\n windowStart = windowEnd;\n const future = remaining.filter(c => new Date(c.date + 'T00:00:00') >= windowStart);\n if (!future.length) break;\n windowStart = new Date(future[0].date + 'T00:00:00');\n continue;\n }\n inWindow.sort((a, b) => {\n if (a.isPtDay !== b.isPtDay) return a.isPtDay ? -1 : 1;\n if (a.onAllowedDay !== b.onAllowedDay) return a.onAllowedDay ? -1 : 1;\n if (a.inPref !== b.inPref) return a.inPref ? -1 : 1;\n if (a.ptProx !== b.ptProx) return a.ptProx - b.ptProx;\n return a.date < b.date ? -1 : 1;\n });\n const best = inWindow[0];\n selected.push({ date: best.date, time: best.time, ptMatch: best.isPtDay });\n remaining = remaining.filter(c => c.date !== best.date);\n windowStart = new Date(new Date(best.date + 'T00:00:00').getTime() + freqDays * 86400000);\n}\n\nselected.sort((a, b) => a.date < b.date ? -1 : 1);\n\nconst typeLabel = (session_type || 'adult') === 'adult' ? 'Adult Speech Therapy (45 min)' : 'Myofunctional Therapy (30 min)';\nconst fn = firstName || (contactName || '').split(' ')[0] || 'there';\nconst ptMatched = selected.filter(s => s.ptMatch).length;\n\nlet amandaSms = `Booked ${fn}: ${selected.length} ${session_type || 'adult'} sessions.`;\nif (ptMatched > 0) amandaSms += ` ${ptMatched}/${selected.length} matched to PT days.`;\nelse amandaSms += ' No PT schedule on file.';\nif (selected.length) {\n const f = new Date(selected[0].date + 'T12:00:00');\n const l = new Date(selected[selected.length-1].date + 'T12:00:00');\n amandaSms += ` ${f.toLocaleDateString('en-US', {month:'short',day:'numeric'})} - ${l.toLocaleDateString('en-US', {month:'short',day:'numeric'})}.`;\n}\n\nlet patientSms = `Hi ${fn}, your ${typeLabel.split('(')[0].trim()} sessions are booked at Lasting Language. `;\npatientSms += `${selected.length} sessions starting ${selected.length ? new Date(selected[0].date+'T12:00:00').toLocaleDateString('en-US',{month:'long',day:'numeric'}) : 'TBD'}. `;\npatientSms += 'Confirmation email with your full schedule is on the way. Call (470) 851-4988 with questions.';\n\nlet html = `
`;\nhtml += `

Hi ${fn},

Your ${typeLabel} sessions have been scheduled at Lasting Language Therapy Services.

`;\nhtml += ``;\nfor (let i = 0; i < selected.length; i++) {\n const a = selected[i];\n const dt = new Date(a.date + 'T12:00:00');\n const [h, m] = a.time.split(':').map(Number);\n const ap = h >= 12 ? 'PM' : 'AM';\n const h12 = h > 12 ? h - 12 : (h === 0 ? 12 : h);\n const bg = i % 2 === 0 ? '#fff' : '#f7fafc';\n html += ``;\n}\nhtml += `
#DateTime
${i+1}${dt.toLocaleDateString('en-US',{weekday:'long',month:'long',day:'numeric',year:'numeric'})}${h12}:${String(m).padStart(2,'0')} ${ap}

Location: 6667 Vernon Woods Dr NE, Suite B-16, Sandy Springs, GA 30328

`;\nhtml += `

We are located on the back side of the B building, along the fence line adjacent to the Toyota dealership.

`;\nhtml += `

If you need to reschedule, call (470) 851-4988 or reply to this email.

`;\nhtml += `

We look forward to seeing you!

Lasting Language Therapy Services
(470) 851-4988

`;\n\nreturn [{ json: {\n contactId, contactName, contactEmail, contactPhone, calendarId, firstName,\n selected, slotDatetimes: selected.map(s => `${s.date}T${s.time}:00`),\n amandaSms, patientSms, emailHtml: html,\n emailSubject: `Your ${typeLabel} Schedule — Lasting Language`,\n sessionsBooked: selected.length, sessionsRequested: sessions, ptMatched,\n} }];" }, "id": "a1000000-0000-0000-0000-000000000010", "name": "Schedule", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [860, 300] }, { "parameters": { "jsCode": "// Book all appointments via GHL API\nconst data = $input.first().json;\nconst apiKey = 'pit-cd82bbf6-d31f-47cd-8177-662ca2d817e1';\nconst locationId = '8HGLSPECfIaQfJaFO7Ef';\nconst results = [];\n\nfor (const slotDt of data.slotDatetimes) {\n try {\n const resp = await this.helpers.httpRequest({\n method: 'POST',\n url: 'https://services.leadconnectorhq.com/calendars/events/appointments',\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Content-Type': 'application/json', 'Version': '2021-04-15' },\n body: { calendarId: data.calendarId, locationId, contactId: data.contactId, startTime: slotDt, timezone: 'America/New_York' },\n });\n results.push({ slot: slotDt, status: 'booked' });\n } catch (err) {\n results.push({ slot: slotDt, status: 'error', error: err.message });\n }\n}\n\nconst booked = results.filter(r => r.status === 'booked').length;\nreturn [{ json: { ...data, bookingResults: results, booked, errors: results.length - booked } }];" }, "id": "a1000000-0000-0000-0000-000000000011", "name": "Book Appointments", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [1080, 300] }, { "parameters": { "jsCode": "// Send confirmation email + SMS to patient, SMS to Amanda\nconst data = $input.first().json;\nconst apiKey = 'pit-cd82bbf6-d31f-47cd-8177-662ca2d817e1';\nconst locationId = '8HGLSPECfIaQfJaFO7Ef';\n\nconst results = { email: null, patientSms: null, amandaSms: null };\n\nif (data.booked === 0) {\n return [{ json: { status: 'no_bookings', booked: 0, contactName: data.contactName, notifications: results } }];\n}\n\n// 1. Email to patient\ntry {\n await this.helpers.httpRequest({\n method: 'POST',\n url: 'https://services.leadconnectorhq.com/conversations/messages',\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Content-Type': 'application/json', 'Version': '2021-07-28' },\n body: { type: 'Email', contactId: data.contactId, subject: data.emailSubject, html: data.emailHtml },\n });\n results.email = 'sent';\n} catch (e) { results.email = 'error: ' + e.message; }\n\n// 2. SMS to patient\ntry {\n await this.helpers.httpRequest({\n method: 'POST',\n url: 'https://services.leadconnectorhq.com/conversations/messages',\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Content-Type': 'application/json', 'Version': '2021-07-28' },\n body: { type: 'SMS', contactId: data.contactId, message: data.patientSms },\n });\n results.patientSms = 'sent';\n} catch (e) { results.patientSms = 'error: ' + e.message; }\n\n// 3. Amanda confirmation SMS — search for Amanda or use known contact\ntry {\n const search = await this.helpers.httpRequest({\n method: 'GET',\n url: 'https://services.leadconnectorhq.com/contacts/',\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Version': '2021-07-28' },\n qs: { locationId, query: 'Amanda Smith' },\n });\n const amanda = search.contacts?.[0];\n if (amanda) {\n await this.helpers.httpRequest({\n method: 'POST',\n url: 'https://services.leadconnectorhq.com/conversations/messages',\n headers: { 'Authorization': `Bearer ${apiKey}`, 'Content-Type': 'application/json', 'Version': '2021-07-28' },\n body: { type: 'SMS', contactId: amanda.id, message: data.amandaSms },\n });\n results.amandaSms = 'sent';\n } else {\n results.amandaSms = 'amanda_not_found';\n }\n} catch (e) { results.amandaSms = 'error: ' + e.message; }\n\nreturn [{ json: {\n status: 'success',\n booked: data.booked,\n errors: data.errors,\n sessionsRequested: data.sessionsRequested,\n contactName: data.contactName,\n amandaSms: data.amandaSms,\n notifications: results,\n schedule: data.selected,\n} }];" }, "id": "a1000000-0000-0000-0000-000000000012", "name": "Send Notifications", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [1300, 300] } ], "connections": { "GHL Webhook": { "main": [[{ "node": "Parse Note with Claude", "type": "main", "index": 0 }]] }, "Parse Note with Claude": { "main": [[{ "node": "Fetch GHL Slots", "type": "main", "index": 0 }]] }, "Fetch GHL Slots": { "main": [[{ "node": "Schedule", "type": "main", "index": 0 }]] }, "Schedule": { "main": [[{ "node": "Book Appointments", "type": "main", "index": 0 }]] }, "Book Appointments": { "main": [[{ "node": "Send Notifications", "type": "main", "index": 0 }]] } }, "settings": { "executionOrder": "v1" } }