Class Scheduling & Reminders with Google Calendar, Email & SMS Notifications

Description

This automated n8n workflow checks daily class schedules, syncs upcoming classes to Google Calendar, and sends reminder notifications to students via email or SMS. Perfect for educational institutions to keep students informed about their daily classes and schedule changes.

What This Workflow Does:
Automatically checks class schedules every day
Identifies today's classes and upcoming sessions
Syncs class information to Google Calendar
Sends personalized reminders to enrolled students
Tracks reminder delivery status and logs activities
Handles both email and SMS notification preferences

Main Components
Daily Schedule Check** - Triggers daily to check class schedules
Read Class Schedule** - Retrieves today's class schedule from database/Excel
Filter Today's Classes** - Identifies classes happening today
Has Classes Today?** - Checks if there are any classes scheduled
Read Student Contacts** - Gets student contact information for enrolled classes
Sync to Google Calendar** - Creates/updates events in Google Calendar
Create Student Reminders** - Generates personalized reminder messages
Split Into Batches** - Processes reminders in manageable batches
Email or SMS?** - Routes based on student communication preferences
Prepare Email Reminders** - Creates email reminder content
Prepare SMS Reminders** - Creates SMS reminder content
Read Reminder Log** - Checks previous reminder history
Update Reminder Log** - Records sent reminders
Save Reminder Log** - Saves updated log data

Essential Prerequisites
Class schedule database/Excel file with student enrollments
Student contact database with email and phone numbers
Google Calendar API access and credentials
SMTP server for email notifications
SMS service provider (Twilio, etc.) for text reminders
Reminder log file for tracking sent notifications

Required Data Files:

class_schedule.xlsx:
Class ID | Class Name | Date | Time | Duration
Instructor | Room | Students Enrolled | Status

student_contacts.xlsx:
Student ID | Name | Email | Phone | Preferred Contact
Program | Class IDs | Active Status

reminder_log.xlsx:
Log ID | Date | Student ID | Class ID | Contact Method
Status | Sent Time | Response

Key Features
⏰ Daily Automation:** Runs automatically every day
📅 Calendar Sync:** Syncs classes to Google Calendar
📧 Smart Reminders:** Sends email or SMS based on preference
👥 Batch Processing:** Handles multiple students efficiently
📊 Activity Logging:** Tracks all reminder activities
🔄 Duplicate Prevention:** Avoids sending multiple reminders
📱 Multi-Channel:** Supports both email and SMS notifications

Quick Setup
Import workflow JSON into n8n
Configure daily trigger schedule
Set up class schedule and student contact files
Connect Google Calendar API credentials
Configure SMTP server for emails
Set up SMS service provider (Twilio)
Test with sample class data
Activate workflow

Parameters to Configure
schedule_file_path: Path to class schedule file
contacts_file_path: Path to student contacts file
google_calendar_id: Google Calendar ID for syncing
google_api_credentials: Google Calendar API credentials
smtp_host: Email server settings
smtp_user: Email username
smtp_password: Email password
sms_api_key: SMS service API key
sms_phone_number: SMS sender phone number

Sample Reminder Messages
Email:** "Hi [Name], reminder: [Class Name] starts at [Time] in [Room]. See you there!"
SMS:** "[Name], your [Class Name] class starts at [Time] in [Room]. Don't miss it!"

Use Cases
Daily class reminders for students
Schedule change notifications
Exam and assignment deadline alerts
Teacher absence notifications
Room change announcements