Monitor Medical Equipment with Google Sheets & Send WhatsApp and Email Alerts

Description

This n8n workflow monitors medical equipment usage by reading data daily at 6 AM from a Google Sheet, processes alerts for maintenance or calibration, and sends notifications to technicians and supervisors.

Good to Know
Runs daily at 6 AM via cron trigger.
Requires Google Sheet with equipment data.
Sends alerts via email and WhatsApp.
Logs all activities in the Google Sheet.

Google Sheet Structure

Sheet:
A: Equipment ID | B: Equipment Name | C: Last Maintenance Date | D: Usage Hours
E: Calibration Due | F: Status | G: Technician Email | H: Supervisor Email | I: Last Alert Date

Sample Data:
E001 | MRI Machine | 2025-07-01 | 150 | 2025-08-15 | Active | [email protected] | [email protected] | 2025-08-01
E002 | X-Ray Unit | 2025-06-15 | 200 | 2025-08-10 | Overdue | [email protected] | [email protected] | 2025-08-05

How It Works
Daily Equipment Check (6 AM)** - Triggers the workflow.
Read Equipment Data** - Fetches data from Google Sheet.
Process Equipment Alerts** - Identifies maintenance needs.
Task Break For 5 Sec** - Adds a delay for processing.
Filter Equipment with Alerts** - Filters equipment needing attention.
Send Technician Email** - Notifies technicians via email.
Send Message (message: send)** - Sends WhatsApp alerts to technicians.
Send Critical Alert to Supervisors** - Escalates critical issues via email and WhatsApp.
Filter Overdue Equipment** - Identifies overdue maintenance.
Update Equipment Status** - Updates sheet with new statuses.
Log Maintenance Alerts** - Logs alerts in the sheet.

How to Use
Import workflow JSON into n8n.
Configure nodes with Google Sheet ID, email, and WhatsApp API credentials.
Add equipment data to the Google Sheet.
Test manually, then activate for daily runs.

Requirements
Google Sheet with specified structure.
Google service account credentials.
Email SMTP setup (e.g., Gmail).
WhatsApp Business API token.
n8n instance.

Customizing This Workflow
Adjust cron time for different schedules.
Modify alert thresholds in the Process Equipment Alerts node.
Update notification templates in email and WhatsApp nodes.
Extend filters for additional equipment statuses.


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