Automated Journey Scheduler & SMS/Email Alerts
Description
Categories
🤖 AI & Machine Learning
Nodes Used
n8n-nodes-base.ifn8n-nodes-base.ifn8n-nodes-base.coden8n-nodes-base.coden8n-nodes-base.coden8n-nodes-base.coden8n-nodes-base.coden8n-nodes-base.cronn8n-nodes-base.waitn8n-nodes-base.stickyNote
PriceFree
Views0
Last Updated11/28/2025
workflow.json
{
"id": "HdSUjNHdVNGiveKd",
"meta": {
"instanceId": "dd69efaf8212c74ad206700d104739d3329588a6f3f8381a46a481f34c9cc281"
},
"name": "Automated Journey Scheduler & SMS/Email Alerts",
"tags": [],
"nodes": [
{
"id": "2c9cace5-a7fa-4a0f-975d-c10c7f4405ad",
"name": "Daily Travel Check",
"type": "n8n-nodes-base.cron",
"position": [
-448,
240
],
"parameters": {},
"typeVersion": 1
},
{
"id": "5e304a56-4b9c-42dc-84d9-b63f336a5a99",
"name": "Read Travel Itinerary",
"type": "n8n-nodes-base.microsoftExcel",
"position": [
-224,
240
],
"parameters": {
"filters": {}
},
"credentials": {
"microsoftExcelOAuth2Api": {
"id": "jevPChvDpEJk6W9v",
"name": "Microsoft Excel account - test"
}
},
"typeVersion": 2
},
{
"id": "e41bf01b-ddc7-47cb-b0b8-027016b22fca",
"name": "Filter Today's Trips",
"type": "n8n-nodes-base.code",
"position": [
0,
240
],
"parameters": {
"jsCode": "// Get current date and time\nconst now = new Date();\nconst today = now.toISOString().split('T')[0];\nconst currentHour = now.getHours();\n\n// Get all itinerary data\nconst itineraryData = $input.all();\n\n// Filter trips for today and upcoming reminders\nconst todayTrips = itineraryData.filter(item => {\n const tripDate = item.json['Trip Date'];\n const departureTime = item.json['Departure Time'];\n const reminderHours = item.json['Reminder Hours'] || 24;\n \n // Check if trip is today\n if (tripDate === today) {\n // Parse departure time\n const [hours, minutes] = departureTime.split(':');\n const departureHour = parseInt(hours);\n \n // Check if we need to send reminder\n const hoursUntilTrip = departureHour - currentHour;\n \n // Send reminder if within reminder window\n if (hoursUntilTrip > 0 && hoursUntilTrip <= reminderHours) {\n return true;\n }\n }\n \n return false;\n});\n\n// Also get tomorrow's trips for evening prep\nconst tomorrow = new Date(now);\ntomorrow.setDate(tomorrow.getDate() + 1);\nconst tomorrowDate = tomorrow.toISOString().split('T')[0];\n\nconst tomorrowTrips = itineraryData.filter(item => {\n return item.json['Trip Date'] === tomorrowDate && currentHour >= 18; // After 6 PM\n});\n\n// Combine today's reminders and tomorrow's prep\nconst tripsToProcess = [...todayTrips, ...tomorrowTrips];\n\nreturn tripsToProcess.map(item => ({\n json: {\n ...item.json,\n reminderType: todayTrips.includes(item) ? 'today' : 'tomorrow',\n currentTime: now.toISOString()\n }\n}));"
},
"typeVersion": 2
},
{
"id": "a978bf0f-96e8-4257-abd0-a10b19dc3143",
"name": "Has Trips Today?",
"type": "n8n-nodes-base.if",
"position": [
224,
128
],
"parameters": {
"conditions": {
"string": [
{
"value1": "={{$json['Trip Name']}}",
"operation": "isNotEmpty"
}
]
}
},
"typeVersion": 1
},
{
"id": "bcd8b022-52db-4095-8f69-6c95f8b1135f",
"name": "Read Traveler Contacts",
"type": "n8n-nodes-base.microsoftExcel",
"position": [
448,
128
],
"parameters": {
"filters": {}
},
"credentials": {
"microsoftExcelOAuth2Api": {
"id": "jevPChvDpEJk6W9v",
"name": "Microsoft Excel account - test"
}
},
"typeVersion": 2
},
{
"id": "586c2dcb-e203-4817-874b-c52480abe596",
"name": "Create Traveler Reminders",
"type": "n8n-nodes-base.code",
"position": [
656,
240
],
"parameters": {
"jsCode": "// Get trip data and traveler contacts\nconst tripData = $('Filter Today\\'s Trips').all();\nconst travelerContacts = $input.all();\n\n// Create reminder messages for each trip\nconst reminders = [];\n\ntripData.forEach(tripItem => {\n const tripInfo = tripItem.json;\n \n // Find travelers assigned to this trip\n const assignedTravelers = travelerContacts.filter(traveler => {\n const travelerTrips = traveler.json['Assigned Trips'] || '';\n return travelerTrips.includes(tripInfo['Trip Name']);\n });\n \n // Create reminder for each assigned traveler\n assignedTravelers.forEach(traveler => {\n const reminderMessage = tripInfo.reminderType === 'today' \n ? `✈️ Travel Reminder: Your \"${tripInfo['Trip Name']}\" trip departs at ${tripInfo['Departure Time']} today!\\n\\n📍 From: ${tripInfo['Departure Location'] || 'TBD'}\\n📍 To: ${tripInfo['Destination'] || 'TBD'}\\n✈️ Flight/Transport: ${tripInfo['Flight Number'] || 'TBD'}\\n🏨 Accommodation: ${tripInfo['Hotel'] || 'TBD'}\\n\\n⚠️ Please arrive at the departure point 2 hours early. Don't forget your passport and documents!`\n : `📅 Tomorrow's Trip: \"${tripInfo['Trip Name']}\" departs at ${tripInfo['Departure Time']}\\n\\n📍 From: ${tripInfo['Departure Location'] || 'TBD'}\\n📍 To: ${tripInfo['Destination'] || 'TBD'}\\n✈️ Flight/Transport: ${tripInfo['Flight Number'] || 'TBD'}\\n🏨 Accommodation: ${tripInfo['Hotel'] || 'TBD'}\\n\\n💡 Tip: Pack tonight and prepare your documents!`;\n \n reminders.push({\n json: {\n travelerName: `${traveler.json['First Name']} ${traveler.json['Last Name']}`,\n travelerEmail: traveler.json['Email'],\n travelerPhone: traveler.json['Phone'],\n tripName: tripInfo['Trip Name'],\n departureTime: tripInfo['Departure Time'],\n tripDate: tripInfo['Trip Date'],\n departureLocation: tripInfo['Departure Location'],\n destination: tripInfo['Destination'],\n flightNumber: tripInfo['Flight Number'],\n hotel: tripInfo['Hotel'],\n tripDuration: tripInfo['Duration (Days)'],\n reminderType: tripInfo.reminderType,\n message: reminderMessage,\n preferredContact: traveler.json['Preferred Contact'] || 'email'\n }\n });\n });\n});\n\nreturn reminders;"
},
"typeVersion": 2
},
{
"id": "7773868f-847a-4e2c-b3f8-d9c46342235b",
"name": "Split Into Batches",
"type": "n8n-nodes-base.splitInBatches",
"position": [
1088,
240
],
"parameters": {
"options": {},
"batchSize": 10
},
"typeVersion": 3
},
{
"id": "4b4296c2-4710-49e0-9272-c5dc39e4e7d2",
"name": "Email or SMS?",
"type": "n8n-nodes-base.if",
"position": [
1312,
240
],
"parameters": {
"conditions": {
"string": [
{
"value1": "={{$json.preferredContact}}",
"value2": "email"
}
]
}
},
"typeVersion": 1
},
{
"id": "0c27ad59-6f7b-49ea-93a9-93529773438f",
"name": "Prepare Email Reminders",
"type": "n8n-nodes-base.code",
"position": [
1536,
128
],
"parameters": {
"jsCode": "// Prepare email data for trip reminders\nconst reminderData = $input.all();\n\nconst emailsToSend = reminderData.map(item => {\n const data = item.json;\n \n const subject = data.reminderType === 'today' \n ? `✈️ Travel Reminder: ${data.tripName} Today`\n : `📅 Tomorrow's Trip: ${data.tripName}`;\n \n const htmlBody = `\n <!DOCTYPE html>\n <html>\n <head>\n <style>\n body { font-family: Arial, sans-serif; color: #333; margin: 0; padding: 20px; }\n .container { max-width: 600px; margin: 0 auto; }\n .header { background: linear-gradient(135deg, #1e90ff 0%, #4169e1 100%); color: white; padding: 20px; border-radius: 8px 8px 0 0; text-align: center; }\n .content { background: #f9f9f9; padding: 25px; border-radius: 0 0 8px 8px; }\n .trip-info { background: white; padding: 20px; border-radius: 8px; margin: 15px 0; border-left: 4px solid #1e90ff; }\n .info-row { margin: 10px 0; }\n .info-label { font-weight: bold; color: #1e90ff; }\n .footer { text-align: center; margin-top: 20px; color: #666; font-size: 12px; }\n .emoji { font-size: 18px; }\n .checklist { background: #fffbea; padding: 15px; border-radius: 8px; margin: 15px 0; border-left: 4px solid #ffa500; }\n </style>\n </head>\n <body>\n <div class=\"container\">\n <div class=\"header\">\n <h1><span class=\"emoji\">✈️</span> Travel ${data.reminderType === 'today' ? 'Reminder' : 'Preview'}</h1>\n </div>\n <div class=\"content\">\n <p>Hello ${data.travelerName},</p>\n <p>${data.reminderType === 'today' ? 'Your trip is happening today!' : 'Get ready for tomorrow\\'s adventure!'}</p>\n \n <div class=\"trip-info\">\n <div class=\"info-row\"><span class=\"info-label\">✈️ Trip:</span> ${data.tripName}</div>\n <div class=\"info-row\"><span class=\"info-label\">🕐 Departure:</span> ${data.departureTime}</div>\n <div class=\"info-row\"><span class=\"info-label\">📅 Date:</span> ${data.tripDate}</div>\n <div class=\"info-row\"><span class=\"info-label\">📍 From:</span> ${data.departureLocation || 'TBD'}</div>\n <div class=\"info-row\"><span class=\"info-label\">📍 To:</span> ${data.destination || 'TBD'}</div>\n <div class=\"info-row\"><span class=\"info-label\">🛫 Flight/Transport:</span> ${data.flightNumber || 'TBD'}</div>\n <div class=\"info-row\"><span class=\"info-label\">🏨 Hotel:</span> ${data.hotel || 'TBD'}</div>\n <div class=\"info-row\"><span class=\"info-label\">📆 Duration:</span> ${data.tripDuration || 'N/A'} days</div>\n </div>\n \n <div class=\"checklist\">\n <strong>📋 Pre-Travel Checklist:</strong>\n <ul>\n <li>Passport and travel documents</li>\n <li>Travel insurance documents</li>\n <li>Hotel confirmations and bookings</li>\n <li>Medications and toiletries</li>\n <li>Weather-appropriate clothing</li>\n <li>Phone charger and adapters</li>\n </ul>\n </div>\n \n ${data.reminderType === 'today' \n ? '<p><strong>⚠️ Please arrive at the departure point 2 hours early!</strong></p>'\n : '<p><strong>💡 Tip: Pack and prepare your documents tonight for a stress-free departure tomorrow!</strong></p>'\n }\n \n <p>Have a wonderful trip!</p>\n </div>\n <div class=\"footer\">\n <p>This is an automated reminder from your travel management system.</p>\n </div>\n </div>\n </body>\n </html>\n `;\n \n return {\n json: {\n to: data.travelerEmail,\n subject: subject,\n body: data.message,\n html: htmlBody,\n travelerName: data.travelerName,\n tripName: data.tripName\n }\n };\n});\n\nreturn emailsToSend;"
},
"typeVersion": 2
},
{
"id": "71d0ce98-bcb5-4b70-9be8-a3bc7264c8a7",
"name": "Prepare SMS Reminders",
"type": "n8n-nodes-base.code",
"position": [
1536,
336
],
"parameters": {
"jsCode": "// Prepare SMS data for travel reminders\nconst reminderData = $input.all();\n\nconst smsToSend = reminderData.map(item => {\n const data = item.json;\n \n const smsMessage = data.reminderType === 'today'\n ? `✈️ Travel Reminder: \"${data.tripName}\" departs at ${data.departureTime} today from ${data.departureLocation || 'TBD'}. Arrive 2 hours early! Flight: ${data.flightNumber || 'N/A'}`\n : `📅 Tomorrow: \"${data.tripName}\" departs at ${data.departureTime} from ${data.departureLocation || 'TBD'}. Pack tonight! (${data.tripDuration || '?'} days)`;\n \n return {\n json: {\n to: data.travelerPhone,\n message: smsMessage,\n travelerName: data.travelerName,\n tripName: data.tripName\n }\n };\n});\n\nreturn smsToSend;"
},
"typeVersion": 2
},
{
"id": "bd8a65eb-1712-42ce-82de-f9b6525a2a00",
"name": "Sync to Google Calendar",
"type": "n8n-nodes-base.googleCalendar",
"position": [
448,
336
],
"parameters": {
"end": "={{$json['Trip Date']}}T{{(parseInt($json['Departure Time'].split(':')[0]) + 12).toString().padStart(2, '0')}}:{{$json['Departure Time'].split(':')[1].padStart(2, '0')}}:00",
"start": "={{$json['Trip Date']}}T{{$json['Departure Time'].split(':')[0].padStart(2, '0')}}:{{$json['Departure Time'].split(':')[1].padStart(2, '0')}}:00",
"calendar": {
"__rl": true,
"mode": "id",
"value": "[email protected]"
},
"additionalFields": {}
},
"credentials": {
"googleCalendarOAuth2Api": {
"id": "6ldLmzzYtaqng4pw",
"name": "Google Calendar account - test"
}
},
"typeVersion": 1
},
{
"id": "7cd24c85-ebc9-488a-ba09-0d038aed0600",
"name": "Read Reminder Log",
"type": "n8n-nodes-base.microsoftExcel",
"position": [
1744,
240
],
"parameters": {
"filters": {}
},
"credentials": {
"microsoftExcelOAuth2Api": {
"id": "jevPChvDpEJk6W9v",
"name": "Microsoft Excel account - test"
}
},
"typeVersion": 2
},
{
"id": "fec45952-9b13-4611-89da-5dda16dc9895",
"name": "Update Reminder Log",
"type": "n8n-nodes-base.code",
"position": [
1968,
240
],
"parameters": {
"jsCode": "// Get existing log data\nconst existingLogs = $input.all();\n\n// Get sent reminders data\nconst sentEmails = $('Prepare Email Reminders').all() || [];\nconst sentSMS = $('Prepare SMS Reminders').all() || [];\n\n// Create log entries for sent reminders\nconst newLogEntries = [];\n\n// Log email reminders\nsentEmails.forEach(email => {\n newLogEntries.push({\n 'Log ID': 'LOG-' + Date.now() + '-' + Math.random().toString(36).substr(2, 9),\n 'Timestamp': new Date().toISOString(),\n 'Traveler Name': email.json.travelerName,\n 'Trip Name': email.json.tripName,\n 'Contact Method': 'Email',\n 'Contact Info': email.json.to,\n 'Status': 'Sent',\n 'Reminder Type': 'Travel Reminder',\n 'Message Preview': email.json.subject\n });\n});\n\n// Log SMS reminders\nsentSMS.forEach(sms => {\n newLogEntries.push({\n 'Log ID': 'LOG-' + Date.now() + '-' + Math.random().toString(36).substr(2, 9),\n 'Timestamp': new Date().toISOString(),\n 'Traveler Name': sms.json.travelerName,\n 'Trip Name': sms.json.tripName,\n 'Contact Method': 'SMS',\n 'Contact Info': sms.json.to,\n 'Status': 'Sent',\n 'Reminder Type': 'Travel Reminder',\n 'Message Preview': sms.json.message.substring(0, 50) + '...'\n });\n});\n\n// Combine existing logs with new entries\nconst allLogs = [...existingLogs, ...newLogEntries];\n\nreturn allLogs.map(item => ({ json: item }));"
},
"typeVersion": 2
},
{
"id": "3b8caca5-4c45-484b-860f-17ef4ea2566b",
"name": "Save Reminder Log",
"type": "n8n-nodes-base.microsoftExcel",
"position": [
2192,
240
],
"parameters": {
"options": {},
"resource": "worksheet",
"workbook": {
"__rl": true,
"mode": "id",
"value": "3456yuhh"
},
"operation": "append",
"worksheet": {
"__rl": true,
"mode": "id",
"value": "=23456yuytrewerfgn"
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},
"credentials": {
"microsoftExcelOAuth2Api": {
"id": "jevPChvDpEJk6W9v",
"name": "Microsoft Excel account - test"
}
},
"typeVersion": 2
},
{
"id": "aed8c63f-1c9d-43a3-b514-8b971303a377",
"name": "Wait For Data",
"type": "n8n-nodes-base.wait",
"position": [
864,
240
],
"webhookId": "fbd474eb-c62b-4953-bf0f-a745253bfcb0",
"parameters": {
"amount": 15
},
"typeVersion": 1.1
},
{
"id": "c32a8171-99f7-4a2f-9b13-c70de6b93e02",
"name": "Sticky Note",
"type": "n8n-nodes-base.stickyNote",
"position": [
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"parameters": {
"color": 3,
"width": 624,
"height": 272,
"content": "## What This Workflow Does\n\n* Automatically checks travel itineraries every day\n* Identifies today's trips and upcoming departures\n* Syncs trip information to Google Calendar\n* Sends personalized reminders to assigned travelers\n* Tracks reminder delivery status and logs activities\n* Handles both email and SMS notification preferences\n* Provides pre-travel checklists and booking confirmations\n* Manages multi-day trip schedules and activities"
},
"typeVersion": 1
},
{
"id": "8bb24600-34ec-4f10-a221-4d900ad777b4",
"name": "Sticky Note1",
"type": "n8n-nodes-base.stickyNote",
"position": [
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],
"parameters": {
"width": 560,
"height": 240,
"content": "## Essential Prerequisites\n\n* Travel itinerary database/Excel file with trip assignments\n* Traveler contact database with email and phone numbers\n* Google Calendar API access and credentials\n* SMTP server for email notifications\n* SMS service provider (Twilio, Nexmo, etc.) for text reminders\n* Reminder log file for tracking sent notifications\n* Booking confirmation system (flight, hotel, transport)"
},
"typeVersion": 1
},
{
"id": "24480f08-45ae-418e-a086-aaea9b8648a3",
"name": "Sticky Note2",
"type": "n8n-nodes-base.stickyNote",
"position": [
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],
"parameters": {
"color": 4,
"width": 512,
"height": 816,
"content": "## Required Data Files\n\n### trip_itinerary.xlsx:\n* Trip ID | Trip Name | Date | Departure Time | Duration\n* Departure Location | Destination | Hotel | Flight Number\n* Assigned Travelers | Status | Booking Reference | Cost\n\n### traveler_contacts.xlsx:\n* Traveler ID | First Name | Last Name | Email | Phone\n* Preferred Contact | Assigned Trips | Passport Number | Emergency Contact\n\n### reminder_log.xlsx:\n* Log ID | Date | Traveler ID | Trip ID | Contact Method\n* Status | Sent Time | Message Preview | Confirmation\n\n## Key Features\n\n* ⏰ **Daily Automation**: Runs automatically every day at scheduled times\n* 📅 **Calendar Sync**: Syncs trips to Google Calendar for easy viewing\n* 📧 **Smart Reminders**: Sends email or SMS based on traveler preference\n* 👥 **Batch Processing**: Handles multiple travelers efficiently\n* 📊 **Activity Logging**: Tracks all reminder activities and delivery status\n* 🔄 **Duplicate Prevention**: Avoids sending multiple reminders\n* 📱 **Multi-Channel**: Supports both email and SMS notifications\n* ✈️ **Travel-Specific**: Includes flight numbers, locations, accommodation details\n* 📋 **Pre-Travel Checklist**: Provides comprehensive packing and document reminders\n* 🌍 **Multi-Destination**: Manages complex multi-stop itineraries\n"
},
"typeVersion": 1
},
{
"id": "f3b7fd2c-3fd6-4fc1-aff2-94241fb42a28",
"name": "Sticky Note3",
"type": "n8n-nodes-base.stickyNote",
"position": [
-464,
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],
"parameters": {
"color": 5,
"width": 640,
"height": 416,
"content": "## Main Components\n\n* **Daily Travel Check** - Triggers daily to check travel itineraries\n* **Read Travel Itinerary** - Retrieves today's trips and bookings from database/Excel\n* **Filter Today's Trips** - Identifies trips departing today and upcoming activities\n* **Has Trips Today?** - Checks if there are any trips scheduled\n* **Read Traveler Contacts** - Gets traveler contact information for assigned trips\n* **Sync to Google Calendar** - Creates/updates trip events in Google Calendar\n* **Create Traveler Reminders** - Generates personalized reminder messages with travel details\n* **Split Into Batches** - Processes reminders in manageable batches\n* **Email or SMS?** - Routes based on traveler communication preferences\n* **Prepare Email Reminders** - Creates detailed email reminder content with checklists\n* **Prepare SMS Reminders** - Creates SMS reminder content optimized for text\n* **Read Reminder Log** - Checks previous reminder history\n* **Update Reminder Log** - Records sent reminders with timestamps\n* **Save Reminder Log** - Saves updated log data for audit trail"
},
"typeVersion": 1
}
],
"active": false,
"pinData": {},
"settings": {
"executionOrder": "v1"
},
"versionId": "c42adac1-72fc-44c6-bcc9-b314a49fa442",
"connections": {
"Email or SMS?": {
"main": [
[
{
"node": "Prepare Email Reminders",
"type": "main",
"index": 0
}
],
[
{
"node": "Prepare SMS Reminders",
"type": "main",
"index": 0
}
]
]
},
"Wait For Data": {
"main": [
[
{
"node": "Split Into Batches",
"type": "main",
"index": 0
}
]
]
},
"Has Trips Today?": {
"main": [
[
{
"node": "Read Traveler Contacts",
"type": "main",
"index": 0
}
]
]
},
"Read Reminder Log": {
"main": [
[
{
"node": "Update Reminder Log",
"type": "main",
"index": 0
}
]
]
},
"Daily Travel Check": {
"main": [
[
{
"node": "Read Travel Itinerary",
"type": "main",
"index": 0
}
]
]
},
"Split Into Batches": {
"main": [
[
{
"node": "Email or SMS?",
"type": "main",
"index": 0
}
]
]
},
"Update Reminder Log": {
"main": [
[
{
"node": "Save Reminder Log",
"type": "main",
"index": 0
}
]
]
},
"Filter Today's Trips": {
"main": [
[
{
"node": "Has Trips Today?",
"type": "main",
"index": 0
},
{
"node": "Sync to Google Calendar",
"type": "main",
"index": 0
}
]
]
},
"Prepare SMS Reminders": {
"main": [
[
{
"node": "Read Reminder Log",
"type": "main",
"index": 0
}
]
]
},
"Read Travel Itinerary": {
"main": [
[
{
"node": "Filter Today's Trips",
"type": "main",
"index": 0
}
]
]
},
"Read Traveler Contacts": {
"main": [
[
{
"node": "Create Traveler Reminders",
"type": "main",
"index": 0
}
]
]
},
"Prepare Email Reminders": {
"main": [
[
{
"node": "Read Reminder Log",
"type": "main",
"index": 0
}
]
]
},
"Sync to Google Calendar": {
"main": [
[
{
"node": "Create Traveler Reminders",
"type": "main",
"index": 0
}
]
]
},
"Create Traveler Reminders": {
"main": [
[
{
"node": "Wait For Data",
"type": "main",
"index": 0
}
]
]
}
}
}