At Grin Reapers Automation, we build systems that ensure no one gets missed—especially when timely follow-up matters. For our client K9s for Camo, we created an automated Veteran Waiting Alert workflow designed to monitor waiting timelines and trigger proactive alerts at key milestones.
This workflow runs on a schedule, checks a live Google Sheet of veteran records, calculates time-based thresholds, updates each row automatically, and sends notification emails when an individual reaches the defined waiting period (in this case, 90 days).
The result: a reliable, hands-free reminder system that supports consistent communication and reduces manual tracking.
The Challenge: Manual Waiting List Monitoring Is Easy to Miss
Organizations managing waiting lists often rely on spreadsheets to track application or intake timelines. But over time, manual monitoring becomes difficult:
Dates get overlooked
Follow-ups can be delayed
Staff must repeatedly check records
Updates aren't always consistent
Important cases may slip through the cracks
K9s for Camo needed a solution that would:
- Continuously monitor the waiting list
- Flag records approaching or exceeding 90 days
- Automatically send alerts when action is needed
- Keep the sheet updated without manual work
- Run reliably on a schedule in the background
The Solution: A 90-Day Waiting Alert System Built in n8n
We designed and deployed an automation workflow in n8n that turns a spreadsheet into an active monitoring system.
Instead of relying on someone to review rows manually, the workflow:
- Pulls the latest data automatically
- Calculates time elapsed per record
- Identifies who crosses the 90-day threshold
- Updates statuses and timestamps
- Sends email notifications instantly
How the Workflow Works (Based on the n8n Build)
Schedule Trigger (Automated Monitoring)
The workflow starts with a Schedule Trigger, meaning it can run daily, weekly, or at any cadence required. This ensures consistent monitoring without human effort.
Pulls Records From Google Sheets
Next, it uses Google Sheets to read rows from the waiting list tracker. This provides the latest record data every time it runs.
Calculates Waiting Time (JavaScript Processing)
A JavaScript step processes each record to compute waiting duration based on stored timestamps/dates. This allows the workflow to determine whether each entry is:
- Below the threshold
- Approaching the threshold
- Past the 90-day mark
Conditional Check: Does This Record Require Action?
Using IF logic, the workflow determines which rows meet the criteria (90+ days waiting) and routes them into the alert path. Records that don't meet the threshold are skipped—keeping the automation efficient.
Updates the Google Sheet Automatically
For rows that meet the alert conditions, the workflow updates the Google Sheet, such as:
- Status flags (e.g., "Alert Sent")
- Notes or internal markers
- Updated timestamps or follow-up fields
This creates a clear audit trail and prevents duplicate notifications.
Sends Email Alerts Automatically
Finally, the workflow triggers a Gmail step to send a message when a veteran reaches the waiting threshold. This ensures staff are alerted immediately and can respond quickly.
The Results for K9s for Camo
✔ Zero Manual Monitoring
The waiting list is now monitored automatically on a schedule.
✔ Consistent Follow-Up Triggers
Alerts are sent based on logic—no guesswork, no missed records.
✔ Real-Time Sheet Updates
Statuses update automatically, creating transparency and tracking.
✔ Reduced Administrative Load
The workflow eliminates repetitive spreadsheet checking and manual reminders.
✔ Scalable System
This can easily be expanded to support multiple timeframes, categories, or different workflows.
Why This Automation Matters
This system helps K9s for Camo stay proactive by ensuring follow-ups happen on time—without relying on manual tracking.
It improves reliability, consistency, and operational efficiency, making the organization more responsive and organized.
Ready for Expansion
This workflow can easily be enhanced to include:
Multiple thresholds (30 / 60 / 90 / 120 days)
Automated SMS alerts in addition to email
Assigned staff notifications based on region or category
Dashboard reporting in Google Sheets
Automated follow-up sequences and templates
Logging all alerts in a master "Activity" sheet
Final Thoughts
This Veteran Waiting Alert automation is a simple but powerful example of what n8n can do when paired with structured data and smart logic.
For K9s for Camo, it replaces manual monitoring with a consistent, automated system that helps ensure veterans receive attention at the right time—every time.
If your organization or business relies on spreadsheets and time-based follow-ups, we can build a similar system customized to your needs.
Ready to Automate Your Waiting List or Follow-Up System?
Let's build a custom automation that ensures no one slips through the cracks—whether it's veterans, clients, or leads.
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