Connect Crisphive to n8n

By the end of this guide, each time a job is confirmed in Crisphive, n8n sends one email from your Gmail to your office within a few seconds — with the customer, the visit time in your local time, the technician, the address, the job type and the job code. The second half of the page covers the Crisphive actions (book and confirm a job, find a caller) and n8n AI Agents.

n8n is a workflow automation tool: you connect boxes (called nodes) so that something happening in one app does something in another. Crisphive is a field operations platform: constraint-based scheduling on a deterministic solver that books each job and assigns the right technician automatically — and it is manageable from Claude or ChatGPT too. The Crisphive node for n8n is free and open source (n8n-nodes-crisphive on npm, MIT licence).

What you will have at the end

One email per confirmed job, sent from your Gmail. It looks like this:

Subject: Job confirmed: REQ-CA-E4QYDBXH

Customer: Sam Tremblay
Phone: +16135550188
When: Thursday, October 15, 2026 11:00 AM
Technician: Alex Morin
Address: 300 Bank Street, Ottawa
Job type: General
Job: REQ-CA-E4QYDBXH

The workflow has two nodes, left to right. It takes about 15 minutes to build.

Crisphive Trigger (On new Crisphive event)  →  Gmail — Send a message

Before you start

Step 1 — Create an n8n Cloud account

Skip this step if you already have an n8n account.

Step 2 — Create a Crisphive API key

The n8n node signs in to Crisphive with an API key — a long password that lets a program act for your business. (Zapier and Make sign in and click Approve instead; n8n does not.)

Step 3 — Install the Crisphive node and add the trigger

Step 4 — Connect your Crisphive key

A credential is where n8n stores your API key, so every Crisphive node can use it without you pasting the key again.

Step 5 — Choose the event and catch a real one

The fields this guide uses from object:

Step 6 — Send the email (Gmail)

Copy all of this and paste it into Message in one go; n8n turns each {{ … }} into an expression and shows a preview under the field:

Customer: {{ $json.object.customer.name }}<br>Phone: {{ $json.object.customer.phone }}<br>When: {{ DateTime.fromISO($json.object.schedule.scheduled_at).setZone($json.object.schedule.business_timezone).toFormat("cccc, LLLL d, yyyy h:mm a") }}<br>Technician: {{ $json.object.assignment.technician.full_name }}<br>Address: {{ $json.object.address.line }}, {{ $json.object.address.city }}<br>Job type: {{ $json.object.job_type_name }}<br>Job: {{ $json.object.short_code }}

The When line turns the UTC start time into your business’s local time: 2026-10-15T15:00:00Z becomes Thursday, October 15, 2026 11:00 AM for a business in America/Toronto.

Step 7 — Test, then turn it on

On the Crisphive side, Settings → Developer → Webhooks (crisphive.com/app/settings/developer/webhooks) lists an endpoint on <name>.app.n8n.cloud/webhook/… named n8n trigger, 1 event, status Active, with a secret that expires one year after it was created.

Templates

Ready-made automations you import instead of building. Each card says what the template does, what is inside and why it is safe before you take it.

To use it:

To build it by hand instead: n8n Form Trigger (or your form tool’s webhook) → Crisphive Book and Confirm Job → If confirmed is true → email the customer; otherwise → post to your team channel. The values below use n8n expressions ({{ … }}); type them in the field’s Expression mode.

Crisphive node — Operation: Book and Confirm Job
Customer:                     New or Returning Caller
Full Name:                    {{ $json["Full name"] }}
Address Line:                 {{ $json["Street address"] }}
Start (Business Local Time):  {{ $json["Preferred date"] }}T09:00:00
Additional Fields:
  Phone (E.164):              {{ $json["Phone"] }}
  Email:                      {{ $json["Email"] }}
  City:                       {{ $json["City"] }}
  Postal Code:                {{ $json["Postal code"] }}
  Country:                    CA
  Description:                {{ $json["What do you need?"] }}

If node — condition:  {{ $json.confirmed }}  is true
  true  → "Booked: {{ $json.short_code }}"
  false → "Needs a time: {{ $json.short_code }} ({{ $json.refusal.error_code }})"

More templates. Two more workflows business owners ask for. Their values use n8n expressions too.

Job completed → review request. Crisphive Trigger (Job Completed, Fetch Full Job on) → Send Email / Gmail.

To:       {{ $json.object.customer.email }}
Subject:  Thanks for choosing us — job {{ $json.object.short_code }}
Body:     Hi {{ $json.object.customer.name }}, your visit is complete.
          Would you leave us a quick review? [your review link]

New customer → spreadsheet or CRM. Crisphive Trigger (Customer Created) → Google Sheets “Append row” with {{ $json.object.full_name }}, {{ $json.object.phone }}, {{ $json.object.email }} and {{ $json.event_id }} (keep the event ID: Crisphive delivers at least once, so a repeat delivery has the same ID and can be skipped).

What the app can do

The next sections are reference for the five Crisphive actions, the trigger and n8n AI Agents. They use the same Crisphive account credential as the trigger. Every job type you book needs a default duration (Crisphive → Settings → Job Types); the built-in “General” type already has one (60 minutes) and is used when you do not choose a type.

Book and Confirm Job

This is the operation most workflows need. Add a Crisphive node, choose your Crisphive account credential and set Operation to Book and Confirm Job. The Customer field decides which other fields appear.

A successful run returns one item like this:

{
  "job_id": "7b2f0c1e-3a44-4d1b-9a5e-0e6f1c2d3b4a",
  "short_code": "REQ-CA-YCNFQUUV",
  "customer_id": "c4d1a9e2-8f3b-4c6d-a1e2-5f7b9c0d1e2f",
  "customer_url": "https://crisphive.com/…",
  "confirmed": true,
  "scheduled_at": "2026-10-06T14:00:00Z",
  "assigned_technician_id": "1e9d7c5b-3a2f-4e1d-8c7b-6a5f4e3d2c1b"
}

• scheduled_at in the answer is in UTC (Z). 14:00 UTC is 10:00 in Ottawa in October — the same moment you asked for.
• short_code is the human-friendly job reference to send to the customer or a team channel.
• When confirmed is false, the job was saved but no technician can take it at that time. The answer carries a refusal object (for example "error_code": "JOB_REQUEST_NO_TECHNICIAN_AVAILABLE") and the job waits in the coordinator’s queue in the dashboard. Route it to a person — do not run the booking again.

Find Customer by Phone

The match is exact on the stored number. The node returns one item with a customers list (up to 5) and a meta object. Use {{ $json.customers.length }} in an If node: 1 means you found the caller, 0 means a new caller. Each customer carries id, full_name, tier, status, request_count and last_request_at — the list does not repeat the phone and email.

Create Customer

If you add neither a phone nor an email, the node stops with “Add a Phone or an Email under Additional Fields” before calling Crisphive. The output is { "customer_id": "…" }. A customer created this way has no address yet, so book them with New or Returning Caller (which sends the address), not with their ID.

Get Job and List Job Types

• Get Job — one required field, Job ID: the job’s UUID (job_id from Book and Confirm Job, or object.id from the trigger). Returns the full job: short_code, current_status, schedule, assignment, customer (name, phone, email), address, job_type_name, description.
• List Job Types — no fields. Returns your active job types with their IDs and default durations. Copy an id into Book and Confirm Job → Additional Fields → Job Type ID.

Crisphive Trigger reference

The Crisphive Trigger node is instant: when you publish the workflow, n8n registers a webhook in Crisphive (it appears under Settings → Developer → Webhooks as n8n trigger). Crisphive then calls n8n within seconds of each event. Steps 3 to 7 above show it end to end; these are the rules behind it.

• The key needs the trigger scopes. Subscribing and removing the webhook needs developer_manage_api_keys (Manage API keys), and listing the events needs developer_view (View developer settings) — together developer_view and developer_manage_api_keys. A restricted key without them is refused when the trigger subscribes (API_KEY_SCOPE_INSUFFICIENT); it can still run the Crisphive actions. Creating such a key in the dashboard needs Developer access, which by default only the Owner has.
• Permissions decide the events. customer.* needs customers_view, job_request.* needs job_view, technician.* needs team_view. An event the key cannot read is refused with WEBHOOK_EVENT_NOT_PERMITTED, naming the missing permission.
• Event Names or IDs starts with Job Completed chosen; you can choose several events in one trigger. The list is read live from Crisphive, so new events appear without updating the node.
• Fetch Full Job (on by default): a job event itself carries only the job’s ID, short code and status; with this on, the node reads the whole job before your workflow continues.
• Self-hosted only: public HTTPS address. Crisphive must be able to reach n8n. On a server, set WEBHOOK_URL to your public n8n address (for example https://n8n.yourcompany.com/) and, behind a reverse proxy, N8N_PROXY_HOPS=1. On a laptop, run a tunnel and set WEBHOOK_URL to the tunnel address — and open n8n on that address, not on localhost. n8n Cloud needs none of this.
• Up to 25 active webhooks per environment per business. Every published trigger uses one.

Each event becomes one item:

{
  "event_id": "evt_…",
  "type": "job_request.completed",
  "object": {
    "id": "7b2f0c1e-3a44-4d1b-9a5e-0e6f1c2d3b4a",
    "short_code": "REQ-CA-YCNFQUUV",
    "current_status": { "key": "completed", "display_name": "Completed" },
    "customer": { "name": "Alex Martin", "phone": "+16135550177", "email": "alex.martin@example.com" },
    "address": { "line": "145 Laurier Avenue West", "…": "…" },
    "schedule": { "scheduled_at": "2026-10-06T14:00:00Z", "…": "…" }
  }
}

• Security. Every delivery carries a Crisphive-Signature header (HMAC-SHA256 of the exact request body with the subscription’s secret). The node checks it, refuses anything unsigned or older than 5 minutes with 401, and never starts the workflow for a forged call. Crisphive’s first message, a ping, is answered and ignored.
• Lifetime. The node asks for the maximum secret lifetime, 365 days. After that Crisphive disables the webhook and emails the Owner; unpublish the workflow and publish it again to subscribe again. Put the date in your calendar.
• A subscription stops by itself when the API key that created it is revoked. If you replace the key, unpublish and publish again every workflow that has a Crisphive Trigger.

Use Crisphive from an n8n AI Agent

There are two ways. Choose option A to use the Crisphive node you installed (on n8n Cloud or self-hosted). Choose option B if you want the agent to pick from the Crisphive MCP tools itself.

Option A — the Crisphive node as a tool.

Option B — the MCP Client Tool (no installation).

System prompt for a booking agent (replace the bracketed parts):

You book service visits for [Business name], a [trade] company in [city].
Times are in [Business timezone, e.g. America/Toronto].

1. Ask for the customer's phone number and look them up with "Find Customer
   by Phone" (E.164, e.g. +16135550177). If one customer comes back, greet
   them by name. Never guess between several matches.
2. Always ask for and confirm the service address for THIS visit (street,
   city, postal code), and spell the customer's name back before booking.
3. Ask what the problem is; it becomes the job description.
4. Agree a start time. Send it as the business's local time with no offset,
   e.g. 2026-10-06T10:00:00.
5. Book once with "Book and Confirm Job", Customer = New or Returning Caller,
   with the name, phone (or email) and the address. Do not retry.
6. Only if confirmed is true, read back the date, time and short_code. If it
   is false, say the office will call back to confirm a time.

Rules: never quote a price. Only turn on SMS Consent if the customer
explicitly agrees to text messages.

Retries never book twice

Every write the node makes carries an Idempotency-Key — a label that tells Crisphive “this is the same request as before”. The node builds it from the n8n execution ID and the item number. So:

• If a Crisphive step fails on a network blip and n8n retries it inside the same execution (the node’s Retry On Fail setting), Crisphive replays the first answer instead of booking a second job.
• Each item in one execution gets its own key, so ten form rows book ten jobs.
• A new execution — a new trigger event, or running the workflow again by hand — is a new booking. That is why you must not re-run a booking whose answer was confirmed: false: the job already exists in the queue.
• Writes are Book and Confirm Job and Create Customer. Reads (Find Customer, Get Job, List Job Types) are always safe to repeat.

Test the actions

Use these fictional details. The 555-01xx range and example.com are reserved for fiction, and Crisphive never texts or emails them.

Self-hosted n8n: install from Community Nodes

On a self-hosted n8n (Docker, npm, your own server), install the package yourself. You need to be the n8n owner or an admin.

Good to know

• The customer’s email is in the job only if the customer has one. Customers created from a phone call often have only a phone number.
• The webhook lasts one year. Crisphive gives it a 365-day signing secret. The Owner and Administrators get an email 7 days before it ends.
• The key lasts the days you chose (30 in Step 2). A key cannot be extended: before it expires, create a new key, paste it into the Crisphive account credential, and revoke the old one.
• Each confirmed job is one n8n execution. The n8n Cloud trial counts them (0/1000 Executions).

Troubleshooting

Go live

Related guides and reference

• Automation platforms overview — what every automation integration shares
• Zapier — book jobs from any Zap; instant job and customer triggers
• Make — the same booking and triggers in Make scenarios
• MCP server reference — every tool, the tool profiles and client setup
• Webhooks reference — events, signatures and retries
• Book and confirm a job — the API call behind every booking step