Voice Receptionist for Appointment Management

Businesses needing automated appointment scheduling, like HVAC services. It suits companies that want to offer 24/7 booking and reduce manual administrative work. This workflow automates appointment management using a voice AI. It lets customers book, reschedule, and cancel appointments over the phone. It checks calendar availability and logs all actions. 1. Copy the Airtable base template. 2. Import this n8n workflow. 3. Connect your Google Calendar and Airtable accounts in n8n. 4. Activate the n8n workflow to get webhook URLs. 5. Configure your Vapi Assistant with the provided system prompt and webhook URLs for booking, canceling, updating, and call results. n8n instance, Vapi account, Google Calendar, and Airtable account, along with necessary API keys/credentials. You can change the system prompt to match your business name, operating hours, and specific service offerings. You can adapt the Airtable base or Google Calendar settings if your needs differ. Key Technologies: n8n,Vapi (Voice AI),Google Calendar,Airtable Automation Value: Provides 24/7 automated appointment booking, rescheduling, and cancellation. Reduces staff workload by handling routine scheduling tasks. Minimizes booking errors through automated checks. Improves customer experience with instant, voice-guided scheduling. Keeps detailed logs of all calls and appointments for future analysis. Best Practices: Ensure all API keys and credentials for Google Calendar and Airtable are securely configured and tested in n8n. Regularly review and update the Vapi system prompt to reflect current business rules, services, and promotions. Monitor the Airtable base for accurate logging of appointments and call details to ensure data integrity. Test all booking, cancellation, and update paths thoroughly to confirm the workflow handles various scenarios correctly, including missing information and calendar conflicts. Keep the node descriptions and sticky notes updated for easy understanding and maintenance of the workflow.