🤖AI-Powered Appointment Scheduling with Google Calendar & Sheets Virtual Receptionist

Automate customer conversations with an AI-powered virtual receptionist. This workflow can chat naturally with clients , answer general business questions (like services, location, and hours), check availability in Google Calendar , book appointments , and save customer details in Google Sheets. Fully customizable for any business type — salons, clinics, agencies, consultants, and more.

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📖 How It Works

1. Welcome the customer when the customer says hi

   • AI greets warmly: “Hello! I’m [AI name] from [Business name].”

2. Answer general questions

   • Provides instant replies about services, pricing, business location, hours, and availability.

3. Understand their need

   • Identifies the service requested and preferred time.

4. Check availability

   • Queries Google Calendar for open slots.

5. Gather customer details

   • Collects name, phone, and email (optional).

6. Confirm booking

   • Creates the appointment in Google Calendar.

7. Save records

   • Logs booking and customer info into Google Sheets.

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⚙️ Setup Steps (Quick)

1. Connect your Google Calendar and Google Sheets accounts.
2. Add your business details (name, type, services, hours, policies) to the Business Info Sheet.
3. Configure your OpenAI API key (or use n8n free credits).
4. Optional: Connect Twilio WhatsApp for direct chat responses.

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🏢 Example Business Info (Google Sheet)

business_id	business_name	business_type	location	phone	email	services	calendar_id	timezone	currency	working_hours	ai_name	ai_personality	ai_role	emergency_available	booking_advance_days	cancellation_hours
001	Luxe Hair Studio	Hair & Beauty Salon	123 Main Street, New York, NY 10001	1 (XXX) XXX-XXXX	[email protected]	“Haircut & Styling (60 minutes, $3500…)<br>Hair Coloring (120 minutes, $8000…)<br>…”	calendar-id-here	GMT -3	USD	Mon–Sat: 9:00 AM – 7:00 PM, Sun: Closed	bella	Friendly, Stylish, Professional	Manages bookings, answers FAQs, recommends services, gives beauty tips, sends reminders, etc.	no	10	24

✅ Purpose : Supplies context (services, pricing, hours, AI personality, booking policies).
💡 The AI uses this sheet to answer general business questions (e.g., “Where are you located?”, “Do you do hair colouring?”, “What are your working hours?”).

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📊 Appointments Sheet Example

client_number	client_name	event_id	summary	services
001	Sarah Lee	evt-10293	Appointment with Sarah Lee – Haircut & Styling	Haircut & Styling
002	John Smith	evt-10294	Appointment with John Smith – Highlights	Highlights

✅ Purpose : Logs confirmed bookings with service details and links back to Google Calendar.

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💡 Features

• ✅ AI receptionist with conversation memory
• ✅ Answers FAQs – location, services, hours, pricing
• ✅ Google Calendar integration for real-time availability
• ✅ Google Sheets integration for customer records & reporting
• ✅ Customizable AI name, role, and personality

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🔑 Who It’s For

• Salons & Spas – Manage bookings and FAQs
• Clinics & Health Services – Automated scheduling + patient info
• Agencies & Consultants – Answer inquiries + schedule meetings
• Any Service Business – Save time, improve customer experience