AI-Powered Appointment Scheduler & Qualifier Agent

Unlock Efficient Appointment Management with this AI Agent

This n8n workflow acts as an intelligent AI Agent designed to streamline your appointment scheduling from start to finish. It begins by using OpenAI's language understanding to qualify incoming enquiries, ensuring only relevant requests proceed. Users are then guided through a user-friendly, multi-step form to provide details, accept terms, and select a preferred date and time. The agent then automates sending an acknowledgement, initiating an admin approval process via email, and upon approval, creates the event directly in Google Calendar. For B2C e-commerce and B2B SaaS, this means less manual work, better qualified leads, and a smoother experience for your prospects and clients.

This AI Agent has key abilities in enquiry qualification and enquiry summarization.

Key Features & Benefits

• AI-Driven Enquiry Qualification: Leverages OpenAI to analyze initial enquiries, filtering out irrelevant requests and saving valuable time.
• Intelligent Enquiry Summarization: Automatically generates a concise summary of the user's enquiry for quick admin review during the approval process.
• Multi-Step Form Experience: Breaks down the information gathering process into manageable steps (initial enquiry, terms & conditions, date/time selection), improving user experience and completion rates.
• Automated Terms & Conditions: Ensures users accept your terms before proceeding with the booking.
• Dynamic Date & Time Selection: Offers users a choice of available dates (e.g., next 5 weekdays) and predefined time slots.
• Human-in-the-Loop Approval: Sends an approval request to an admin via Gmail, allowing for a manual check before confirming appointments.
• Automated Google Calendar Integration: Creates calendar events automatically with meeting details and attendees upon approval.
• Email Notifications: Keeps both the user and admin informed throughout the process with automated email receipts, approval requests, and confirmations/rejections.

• An n8n instance (Cloud or self-hosted).
• OpenAI API Key with access to a suitable model (e.g., gpt-3.5-turbo or gpt-4).
• Gmail credentials (for an account that can send emails and where an admin can receive and act on approval requests).
• Google Calendar credentials (for the calendar where appointments will be scheduled).

1. Download the n8n workflow JSON file.
2. Import the workflow into your n8n instance.
3. Configure the 'n8n Form Trigger' node: You can customize the path for the form URL (e.g., schedule-consultation).
4. Configure OpenAI Nodes:
   • Locate the 'OpenAI Chat Model' node connected to 'Enquiry Classifier'. Select or create your OpenAI API credentials.
   • Locate the 'OpenAI Chat Model1' node connected to 'Summarise Enquiry'. Select or create your OpenAI API credentials.
5. Customize 'Enquiry Classifier' Node: Review and adjust the categories and their descriptions to match your specific qualification criteria. The default is set for enquiries about AI, automation, etc.
6. Configure Gmail Nodes:
   • 'Send Receipt': Select/create Gmail credentials. Customize email subject/body if needed.
   • 'Wait for Approval': Select/create Gmail credentials. Crucially, change the Send To email address from admin@example.com to your actual admin email address where approval requests should be sent.
   • 'Send Rejection': Select/create Gmail credentials. Customize if needed.
7. Configure 'Create Appointment' Google Calendar Node: Select or create your Google Calendar credentials. Choose the specific Calendar where events should be created. Customize event summary and description templates if desired.
8. Review Form Content: Check all Form nodes ('n8n Form Trigger', 'Terms & Conditions', 'Enter Date & Time', 'Form End', 'Decline', 'Decline1') for titles, descriptions, and messages. Customize them to fit your brand and process.
9. Test the workflow thoroughly by submitting the form with different scenarios (relevant enquiry, irrelevant enquiry, accepting/declining T&Cs, admin approving/declining).
10. Activate the workflow to make it live.