WhatsApp Appointments AI Agent with Google Calendar integration

Description

Use this template to create a WhatsApp automation: WhatsApp Appointments AI Agent with Google Calendar integration

📅 WhatsApp Appointment Booking Workflow (n8n) This n8n workflow automates appointment scheduling through WhatsApp for any business offering time-based services (e.g. clinics, consultancies, salons, etc.). It combines AI-driven messaging with Google services to streamline the entire booking process.

🔧 Tools & Services Used WaliChat Trigger: Captures incoming WhatsApp messages.

Langchain AI Agent: Manages the conversational flow, understands intent, and gathers required info.

Google Calendar: Checks for availability and books appointments.

Google Sheets: Stores and updates client records and booking info.

Gmail: Sends personalized appointment confirmations.

OpenAI (gpt-4o-mini): Generates intelligent and friendly chat replies.

Audio Transcription (Optional): Converts voice messages to text for processing.

📋 Step-by-Step Workflow Description

1. Trigger: Incoming WhatsApp Message The flow starts when a new message (text or voice) is received via WaliChat.

2. Message Type Detection The system checks whether the message is:

Text: Processes it directly.

Voice: Downloads and transcribes it using OpenAI.

3. AI Agent Engagement The AI assistant analyzes the first message and responds naturally.

It then asks if the user would like to book an appointment.

If the user agrees, it collects the following information in strict order:

Email address (used as a unique identifier)

Full name

Phone number

After each input, the AI updates Google Sheets (adding or updating rows as needed).

4. Purpose of Appointment The assistant asks what the user would like to discuss during the appointment.

This input is recorded in the sheet as notes or discussion topic.

5. Appointment Slot Offering The system checks Google Calendar for available 30-minute time blocks.

Only time slots during business hours are offered:

Monday to Friday

Morning: 09:00–12:00

Afternoon: 13:00–17:00 (noon hour excluded)

The next 5 available slots (at least 24h in the future) are displayed in the user’s local time (e.g., London).

6. Appointment Confirmation Once the user picks a time:

A calendar event is created.

The associated Google Sheets row is updated with the confirmed date/time (stored in system time).

A confirmation email is sent via Gmail.

🕒 Timezone Notes Users are assumed to be in a fixed known timezone (e.g., London).

Internally, scheduling and calendar checks are based on a consistent system timezone (e.g., German time).

✅ Key Benefits Fully automated booking via WhatsApp — no human intervention needed.

Works with both text and voice messages.

Eliminates double bookings by checking calendar availability.

Centralized data collection in Google Sheets.

Professional email confirmations sent instantly.