💬 Book and manage auto repair appointments with Retell AI and Google Calendar
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Description
Quick overview
This workflow exposes a webhook for Retell AI phone-agent functions to check availability, book, cancel, and reschedule auto repair appointments using Google Calendar, and it notifies the shop owner via Gmail when bookings change.
How it works
- Receives a POST webhook request from Retell AI that includes a function name and call details.
- Validates the request contains a Retell call ID, then routes it to check availability, book, cancel, or reschedule based on the function name.
- For availability checks, reads that day’s Google Calendar events and returns open morning or afternoon time slots while respecting closed days and appointment length.
- For new bookings, parses the caller details and requested time, confirms the slot is still free in Google Calendar, creates the calendar event, and emails the owner via Gmail.
- For cancellations, searches Google Calendar events on the given date for an event whose title matches the caller name, deletes the event, and emails the owner via Gmail.
- For reschedules, finds the original event by caller name and date, checks the new time for conflicts, creates a new Google Calendar event, deletes the original event, and emails the owner via Gmail.
Setup
- Create and connect credentials for Google Calendar and Gmail in n8n.
- Update the shop settings (shop name, owner email, calendar ID, timezone, opening hours, closed days, and appointment length) to match your business.
- Activate the workflow, copy the production webhook URL, and configure Retell AI custom functions (check_availability, book_appointment, cancel_appointment, reschedule_appointment) to POST to that URL with the expected date/time formats.
Requirements
- Retell AI account with a phone number and a voice agent
- Google Calendar account for the shop’s appointments
- Gmail account for owner notifications
Customization
- Change slot hours, appointment length and closed days in the Set Shop Configuration node
- Restyle the owner emails in the Notify Owner and Inform Owner nodes
- Swap Gmail for Slack or SMS to notify the owner
Additional info
Retell function arguments (dates as YYYY-MM-DD, times like 9:00 AM):
- check_availability: date, time_of_day (morning or afternoon)
- book_appointment: caller_name, caller_phone, vehicle, service_needed, appointment_date, appointment_time
- cancel_appointment: caller_name, appointment_date
- reschedule_appointment: caller_name, old_date, new_date, new_time
Add “Today is {{current_time}}” at the top of your Retell prompt so the agent can turn “tomorrow” into a real date.
🔗 Nodes Used
Webhook, Google Calendar, Gmail
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File