💬 Create an AI-powered virtual receptionist with Google Calendar & Sheets
⚡ 8,489 views · 💬 Support Chatbots
Description
🤖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.
📖 How It Works
-
Welcome the customer when the customer says hi
- AI greets warmly: “Hello! I’m [AI name] from [Business name].”
-
Answer general questions
- Provides instant replies about services, pricing, business location, hours, and availability.
-
Understand their need
- Identifies the service requested and preferred time.
-
Check availability
- Queries Google Calendar for open slots.
-
Gather customer details
- Collects name, phone, and email (optional).
-
Confirm booking
- Creates the appointment in Google Calendar.
-
Save records
- Logs booking and customer info into Google Sheets.
⚙️ Setup Steps (Quick)
- Connect your Google Calendar and Google Sheets accounts.
- Add your business details (name, type, services, hours, policies) to the Business Info Sheet.
- Configure your OpenAI API key (or use n8n free credits).
- Optional: Connect Twilio WhatsApp for direct chat responses.
🏢 Example Business Info (Google Sheet)
| business_id | business_name | business_type | location | phone | 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 | yourbusiness@email.com | “Haircut & Styling (60 minutes, $3500…) Hair Coloring (120 minutes, $8000…) …” | 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?”).
📊 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.
💡 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
🔑 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
🔗 Nodes Used
Google Sheets, AI Agent, OpenAI Chat Model, Simple Memory, Structured Output Parser, Chat Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File