Book appointments with voice using VAPI & Cal.com
This template uses VAPI and Cal.com to book appointments through a voice conversation. It detects whether the user wants to check availability or book an appointment, then responds naturally with real-time scheduling options. Who is this for? This workflow is perfect for: Voice assistant developers AI receptionists and smart concierge tools Service providers (salons, clinics, coaches) needing hands-free scheduling Anyone building voice-based customer experiences What does it do? This workflow turns a natural voice conversation into a working appointment system. It starts with a Webhook connected to your VAPI voice agent. The Set node extracts user intent (like “check availability” or “book now”). A Switch node branches logic based on the intent. If the user wants to check availability, the workflow fetches available times from Cal.com. If the user wants to book, it creates a new event using Cal.com's API. The final result is sent back to VAPI as a conversational voice response. How to use it Import this workflow into your n8n instance. Set up a Webhook node and connect it to your VAPI voice agent. Add your Cal.com API token as a credential (use HTTP Header Auth). Deploy and test using VAPI’s simulator or real phone input. (Optional) Customize the OpenAI prompt if you're using it to process or moderate inputs. Requirements A working VAPI agent A Cal.com account with API access n8n (cloud or self-hosted) An understanding of how to configure webhook and API credentials in n8n Customization Ideas Swap out Cal.com with another booking API (like Calendly) Add a Google Sheets or Supabase node to log appointments Use OpenAI to summarize or sanitize voice inputs before proceeding Build multi-turn conversations in VAPI for more complex bookings
By Nabin BhandariGenerate verified job offer letters with OpenAI, Gmail and Slack
📄 AI-Powered Verified Job Offer Letter Generator Description Creating job offer letters manually is time-consuming, error-prone, and difficult to scale. This AI-powered workflow automates the entire job offer letter process — from validating candidate emails to generating and delivering professional PDF offer letters. This intelligent workflow eliminates repetitive drafting, reduces human errors, and ensures offer letters are sent only to verified email addresses, helping HR teams move faster while maintaining professionalism and accuracy. --- What This Workflow Does Transforms manual offer letter creation into a seamless, automated HR process: 📝 Capture Candidate & Job Details – Receives candidate name, email, job role, salary, joining date, and company details via webhook or form. 📧 Email Verification – Validates the candidate’s email address before sending any communication to prevent delivery errors. 🧠 AI-Powered Offer Letter Generation – Uses AI to generate a clear, professional, and structured job offer letter. 📄 HTML Offer Letter Formatting – Converts the AI-generated content into a clean and readable HTML layout. 📑 PDF Generation – Automatically converts the offer letter into a professional PDF document. 📧 Offer Letter Delivery – Sends the PDF offer letter directly to the verified candidate email. 🗂️ Document Storage – Saves a copy of the offer letter for internal records and future reference. 🔁 Confirmation Response – Returns a success response confirming completion. --- Key Features 🤖 AI Offer Letter Writing – Generates professional, ready-to-send offer letters automatically. 📧 Email Verification Built-In – Ensures offer letters are only sent to valid email addresses. 📑 PDF Generation – Creates clean, official-looking offer letters. ⚙️ End-to-End Automation – No manual drafting, formatting, or sending required. 📂 Centralized Record Keeping – Keeps copies of all generated offer letters. 🔄 Flexible Triggering – Can be triggered from HR systems, forms, or internal tools. --- Perfect For 🏢 HR & Recruitment Teams – Automate offer letter creation and delivery. 🚀 Startups & Growing Companies – Send professional offer letters without extra admin work. 🏫 Staffing & Hiring Agencies – Generate offer letters quickly for multiple candidates. 💻 Remote & Distributed Teams – Ensure consistent communication across locations. 🧠 Operations Teams – Maintain accurate records and reduce manual errors. --- What You’ll Need Required Integrations 🌐 Webhook Trigger – Receives candidate and job details. 🤖 OpenAI – Generates offer letter content. 📧 VerifyEmail – Validates candidate email addresses. 📄 HTMLCSS to PDF – Converts HTML into PDF offer letters. 📧 Gmail – Sends the offer letter email. ☁️ Google Drive (optional) – Stores generated offer letters. --- Optional Enhancements 🎨 Brand Customization – Add company logo, colors, and formatting to offer letters. 🧾 HR System Integration – Connect with ATS or HR tools for automatic triggering. 🌍 Multilingual Offer Letters – Generate offer letters in different languages. 🔐 Approval Step – Add internal approval before sending offer letters. 📊 Audit Logging – Store offer letter data in Google Sheets or databases. 📎 Additional Attachments – Include policies or onboarding documents with the offer letter. --- Quick Start 1️⃣ Import the workflow template into your n8n workspace 2️⃣ Connect credentials for OpenAI, VerifyEmail, Gmail, and HTMLCSS to PDF 3️⃣ Send test candidate data to the webhook 4️⃣ Review the generated PDF offer letter 5️⃣ Activate the workflow and start sending offer letters automatically --- Customization Options 1️⃣ Offer Letter Tone – Adjust AI prompt for formal or friendly tone. 2️⃣ Company Branding – Customize HTML layout and styling. 3️⃣ Email Content – Modify subject line and email message. 4️⃣ PDF Layout – Adjust spacing, fonts, and structure. 5️⃣ Storage Location – Change where offer letters are saved. 6️⃣ Validation Rules – Extend email or input checks. --- Expected Results ⚡ Faster Hiring Process – Generate offer letters in minutes. 🤖 Consistent Quality – Every offer letter follows a professional format. 📧 Error-Free Delivery – Verified emails reduce failed communication. 🗂️ Organized Records – All offer letters stored automatically. 🏢 Professional Candidate Experience – Clean, official documents every time. --- Workflow Structure Visualization 📝 Candidate & Job Details ↓ 📧 Email Verification ↓ 🧠 AI Offer Letter Generation ↓ 📄 HTML Formatting ↓ 📑 PDF Conversion ↓ 📧 Email Delivery ↓ 🔁 Confirmation Response --- 🚀 Ready to Automate Job Offer Letters? Import this template today and let AI handle offer letter creation, verification, and delivery — so your team can focus on hiring the right talent faster. ✨ ---
By Jitesh Dugar