Habeeb Mohammed
Automation expert who build's systems that deliver a ROI | Ai & Data science engineer
Templates by Habeeb Mohammed
Voice appointment booking & confirmation system with Vapi, Gemini & Google Calendar
AI Voice Appointment Booking with Vapi and Google Calendar Build an intelligent appointment booking system that lets customers schedule appointments through natural voice conversations. This workflow connects Vapi AI assistant with Google Calendar to check availability, create appointments, and send professional confirmation emails automatically. Who's It For Healthcare providers, consultants, service businesses, coaches, salons, or any business that schedules appointments and wants to automate booking through voice calls. What It Does This workflow creates two powerful tools for your Vapi voice assistant: Availability Checker: When customers ask about available time slots, the assistant calls this workflow which fetches busy times from Google Calendar, processes them through an AI agent, and returns open slots in natural language. Appointment Creator: Once the customer confirms their preferred time, the assistant triggers this workflow to create the calendar event and send a branded confirmation email with all appointment details. The entire booking process happens conversationally without requiring customers to navigate websites or apps. How It Works Availability Flow: Customer asks Vapi assistant to check availability for a specific date Vapi calls the first webhook with the requested date Workflow queries Google Calendar for busy slots that day JavaScript code formats the busy times into readable text AI agent analyzes the schedule and identifies available time windows Available slots are returned to Vapi in natural language Assistant presents options to the customer Booking Flow: Customer confirms their chosen appointment time and provides details Vapi calls the second webhook with name, email, date/time, and appointment type Workflow creates the calendar event in Google Calendar Professional HTML confirmation email is sent via Gmail Success confirmation is returned to Vapi Assistant confirms the booking to the customer Requirements Vapi account with a configured voice assistant Google Calendar for appointment management Gmail account for sending confirmation emails Google Gemini API key for availability analysis How to Set Up Activate the Workflow Import this template and activate it to generate the two webhook URLs. Configure Google Calendar In both calendar nodes, select your appointment calendar and set your timezone. Connect Gmail Add your Gmail credentials to the email node and customize the confirmation email template with your branding. Set Business Hours In the Availability Checker AI agent node, update the system message to reflect your operating hours. Create Vapi Tools In your Vapi assistant dashboard, add two server tools: Tool 1: availability_checker Function name: availability_checker Description: "Checks available appointment slots for a specific date" Server URL: Your first webhook URL Parameters: date (string, required, ISO 8601 format) Tool 2: Creatingtheappointmentandsendingtheconfirmation_email Function name: Creatingtheappointmentandsendingtheconfirmation_email Description: "Creates appointment and sends confirmation email" Server URL: Your second webhook URL Parameters: Name, Email, date and time, Appointment type (all strings, all required) Update Assistant Prompt Ensure your Vapi assistant knows when to call each tool based on customer requests. Vapi Configuration Download the complete Vapi assistant configuration: vapi-config.json Test End-to-End Call your Vapi assistant and test the complete booking flow. How to Customize Appointment Duration: Change the 30-minute default in the "Create an event" node by modifying the .plus(30, 'mins') expression. Email Template: Edit the HTML in the "Send confirmation email" node to match your brand colors, logo, and messaging. Business Hours: Update the system message in the "Availability checker" AI agent node to reflect when you accept appointments. Timezone: Ensure both Google Calendar nodes use your correct timezone for accurate scheduling. Calendar Selection: Point both calendar nodes to the same Google Calendar to avoid double-bookings. Appointment Types: Customize the event description format in the "Create an event" node to include relevant details for your business. This workflow transforms appointment scheduling from a manual back-and-forth into an automated, professional experience that runs 24/7 through voice conversations.
By Habeeb MohammedTrack personal finances in Google Sheets with AI agent via Slack
Who's it for This workflow is perfect for individuals who want to maintain detailed financial records without the overhead of complex budgeting apps. If you prefer natural language over data entry forms and want an AI assistant to handle the bookkeeping, this template is for you. It's especially useful for: People who want to track cash and online transactions separately Anyone who lends money to friends/family and needs debt tracking Users comfortable with Slack as their primary interface Those who prefer conversational interactions over manual spreadsheet updates What it does This AI-powered finance tracker transforms your Slack workspace into a personal finance command center. Simply mention your bot with transactions in plain English (e.g., "₹500 cash food, borrowed ₹1000 from John"), and the AI agent will: Parse transactions using natural language understanding via Google Gemini Calculate balance changes for cash and online accounts Show a preview of changes before saving anything Update Google Sheets only after you approve Track debts (who owes you, who you owe, repayments) Send daily reminders at 11 PM with current balances and active debts The workflow maintains conversational context using PostgreSQL memory, so you can say things like "yesterday's transactions" or "that payment to Sarah" and it understands the context. How it works Scheduled Daily Check-in (11 PM) Fetches current balances from Google Sheets Retrieves all active debts Formats and sends a Slack message with balance summary Prompts you to share the day's transactions AI Agent Transaction Processing When you mention the bot in Slack: Phase 1: Parse & Analyze Extracts amount, payment type (cash/online), category (food, travel, etc.) Identifies transaction type (expense, income, borrowed, lent, repaid) Stores conversation context in PostgreSQL memory Phase 2: Calculate & Preview Reads current balances from Google Sheets Calculates new balances based on transactions Shows formatted preview with projected changes Waits for your approval ("yes"/"no") Phase 3: Update Database (only after approval) Logs transactions with unique IDs and timestamps Updates debt records with person names and status Recalculates and stores new balances Handles debt lifecycle (Active → Settled) Phase 4: Confirmation Sends success message with updated balances Shows active debts summary Includes logging timestamp Requirements Essential Services: n8n instance (self-hosted or cloud) Slack workspace with admin access Google account Google Gemini API key PostgreSQL database Recommended: Claude AI model (mentioned in workflow notes as better alternative to Gemini) How to set up Google Sheets Setup Create a new Google Sheet with three tabs named exactly: Balances Tab: | Date | CashBalance | OnlineBalance | Total_Balance | |------|--------------|----------------|---------------| Transactions Tab: | TransactionID | Date | Time | Amount | PaymentType | Category | TransactionType | PersonName | Description | Added_At | |----------------|------|------|--------|--------------|----------|------------------|-------------|-------------|----------| Debts Tab: | PersonName | Amount | Type | Datecreated | Status | Notes | |-------------|--------|------|--------------|--------|-------| Add header rows and one initial balance row in the Balances tab with today's date and starting amounts. Slack App Setup Go to api.slack.com/apps and create a new app Under OAuth & Permissions, add these Bot Token Scopes: app_mentions:read chat:write channels:read Install the app to your workspace Copy the Bot User OAuth Token Create a dedicated channel (e.g., personal-finance-tracker) Invite your bot to the channel Google Gemini API Visit ai.google.dev Create an API key Save it for n8n credentials setup PostgreSQL Database Set up a PostgreSQL database (you can use Supabase free tier): Create a new project Note down connection details (host, port, database name, user, password) The workflow will auto-create the required table n8n Workflow Configuration Import the workflow and configure: A. Credentials Google Sheets OAuth2: Connect your Google account Slack API: Add your Bot User OAuth Token Google Gemini API: Add your API key PostgreSQL: Add database connection details B. Update Node Parameters All Google Sheets nodes: Select your finance spreadsheet Slack nodes: Select your finance channel Schedule Trigger: Adjust time if you prefer a different check-in hour (default: 11 PM) Postgres Chat Memory: Change sessionKey to something unique (e.g., financetrackeryour_name) Keep tableName as n8nchathistory_finance or rename consistently C. Slack Trigger Setup Activate the "Bot Mention trigger" node Copy the webhook URL from n8n In Slack App settings, go to Event Subscriptions Enable events and paste the webhook URL Subscribe to bot event: app_mention Save changes Test the Workflow Activate both workflow branches (scheduled and agent) In your Slack channel, mention the bot: @YourBot ₹100 cash snacks Bot should respond with a preview Reply "yes" to approve Verify Google Sheets are updated How to customize Change Transaction Categories Edit the AI Agent's system message to add/remove categories. Current categories: travel, food, entertainment, utilities, shopping, health, education, other Modify Daily Check-in Time Change the Schedule Trigger's triggerAtHour value (0-23 in 24-hour format). Add Currency Support Replace ₹ with your currency symbol in: Format Daily Message code node AI Agent system prompt examples Switch AI Models The workflow uses Google Gemini, but notes recommend Claude. To switch: Replace "Google Gemini Chat Model" node Add Claude credentials Connect to AI Agent node Customize Debt Types Modify AI Agent's system prompt to change debt handling logic: Currently: IOwe and TheyOwe_Me You can add more types or change naming Add More Payment Methods Current: cash, online To add more (e.g., credit card): Update AI Agent prompt Modify Balances sheet structure Update balance calculation logic Change Approval Keywords Edit AI Agent's Phase 2 approval logic to recognize different approval phrases. Add Spending Analytics Extend the daily check-in to calculate: Weekly/monthly spending summaries Category-wise breakdowns Use additional Code nodes to process transaction history Important Notes ⚠️ Never trigger with normal messages - Only use app mentions (@botname) to avoid infinite loops where the bot replies to its own messages. 💡 Context Awareness - The bot remembers conversation history, so you can reference "yesterday", "last week", or previous transactions naturally. 🔒 Data Privacy - All your financial data stays in your Google Sheets and PostgreSQL database. The AI only processes transaction text temporarily. 📊 Backup Regularly - Export your Google Sheets periodically as backup. --- Pro Tips: Start with small test transactions to ensure everything works Use consistent person names for debt tracking The bot understands various formats: "₹500 cash food" = "paid 500 rupees in cash for food" You can batch transactions in one message: "₹100 travel, ₹200 food, ₹50 snacks"
By Habeeb Mohammed