Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram

Tharwat Mohamed

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2/3/2026

Google Sheets Typeform Slack Automation Data Integration

Official Page

📝 Description

Instagram AI Beauty Assistant with Booking & Calendar Automation

💄 Smart Instagram AI Assistant for Beauty & Cosmetics Brands

Help customers instantly on Instagram using a smart AI assistant designed specifically for beauty, skincare, makeup, and nail businesses. This workflow answers product questions using FAQs only, handles voice messages, and schedules consultation bookings with timezone-safe Google Calendar reservations and automatic confirmation emails.

Perfect for salons, cosmetic brands, clinics, and Instagram-first businesses.

⚙️ How it works

Customers send messages or voice notes via Instagram DM

The AI detects whether the message is:

A product or policy question

A voice message (which gets transcribed)

A request to book a consultation or meeting

Product questions are answered only using your FAQs (no hallucinations)

Booking requests:

Get grounded using the current date and time

Check available slots before booking

Collect customer details (name, phone, email, topic)

Confirmed bookings are created in Google Calendar with rich event summaries

A confirmation email is sent automatically to the customer

🧰 Setup steps

Connect your Instagram webhook or messaging API

Connect your OpenAI account (chat + voice transcription)

Connect Google Calendar for reservations

Connect Gmail for confirmation emails

Customize your FAQs and availability rules

Set your business timezone

That’s it — your Instagram assistant is ready to work 24/7 ✨

🔄 Customization tips

Update FAQs anytime without retraining the AI

Adjust tone and branding in the system message

Customize calendar summaries and email templates

Add rescheduling, cancellation, or reminders

Clone the workflow for multiple beauty brands or clients

🤝 Need Help Setting It Up or Customizing It?

If you’d like help connecting Instagram, setting up Google Calendar and Gmail, or customizing this AI assistant for your business or for clients…

📩 I offer setup and customization services including:

Instagram DM automation setup

Google Calendar & Gmail configuration

Timezone-safe booking logic

FAQ structuring and prompt tuning

Branding and tone customization

Error handling and escalation logic

You can reach me here:

Email: tharwat.elsayed2000@gmail.com

WhatsApp: +20 106 180 3236

n8n AI Assistant for Booking and FAQs

This n8n workflow creates an AI assistant that can book beauty appointments and answer frequently asked questions by integrating with various services like Google Calendar, Gmail, and Instagram. It leverages OpenAI's GPT-4 for natural language understanding and response generation.

What it does

This workflow automates the following steps:

Receives incoming requests: It starts by listening for incoming requests via a webhook. This could be triggered by messages from platforms like Instagram, emails, or other customer communication channels.
Prepares data for AI processing: It processes the incoming data, likely extracting the user's query or message.
Utilizes an AI Agent: It uses an OpenAI-powered AI Agent (likely GPT-4) to understand the user's intent.
- Conversational Memory: The AI Agent maintains a simple conversational memory to provide context-aware responses.
- Language Model: It uses an OpenAI Chat Model for generating human-like text.
- Tool Integration: The AI Agent is equipped with various tools (represented by the "OpenAI" and "HTTP Request" nodes) to perform actions like:
  - Answering FAQs: Responding to common questions.
  - Booking Appointments: Interacting with a calendar system (e.g., Google Calendar) to check availability and create bookings.
  - Sending Notifications: Potentially sending confirmation emails via Gmail or direct messages on Instagram.
Conditional Logic: It uses an "If" node to route the workflow based on the AI Agent's output. For example, if the AI determines the user wants to book an appointment, it will proceed down one path; if it's a general FAQ, it will take another.
Performs API Requests: The "HTTP Request" node is likely used to interact with external APIs for services like Google Calendar (to check availability or create events) or Instagram (to send direct messages).
Formats Output: The "Edit Fields (Set)" node is used to format the final response or data before sending it back to the user or another system.

Prerequisites/Requirements

To use this workflow, you will need:

n8n Instance: A running n8n instance.
OpenAI API Key: For the "OpenAI Chat Model" and "AI Agent" nodes to access GPT-4 capabilities.
Google Calendar Account: Configured with n8n credentials for booking appointments.
Gmail Account: Configured with n8n credentials for sending email confirmations or notifications.
Instagram Account: Configured with n8n credentials for receiving messages and sending replies (requires Instagram Business API access).
Webhook Integration: To connect your communication channels (e.g., Instagram, email parsing service) to the n8n webhook trigger.

Setup/Usage

Import the Workflow: Download the JSON provided and import it into your n8n instance.
Configure Credentials:
- Set up your OpenAI API key credential for the "OpenAI Chat Model" and "AI Agent" nodes.
- Configure your Google Calendar credential.
- Configure your Gmail credential.
- Configure your Instagram credential.
Configure Webhook:
- Activate the "Webhook" node and copy its URL.
- Set up your external applications (e.g., Instagram webhook, email forwarding rules) to send data to this URL.
Customize AI Agent: Review the "AI Agent" and "OpenAI Chat Model" configurations. You may need to fine-tune the prompts, instructions, and available tools to match your specific business logic for booking and FAQs.
Test the Workflow: Run the workflow manually or trigger it via the webhook to ensure it functions as expected. Monitor the execution logs for any errors.

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