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Qualifying appointment requests with AI & n8n forms

JimleukJimleuk
16664 views
2/3/2026
Data IngestionBigQueryGoogle CloudHTTP RequestBatch Processing
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This n8n template builds upon a simple appointment request form design which uses AI to qualify if the incoming enquiry is suitable and/or time-worthy of an appointment.

This demonstrates a lighter approach to using AI in your templates but handles a technically difficult problem - contextual understanding! This example can be used in a variety of contexts where figuring out what is and isn't relevant can save a lot of time for your organisation.

How it works

  • We start with a form trigger which asks for the purpose of the appointment.
  • Instantly, we can qualify this by using a text classifier node which uses AI's contextual understanding to ensure the appointment is worthwhile. If not, an alternative is suggested instead.
  • Multi-page forms are then used to set the terms of the appointment and ask the user for a desired date and time.
  • An acknowledgement is sent to the user while an approval by email process is triggered in the background.
  • In a subworkflow, we use Gmail with the wait for approval operation to send an approval form to the admin user who can either confirm or decline the appointment request.
  • When approved, a Google Calendar event is created. When declined, the user is notified via email that the appointment request was declined.

How to use

  • Modify the enquiry classifier to determine which contexts are relevant to you.
  • Configure the wait for approval node to send to an email address which is accessible to all appropriate team members.

Requirements

  • OpenAI for LLM
  • Gmail for Email
  • Google Calendar for Appointments

Customising this workflow

  • Not using Google Mail or Calendar? Feel free to swap this with other services.
  • The wait for approval step is optional. Remove if you wish to handle appointment request resolution in another way.

n8n Workflow: AI-Powered Qualifying Appointment Requests

This n8n workflow streamlines the process of handling incoming appointment requests by leveraging AI to classify the request and then routing it appropriately. It allows for human review and ensures that only qualified requests lead to calendar events and notifications.

What it does

This workflow automates the following steps:

  1. Receives Appointment Requests: It starts by listening for submissions from an n8n Form, which collects details for an appointment request.
  2. Classifies Request with AI: The submitted request details are fed into an AI Text Classifier (powered by an OpenAI Chat Model) to determine if the request is "qualified" or "not qualified".
  3. Routes Based on Qualification:
    • Qualified Requests: If the AI classifies the request as "qualified", the workflow proceeds to create a Google Calendar event and send a Gmail notification.
    • Not Qualified Requests: If the AI classifies the request as "not qualified", the workflow triggers a sub-workflow for further processing (e.g., sending a different notification, logging, or requiring manual review).
  4. Creates Calendar Event (Qualified): For qualified requests, a new event is created in Google Calendar with the relevant appointment details.
  5. Sends Email Notification (Qualified): A Gmail notification is sent for qualified requests, likely to the requester or an internal team, confirming the appointment.
  6. Triggers Sub-workflow (Not Qualified): For requests deemed "not qualified" by the AI, a separate sub-workflow is executed, allowing for distinct handling of these requests.

Prerequisites/Requirements

To use this workflow, you will need:

  • n8n Instance: A running n8n instance.
  • OpenAI API Key: For the "OpenAI Chat Model" node used by the Text Classifier.
  • Google Calendar Account: Configured as a credential in n8n for creating events.
  • Gmail Account: Configured as a credential in n8n for sending emails.
  • n8n Form: The form that triggers this workflow.
  • A Sub-workflow: Another n8n workflow that will be executed for "not qualified" requests.

Setup/Usage

  1. Import the Workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • Set up your OpenAI API Key credential for the "OpenAI Chat Model" node.
    • Configure your Google Calendar OAuth2 credential.
    • Configure your Gmail OAuth2 credential.
  3. Set up the n8n Form:
    • Ensure the "n8n Form Trigger" node is configured to listen for submissions from your desired form.
    • Design your n8n form to collect the necessary appointment request details that the AI will classify.
  4. Configure the AI Text Classifier:
    • Review and adjust the "Text Classifier" node's prompt and labels to accurately classify your specific appointment requests as "qualified" or "not qualified".
  5. Configure Google Calendar:
    • In the "Google Calendar" node, specify the calendar ID and map the incoming form data to the event details (summary, description, start/end times).
  6. Configure Gmail:
    • In the "Gmail" node, set the recipient, subject, and body of the email using data from the form submission.
  7. Configure the Sub-workflow:
    • In the "Execute Workflow" node, select the specific n8n workflow you want to trigger for "not qualified" requests. Ensure this sub-workflow is designed to handle the data it receives.
  8. Activate the Workflow: Once all configurations are complete, activate the workflow in n8n.

Now, every time your n8n form is submitted, this workflow will automatically process the request, classify it using AI, and route it for appropriate action.

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