Automate Call Scheduling with Voice AI Receptionist using Vapi, Google Calendar & Airtable

This n8n workflow automates the process of scheduling calls with a Voice AI Receptionist (likely Vapi, though not explicitly in the JSON) and managing these appointments in Google Calendar and Airtable. It acts as a backend for a voice AI system, handling the data received from a call and integrating it with your scheduling and CRM tools.

What it does

This workflow streamlines the appointment scheduling process by:

1. Receiving Call Data: Listens for incoming POST requests, likely from a Voice AI platform (e.g., Vapi) after a call is completed. This webhook is expected to contain details about the call and the user's intent.
2. Extracting and Formatting Data: Processes the received data to extract relevant information for scheduling, such as the event title, start and end times, and attendee email. It uses a "Set" node to structure this data for subsequent steps.
3. Conditional Logic for Scheduling: Checks if an attendeeEmail is present in the received data.
   • If an email is present:
     • Creates a Google Calendar Event: Schedules a new event in Google Calendar with the extracted details, including the attendee.
     • Adds Record to Airtable: Creates a new record in a specified Airtable base and table, storing the call details and the newly created Google Calendar event ID.
   • If no email is present:
     • Responds to Webhook: Sends a response back to the originating webhook, indicating that no email was provided and therefore no event was scheduled. This allows the Voice AI to potentially prompt the user for an email or handle the scenario appropriately.
4. Responds to Webhook: After processing (either scheduling or noting the absence of an email), sends a final response back to the initial webhook, indicating the outcome of the operation.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Webhook URL: A configured webhook endpoint from your Voice AI platform (e.g., Vapi) that can send POST requests to the n8n Webhook trigger.
• Google Calendar Account: A Google account with access to Google Calendar.
  • Google Calendar Credentials: Configured Google OAuth2 credentials in n8n for the Google Calendar node.
• Airtable Account: An Airtable account.
  • Airtable Base and Table: A specific Airtable Base and Table where call scheduling records will be stored.
  • Airtable Credentials: Configured Airtable API Key credentials in n8n.

Setup/Usage

1. Import the Workflow:
   • Copy the provided JSON code.
   • In your n8n instance, go to "Workflows" and click "New".
   • Click the "Import from JSON" button and paste the workflow JSON.
2. Configure Credentials:
   • Google Calendar:
     • Locate the "Google Calendar" node.
     • Click on the "Credential" field and select an existing Google OAuth2 credential or create a new one. Follow the n8n documentation for setting up Google OAuth2 credentials if needed.
   • Airtable:
     • Locate the "Airtable" node.
     • Click on the "Credential" field and select an existing Airtable API Key credential or create a new one.
3. Configure Nodes:
   • Webhook: The "Webhook" node is pre-configured to listen for POST requests. Copy the "Webhook URL" displayed in the node settings after activating the workflow and configure your Voice AI platform to send data to this URL.
   • Edit Fields (Set): This node is responsible for parsing and formatting the incoming data. Review its configuration to ensure it correctly extracts eventName, startTime, endTime, and attendeeEmail from your Voice AI's payload. Adjust the expressions if your incoming data structure differs.
   • Google Calendar:
     • Ensure the "Calendar ID" is set to the desired calendar where events should be created (e.g., primary for your main calendar).
     • Verify that the expressions for "Event Name", "Start Date & Time", "End Date & Time", and "Attendees" correctly map to the output of the "Edit Fields" node.
   • Airtable:
     • Enter your "Base ID" and "Table Name".
     • Map the fields in the "Airtable" node to the corresponding columns in your Airtable table (e.g., Event Name, Start Time, End Time, Attendee Email, Google Calendar Event ID).
   • Respond to Webhook: Review the response body to ensure it provides useful feedback to your Voice AI platform.
4. Activate the Workflow: Once all credentials and nodes are configured, activate the workflow by toggling the "Active" switch in the top right corner of the n8n editor.

This workflow provides a robust foundation for integrating a Voice AI receptionist with your scheduling and CRM systems, ensuring that appointments are automatically logged and managed.