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Automate salon appointment management with WhatsApp, GPT & Google Calendar

DenisDenis
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2/3/2026
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🤖Multi-Agent AI WhatsApp Bot for Service Businesses

Transform your salon/service business with this streamlined WhatsApp automation system featuring Claude integration, zero-setup database management, and intelligent conversation handling.

How it works

  • Claude MCP Integration - Direct connection to Claude Sonnet 4 via Model Context Protocol
  • Streamlined 2-Agent System - Booking Agent and Admin Agent (simplified from 5 for better reliability)
  • GPT-5 Mini Primary with Gemini 2.5 Flash backup for cost-effective processing
  • Multi-Media Support - Handles text, voice (Whisper transcription), images, and PDFs with cost extraction
  • Smart Acknowledgments - "One moment...", "Let me check availability..." during processing
  • Rate Limiting & Spam Protection - Configurable limits (default: 100 msg/hour) with professional UX

Zero-Setup Database Management

  • Autonomous Airtable Creation - Bot creates all necessary tables automatically
  • Complete CRUD Operations - Create, edit, delete services and settings via WhatsApp
  • Dynamic Business Configuration - Modify hours, pricing, services conversationally
  • Friend Booking Support - "Book for my friend Sarah" functionality

Set up steps

  • WhatsApp Business API setup (detailed instructions included)
  • Airtable Base ID extraction (store in Redis or hardcode - recommended)
  • Google Calendar integration for scheduling
  • Redis for caching, rate limiting, and conversation memory
  • MCP Server deployment for Claude integration
  • Whatsapp for notifications

Key Features

  • Booking Limit Control - Default 6 appointments per customer (configurable in workflow)
  • Service Name Matching - GPT-5 Nano workflow for cost-optimized service recognition
  • 24-Hour Advance Reminders - Automatic WhatsApp reminders sent at 8 PM
  • Conversation Memory maintains context across interactions
  • Error Resilience with backup models and graceful failure handling

Perfect for salons, spas, clinics, consulting services, or any appointment-based business. Complete business setup happens through conversational commands - no manual database configuration required.

Automate Salon Appointment Management with WhatsApp, GPT, and Google Calendar

This n8n workflow streamlines salon appointment management by integrating WhatsApp, AI (GPT), and Google Calendar. It allows clients to book appointments via WhatsApp, leverages AI to understand booking requests, and automatically creates or updates events in Google Calendar.

What it does

  1. Listens for WhatsApp Messages: Triggers when a new message is received on a configured WhatsApp Business Cloud account.
  2. Analyzes Message with AI: Uses an AI Agent (powered by OpenAI or Google Gemini) with Redis Chat Memory to understand the user's intent and extract appointment details from the WhatsApp message.
  3. Checks for Existing Appointments: Queries Google Calendar to see if there's an existing appointment for the client.
  4. Conditional Logic for Actions:
    • If an appointment exists: The workflow updates the existing Google Calendar event based on the AI's understanding.
    • If no appointment exists: The workflow creates a new Google Calendar event.
  5. Sends Confirmation/Follow-up: Sends a confirmation or follow-up message back to the client via WhatsApp.
  6. Manages Conversation State: Uses Redis to store and retrieve chat history, enabling a conversational AI experience.
  7. Handles Reminders: A scheduled trigger periodically checks for upcoming appointments and sends reminders via WhatsApp.
  8. Internal Workflow Calls: Utilizes sub-workflows for modularity, potentially for specific booking or cancellation logic.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • WhatsApp Business Cloud Account: Configured with n8n credentials to send and receive messages.
  • OpenAI API Key or Google Gemini API Key: For the AI Agent to process natural language.
  • Google Calendar Account: Configured with n8n credentials to create and manage events.
  • Redis Instance: For storing chat memory and maintaining conversation context.
  • Gmail Account (Optional): If email notifications are also part of the process.

Setup/Usage

  1. Import the workflow: Download the provided JSON and import it into your n8n instance.
  2. Configure Credentials:
    • Set up your WhatsApp Business Cloud credentials.
    • Configure your OpenAI or Google Gemini API key credentials.
    • Set up your Google Calendar credentials.
    • Configure your Redis credentials.
    • (Optional) Configure your Gmail credentials if email functionality is desired.
  3. Customize AI Agent: Adjust the AI Agent's prompt and tools to specifically handle your salon's services, availability, and booking rules.
  4. Review Google Calendar Node: Ensure the Google Calendar node is configured with the correct calendar ID and event details (e.g., summary, description, start/end times) are mapped from the AI output.
  5. Configure WhatsApp Messages: Customize the WhatsApp message templates for confirmations, updates, and reminders.
  6. Activate the workflow: Once all credentials and configurations are set, activate the workflow.

This workflow provides a robust foundation for automating salon appointment management, enhancing customer experience, and reducing manual workload.

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