Multi-channel AI appointment confirmation with GPT-4, ElevenLabs & Twilio
📆 Workflow: AI Appointment Booking Assistant
⚡ About the Creators
This workflow was created by Varritech Technologies, a cutting-edge software agency that helps founders and operators go from idea to production 5× faster using AI. Based in New York City, we specialize in automating client-facing workflows like appointment setting, lead engagement, and support follow-ups.
Need help adapting this flow for your business? Reach out at varritech.com.
🧠 What This Workflow Does
This flow connects to varritech.com/booking and uses AI agents to intelligently manage the first stage of appointment scheduling — collecting user intent, formatting the data, confirming via calendar + email + SMS, and boosting follow-through with personalized voice messages.
🏗️ Architecture Overview
The workflow is designed to maximize conversion and show-up rate by combining structured automation with human-style messaging:
- 🔗 Webhook Trigger — Receives booking form submissions
- 🧠 AI Agents — Format phone numbers & craft natural confirmation messages
- 📅 Google Calendar — Schedules the meeting with auto-generated Meet link
- 📧 Emails — Send branded confirmation to client + internal team
- 🎙️ ElevenLabs TTS — Turns a personalized message into audio
- ☁️ Cloudinary Upload — Hosts the voice clip for SMS sharing
- 📲 Twilio SMS — Sends a text with the appointment time + audio
📦 Node-by-Node Breakdown
flowchart LR
A[Webhook: Booking Submission] --> B[Function: Extract + Format Data]
B --> C[Langchain Agent: Format Phone]
C --> D[Postgres: Store Appointment]
B --> E[Google Calendar: Create Event]
B --> F[Gmail: Notify Internal Team]
B --> G[Gmail: Confirm to Client]
B --> H[Langchain Agent: Voice Message Script]
H --> I[Function: Escape for JSON]
I --> J[HTTP: ElevenLabs TTS]
J --> K[Function: Rename to MP3]
K --> L[HTTP: Cloudinary Upload]
L --> M[Merge Data for Twilio]
M --> N[Twilio: Send Confirmation Text]
🔍 Design Rationale & Best Practices
AI Personalization Boosts Follow-Through
Personalized messages and human-sounding voice notes significantly increase user engagement and trust.
Multi-Channel Confirmation
Email + calendar + SMS ensures the user receives the booking details via their preferred method.
AI Agents for Edge Cases
Agents are used for formatting and natural-language generation to make the system flexible and future-proof.
Minimal Manual Input Required
Clients simply fill out a form — the rest is handled with high-quality automation.
Fully Extensible
Swap in different voice APIs, CRMs, or calendar providers with minimal changes to the core logic.
Multi-Channel AI Appointment Confirmation with GPT-4, ElevenLabs & Twilio
This n8n workflow automates the process of confirming appointments across multiple channels using AI-powered conversational agents. It integrates with Google Calendar to retrieve appointment details, leverages OpenAI's GPT-4 for intelligent responses, and utilizes Twilio for SMS communication and ElevenLabs for realistic voice interactions. The workflow also stores interaction logs in a PostgreSQL database and can send email notifications via Gmail.
What it does
This workflow streamlines appointment confirmations by:
- Triggering on a Webhook: Initiates the workflow upon receiving an external signal, likely from a system that schedules new appointments or requires a confirmation.
- Retrieving Appointment Details: Fetches details for a specific appointment from Google Calendar.
- Querying a PostgreSQL Database: Retrieves additional information or logs related to the appointment or customer from a PostgreSQL database.
- Merging Data: Combines the appointment data from Google Calendar and the database for a comprehensive view.
- Generating AI Responses:
- Uses an AI Agent (likely powered by OpenAI's GPT-4) to intelligently process information and formulate conversational responses.
- Employs a Structured Output Parser to ensure the AI's output adheres to a predefined format, making it easier for subsequent nodes to process.
- Utilizes an OpenAI Chat Model (GPT-4) for generating human-like text responses based on the context.
- Sending Multi-Channel Confirmations:
- SMS Confirmation (Twilio): Sends an SMS message to the client for appointment confirmation.
- Voice Confirmation (Twilio + ElevenLabs via HTTP Request): Makes an HTTP request to ElevenLabs (or a similar text-to-speech service) to generate an audio file from the AI's text, then uses Twilio to initiate a voice call and play the generated audio.
- Email Notification (Gmail): Sends an email notification, potentially to an internal team or the client, with confirmation details.
- Logging Interactions: Stores the details of the interaction and confirmation status back into the PostgreSQL database.
- Responding to the Webhook: Sends a final response back to the initiating webhook, indicating the workflow's completion status.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running n8n instance.
- Webhook URL: An external system configured to send data to the n8n Webhook trigger.
- Google Calendar Account: Configured with credentials in n8n to access appointment data.
- PostgreSQL Database: Access credentials and a database schema for storing and retrieving appointment/customer data.
- OpenAI API Key: For the OpenAI Chat Model and AI Agent.
- ElevenLabs API Key: For text-to-speech functionality (accessed via an HTTP Request).
- Twilio Account: Configured with credentials in n8n for sending SMS and making voice calls.
- Gmail Account: Configured with credentials in n8n for sending email notifications.
Setup/Usage
- Import the Workflow: Download the provided JSON and import it into your n8n instance.
- Configure Credentials:
- For the
Google Calendarnode, set up your Google OAuth2 credentials. - For the
Postgresnode, configure your PostgreSQL database credentials. - For the
Twilionode, provide your Twilio Account SID and Auth Token. - For the
Gmailnode, set up your Google OAuth2 credentials. - For the
OpenAI Chat ModelandAI Agentnodes, provide your OpenAI API Key.
- For the
- Configure Webhook:
- The
Webhooknode will generate a unique URL. Configure your external system to send relevant appointment data to this URL.
- The
- Customize Nodes:
- Adjust the
Google Calendarnode to retrieve the specific calendar and event details needed. - Modify the
Postgresnodes to match your database schema for reading and writing data. - Update the
AI Agent,Structured Output Parser, andOpenAI Chat Modelnodes with specific prompts, instructions, and schemas to tailor the AI's behavior and output to your needs. - Configure the
HTTP Requestnode for ElevenLabs with your API key and desired voice parameters. - Customize the
Twilionodes for SMS and voice calls with the correct 'From' phone number and message/audio content. - Adjust the
Gmailnode for the recipient, subject, and body of the email. - The
Codenode might contain custom logic; review and adjust it as necessary.
- Adjust the
- Activate the Workflow: Once all configurations are complete, activate the workflow.
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