Ai-powered salon appointment booking system with WhatsApp and Google Sheets
✅ What problem does this workflow solve?
Salon staff often spend hours juggling appointment calls, managing bookings manually, and keeping track of customer preferences. This workflow automates your entire salon appointment system via WhatsApp, delivering a personalized and human-like booking experience using AI, memory, and Google Sheets.
💡 Main Use Cases
- 💁♀️ Offer personalized stylist recommendations by remembering customer preferences and past visits.
- 📅 Provide real-time availability and salon opening hour information.
- 📝 Book and update appointments directly from customer chat.
- 🔁 Simplify appointment changes by recalling previous booking details.
- 🧠 Enable context-aware, memory-driven conversations across multiple interactions.
🧠 How It Works – Step-by-Step
1. 📲 Chat Message Trigger
The workflow is triggered whenever a customer sends a message to your WhatsApp salon assistant.
2. 🧠 Memory Buffer for Context Management
The assistant uses a Memory Buffer to:
- Recognize returning customers
- Avoid repeating questions
- Maintain conversation flow across multiple sessions
This enables a seamless and intelligent dialogue with each customer.
3. 💇 Stylist & Service Lookup
When the customer asks for stylist suggestions, available time slots, or services:
- Extracts request details using AI
- Queries a Google Sheet containing:
- Stylist availability
- Service types
- Salon opening hours
- Returns personalized recommendations based on preferences and availability
4. ✅ Appointment Booking
- Collects all necessary info:
- Date, time, selected service, stylist, contact info
- Stores the appointment in Google Sheets
- Sends a confirmation message to the customer in WhatsApp
5. 🔄 Modify or Cancel Bookings
- Customers can update or cancel appointments
- Bot matches records by phone number
- Modifies or deletes the appointment in the sheet accordingly
🧩 Integrations Used
- WhatsApp Integration (via Twilio, Meta API, or other connector)
- OpenAI/GPT Model for natural conversation flow and extraction
- Google Sheets as a simple and effective appointment database
- Memory Buffer for ongoing context across chats
👤 Who can use this?
Perfect for:
- 💇♀️ Salons and barbershops
- 💅 Spas and beauty centers
- 🧖♀️ Wellness studios
- 🛠 Developers building vertical AI assistants for SMBs
If you're looking to modernize your booking process and impress customers with an AI-powered, memory-enabled WhatsApp bot—this workflow delivers.
🚀 Benefits
- ⏰ Save time for your staff
- 🧠 Offer truly personalized experiences
- 📲 Book appointments 24/7 via WhatsApp
- 📋 Keep all records organized in Google Sheets
- 🧘 Reduce human error and double bookings
📦 Ready to Launch?
Just configure:
- ✅ Your WhatsApp number + webhook integration
- ✅ Google Sheet with stylist and service data
- ✅ OpenAI key for AI-powered conversation
- ✅ Memory Buffer to enable smart replies
And your salon will be ready to offer automated, intelligent booking—right from a simple WhatsApp chat.
AI-Powered Salon Appointment Booking System with WhatsApp and Google Sheets (Placeholder)
This n8n workflow demonstrates the foundational components for an AI-powered conversational agent, triggered by incoming messages. While the provided JSON defines the core AI interaction, it currently lacks the specific integrations for WhatsApp, Google Sheets, and other salon-specific functionalities implied by the directory name.
Please Note: The current workflow JSON primarily focuses on the AI agent and its memory. To achieve a complete "AI-Powered Salon Appointment Booking System with WhatsApp and Google Sheets", additional nodes for WhatsApp integration (e.g., a WhatsApp Business API node or a custom webhook), Google Sheets (to manage appointments), and potentially other services (like a calendar booking system) would need to be added and configured.
What it does (Based on current JSON)
This workflow sets up a basic conversational AI agent:
- Listens for Incoming Messages: The workflow is triggered by incoming messages via a Twilio Trigger.
- Initializes AI Agent: It initializes an AI Agent powered by LangChain.
- Configures Conversational Memory: A "Simple Memory" (Buffer Window Memory) is set up to maintain context during the conversation.
- Utilizes OpenAI Chat Model: The AI Agent uses an OpenAI Chat Model to process user input and generate responses.
- Responds via Twilio: (Implied, but not explicitly connected in the JSON) The intention is to send the AI's response back to the user via Twilio.
Prerequisites/Requirements
To use this workflow, you will need:
- n8n Instance: A running instance of n8n.
- Twilio Account: For receiving and sending SMS/WhatsApp messages. You'll need your Account SID and Auth Token.
- OpenAI API Key: For the OpenAI Chat Model.
- LangChain Nodes: Ensure the
@n8n/n8n-nodes-langchainpackage is installed in your n8n instance.
Setup/Usage
- Import the Workflow:
- Copy the provided JSON content.
- In your n8n instance, go to "Workflows" and click "New".
- Click the three dots in the top right corner and select "Import from JSON".
- Paste the JSON and click "Import".
- Configure Credentials:
- Twilio Trigger: Click on the "Twilio Trigger" node, then select or create a new Twilio API credential. You will need your Twilio Account SID and Auth Token.
- Twilio (Action): Click on the "Twilio" node, then select or create a new Twilio API credential.
- OpenAI Chat Model: Click on the "OpenAI Chat Model" node and select or create a new OpenAI API credential with your API key.
- Configure Twilio Webhook:
- After activating the "Twilio Trigger" node in n8n, it will provide a webhook URL.
- Go to your Twilio account, navigate to the phone number you want to use for this system.
- Under the "Messaging" section, configure the "A MESSAGE COMES IN" webhook to point to the n8n webhook URL.
- Activate the Workflow: Toggle the workflow to "Active" in n8n.
Once activated, any message sent to your configured Twilio number will trigger the AI agent, which will process the message and (if connected) send a response back.
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