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Create an AI-powered virtual receptionist with Google Calendar & Sheets

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🤖AI-Powered Appointment Scheduling with Google Calendar & Sheets Virtual Receptionist

Automate customer conversations with an AI-powered virtual receptionist. This workflow can chat naturally with clients, answer general business questions (like services, location, and hours), check availability in Google Calendar, book appointments, and save customer details in Google Sheets. Fully customizable for any business type — salons, clinics, agencies, consultants, and more.

📖 How It Works

  1. Welcome the customer when the customer says hi

    • AI greets warmly: “Hello! I’m [AI name] from [Business name].”

  2. Answer general questions

    • Provides instant replies about services, pricing, business location, hours, and availability.

  3. Understand their need

    • Identifies the service requested and preferred time.

  4. Check availability

    • Queries Google Calendar for open slots.

  5. Gather customer details

    • Collects name, phone, and email (optional).

  6. Confirm booking

    • Creates the appointment in Google Calendar.

  7. Save records

    • Logs booking and customer info into Google Sheets.

⚙️ Setup Steps (Quick)

  1. Connect your Google Calendar and Google Sheets accounts.
  2. Add your business details (name, type, services, hours, policies) to the Business Info Sheet.
  3. Configure your OpenAI API key (or use n8n free credits).
  4. Optional: Connect Twilio WhatsApp for direct chat responses.

🏢 Example Business Info (Google Sheet)

business_id business_name business_type location phone email services calendar_id timezone currency working_hours ai_name ai_personality ai_role emergency_available booking_advance_days cancellation_hours
001 Luxe Hair Studio Hair & Beauty Salon 123 Main Street, New York, NY 10001 1 (XXX) XXX-XXXX [email protected] “Haircut & Styling (60 minutes, $3500…)
Hair Coloring (120 minutes, $8000…)
…”		 calendar-id-here GMT -3 USD Mon–Sat: 9:00 AM – 7:00 PM, Sun: Closed bella Friendly, Stylish, Professional Manages bookings, answers FAQs, recommends services, gives beauty tips, sends reminders, etc. no 10 24

✅ Purpose: Supplies context (services, pricing, hours, AI personality, booking policies).
💡 The AI uses this sheet to answer general business questions (e.g., “Where are you located?”, “Do you do hair colouring?”, “What are your working hours?”).

📊 Appointments Sheet Example

client_number client_name event_id summary services
001 Sarah Lee evt-10293 Appointment with Sarah Lee – Haircut & Styling Haircut & Styling
002 John Smith evt-10294 Appointment with John Smith – Highlights Highlights

✅ Purpose: Logs confirmed bookings with service details and links back to Google Calendar.

💡 Features

  • ✅ AI receptionist with conversation memory
  • ✅ Answers FAQs – location, services, hours, pricing
  • ✅ Google Calendar integration for real-time availability
  • ✅ Google Sheets integration for customer records & reporting
  • ✅ Customizable AI name, role, and personality

🔑 Who It’s For

  • Salons & Spas – Manage bookings and FAQs
  • Clinics & Health Services – Automated scheduling + patient info
  • Agencies & Consultants – Answer inquiries + schedule meetings
  • Any Service Business – Save time, improve customer experience