Automate WhatsApp customer support with voice transcription, FAQ & appointment scheduling

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Important notice

This workflow is provided as-is. Please review and test before using in production.

1. Workflow Overview

WhatsApp customer service bot (with voice note transcription) handling FAQ, service enquiries and schedule appointments Who’s it for This template is designed for businesses that provide customer s...

Best for

Support Chatbot automation workflows
AI Chatbot automation workflows
advanced n8n builders looking for reusable templates

Tools used

n8n-nodes-base.whatsapptrigger, n8n-nodes-base.noop, n8n-nodes-base.if, @n8n/n8n-nodes-langchain.openai, n8n-nodes-base.whatsapp, n8n-nodes-base.httprequest, n8n-nodes-base.googlecalendartool, @n8n/n8n-nodes-langchain.memorybufferwindow

Source and attribution

This workflow is cataloged by N8N Workflows and links back to its original n8n.io source page by Lenouar.

Original n8n.io source

1.1 Workflow description

Title: Automate WhatsApp customer support with voice transcription, FAQ & appointment scheduling
Workflow name: Automate WhatsApp customer support with voice transcription, FAQ & appointment scheduling

WhatsApp customer service bot (with voice note transcription) handling FAQ, service enquiries and schedule appointments

Who’s it for

This template is designed for businesses that provide customer support and appointment-based services over WhatsApp. It’s ideal for service providers (e.g., clinics, salons, repair shops, consultants) that want to automate FAQs, share service information, handle voice note inquiries, and schedule appointments without manual effort.

How it works / What it does

This workflow creates a WhatsApp customer service assistant that:

Transcribes voice notes sent by customers into text for further processing.
Answers customer FAQs by looking up a Google Sheet knowledge base.
Provides service information (name, description, price) from a Google Sheet.
Schedules appointments by:
- Asking the customer which service they want.
- Collecting their preferred day and time.
- Checking Google Calendar for available slots.
- Offering 3 options and letting the customer choose.
- Collecting name, email, and phone number.
- Creating the confirmed appointment in Google Calendar.
Sends all customer-facing messages via a WhatsApp integration node.

How to set up

Connect your tools
- Link your Google Sheets for FAQs and Services.
- Connect your Google Calendar account.
- Configure your WhatsApp integration.
- Connect a transcription service (e.g., Whisper, Google Speech-to-Text, or another transcription API).
Prepare your data
- FAQs Google Sheet → must contain columns:
  id | question | answer
- Services Google Sheet → must contain columns:
  id | service_name | service_description | price
Adjust the flow
- Update the service names and questions to match your business.
- Set the correct time zone in the Google Calendar node.
- Update the WhatsApp integration node with your business account.
- Configure the transcription node with your chosen API credentials.

Requirements

Google Sheets (for FAQs and Services)
Google Calendar
WhatsApp integration in n8n
Speech-to-Text API (for transcribing voice notes)

How to customize the workflow

Adding new FAQs: Update the Google Sheet with new rows.
Changing services: Modify the Services Google Sheet to reflect updated offerings or prices.
Custom messages: Update the agent_reply node text to reflect your brand tone.
Advanced logic: Add routing for voice-note-only customers, VIP handling, or multilingual support.

Notes

This template uses multiple external integrations (Google Sheets, Google Calendar, WhatsApp, Speech-to-Text).

1.2 Logical Blocks

This catalog entry is organized from the workflow JSON. The node-level section below shows the executable blocks available for review before importing the template.

2. Block-by-Block Analysis

Block 1 - WhatsApp Message Received

Type / Role: n8n-nodes-base.whatsAppTrigger - whatsAppTrigger
Config choices: Version 1

Block 2 - No Operation, do nothing

Type / Role: n8n-nodes-base.noOp - noOp
Config choices: Version 1

Block 3 - Is Message?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2.2

Block 4 - Transcribe audio

Type / Role: @n8n/n8n-nodes-langchain.openAi - openAi
Config choices: Version 1.8

Block 5 - Download Voice

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 6 - Get Audio

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4.2

Block 7 - get_schedule

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 8 - ai_memory

Type / Role: @n8n/n8n-nodes-langchain.memoryBufferWindow - memoryBufferWindow
Config choices: Version 1.3

Block 9 - set_appointment

Type / Role: n8n-nodes-base.googleCalendarTool - googleCalendarTool
Config choices: Version 1.3

Block 10 - Customer Service Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.2

Block 11 - faq_base

Type / Role: n8n-nodes-base.googleSheetsTool - googleSheetsTool
Config choices: Version 4.7

Block 12 - Agent Context

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3.4

Block 13 - Chat Router

Type / Role: n8n-nodes-base.switch - switch
Config choices: Version 3.2

Block 14 - get_services

Type / Role: n8n-nodes-base.googleSheetsTool - googleSheetsTool
Config choices: Version 4.7

Block 15 - ai_chat

Type / Role: @n8n/n8n-nodes-langchain.lmChatGoogleGemini - lmChatGoogleGemini
Config choices: Version 1

Block 16 - Send message

Type / Role: n8n-nodes-base.whatsApp - whatsApp
Config choices: Version 1

Block 17 - Sticky Note

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 18 - Sticky Note1

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 19 - Sticky Note2

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 20 - Sticky Note3

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 21 - Sticky Note4

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 22 - Sticky Note5

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

Block 23 - Sticky Note6

Type / Role: n8n-nodes-base.stickyNote - stickyNote
Config choices: Version 1

3. Summary Table

Workflow	Automate WhatsApp customer support with voice transcription, FAQ & appointment scheduling
Complexity	advanced
Nodes	23
Categories	Support Chatbot, AI Chatbot
Author	Lenouar
Published	10 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8454/8454.json as the source template for this automation.
2. Import the template into n8n

Open n8n, import the downloaded JSON, and review each node before activating the workflow.
3. Configure credentials and variables

Replace placeholder credentials, API keys, webhook URLs, account IDs, and environment-specific values with your own settings.
4. Test with sample data

Run the workflow manually or in a staging workspace, inspect node output, and confirm downstream systems receive the expected data.
5. Activate and monitor

Enable the workflow only after testing, then monitor executions, errors, and rate limits during the first production runs.

5. General Notes & Resources

Review imported nodes carefully before activation. This catalog entry is intended to help you inspect the workflow structure, understand required services, and find related templates faster.

Node names, credentials, schedules, webhook paths, and external service limits may need adjustment for your workspace.

Download workflow JSON Original n8n.io source Support Chatbot workflows AI Chatbot workflows

Frequently asked questions

What does Automate WhatsApp customer support with voice transcription, FAQ & appointment scheduling do?

What do I need before importing this workflow?

Review the workflow JSON, configure any required credentials in n8n, and test the automation in a safe workspace before using it in production.

Can I customize this workflow?

Yes. Use the block-by-block analysis and the downloadable JSON to inspect each node, then adjust credentials, prompts, schedules, filters, or destinations for your Support Chatbot, AI Chatbot use case.

Lenouar

8 workflows

Nodes

n8n-nodes-base.whatsapptrigger n8n-nodes-base.noop n8n-nodes-base.if @n8n/n8n-nodes-langchain.openai n8n-nodes-base.whatsapp n8n-nodes-base.httprequest n8n-nodes-base.googlecalendartool @n8n/n8n-nodes-langchain.memorybufferwindow

Complexity

advanced

Published 10 Sept 2025

Likes 0

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Install path: /data/workflows/8454/8454.json

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Automate WhatsApp customer support with voice transcription, FAQ & appointment scheduling

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

WhatsApp customer service bot (with voice note transcription) handling FAQ, service enquiries and schedule appointments

Who’s it for

How it works / What it does

How to set up

Requirements

How to customize the workflow

Notes

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - WhatsApp Message Received

Block 2 - No Operation, do nothing

Block 3 - Is Message?

Block 4 - Transcribe audio

Block 5 - Download Voice

Block 6 - Get Audio

Block 7 - get_schedule

Block 8 - ai_memory

Block 9 - set_appointment

Block 10 - Customer Service Agent

Block 11 - faq_base

Block 12 - Agent Context

Block 13 - Chat Router

Block 14 - get_services

Block 15 - ai_chat

Block 16 - Send message

Block 17 - Sticky Note

Block 18 - Sticky Note1

Block 19 - Sticky Note2

Block 20 - Sticky Note3

Block 21 - Sticky Note4

Block 22 - Sticky Note5

Block 23 - Sticky Note6

3. Summary Table

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

2. Import the template into n8n

3. Configure credentials and variables

4. Test with sample data

5. Activate and monitor

5. General Notes & Resources

Frequently asked questions