Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram

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Important notice

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

1. Workflow Overview

Description Instagram AI Beauty Assistant with Booking & Calendar Automation Smart Instagram AI Assistant for Beauty & Cosmetics Brands Help customers instantly on Instagram using a smart AI ...

Best for

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

Tools used

n8n-nodes-base.webhook, n8n-nodes-base.set, n8n-nodes-base.if, n8n-nodes-base.httprequest, @n8n/n8n-nodes-langchain.openai, n8n-nodes-base.code, n8n-nodes-base.googledocstool, n8n-nodes-base.datetimetool

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram
Workflow name: Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram

📝 Description

Instagram AI Beauty Assistant with Booking & Calendar Automation

💄 Smart Instagram AI Assistant for Beauty & Cosmetics Brands

Help customers instantly on Instagram using a smart AI assistant designed specifically for beauty, skincare, makeup, and nail businesses. This workflow answers product questions using FAQs only, handles voice messages, and schedules consultation bookings with timezone-safe Google Calendar reservations and automatic confirmation emails.

Perfect for salons, cosmetic brands, clinics, and Instagram-first businesses.

⚙️ How it works

Customers send messages or voice notes via Instagram DM

The AI detects whether the message is:

A product or policy question

A voice message (which gets transcribed)

A request to book a consultation or meeting

Product questions are answered only using your FAQs (no hallucinations)

Booking requests:

Get grounded using the current date and time

Check available slots before booking

Collect customer details (name, phone, email, topic)

Confirmed bookings are created in Google Calendar with rich event summaries

A confirmation email is sent automatically to the customer

🧰 Setup steps

Connect your Instagram webhook or messaging API

Connect your OpenAI account (chat + voice transcription)

Connect Google Calendar for reservations

Connect Gmail for confirmation emails

Customize your FAQs and availability rules

Set your business timezone

That’s it — your Instagram assistant is ready to work 24/7 ✨

🔄 Customization tips

Update FAQs anytime without retraining the AI

Adjust tone and branding in the system message

Customize calendar summaries and email templates

Add rescheduling, cancellation, or reminders

Clone the workflow for multiple beauty brands or clients

🤝 Need Help Setting It Up or Customizing It?

If you’d like help connecting Instagram, setting up Google Calendar and Gmail, or customizing this AI assistant for your business or for clients…

📩 I offer setup and customization services including:

Instagram DM automation setup

Google Calendar & Gmail configuration

Timezone-safe booking logic

FAQ structuring and prompt tuning

Branding and tone customization

Error handling and escalation logic

You can reach me here:

Email: [email protected]

WhatsApp: +20 106 180 3236

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 - Instagram Webhook Trigger

Type / Role: n8n-nodes-base.webhook - webhook
Config choices: Version 2

Block 2 - Extract Sender & Text

Type / Role: n8n-nodes-base.set - set
Config choices: Version 3

Block 3 - Is Voice Message?

Type / Role: n8n-nodes-base.if - if
Config choices: Version 2

Block 4 - Download Voice Audio

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4

Block 5 - Transcribe Voice Message

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

Block 6 - Normalize User Message

Type / Role: n8n-nodes-base.code - code
Config choices: Version 2

Block 7 - FAQs (Google Docs)

Type / Role: n8n-nodes-base.googleDocsTool - googleDocsTool
Config choices: Version 2

Block 8 - Get Current Date & Time

Type / Role: n8n-nodes-base.dateTimeTool - dateTimeTool
Config choices: Version 2

Block 9 - Check Date Availability

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

Block 10 - Create Calendar Reservation

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

Block 11 - Send Confirmation Email

Type / Role: n8n-nodes-base.gmailTool - gmailTool
Config choices: Version 2

Block 12 - Send Instagram Reply

Type / Role: n8n-nodes-base.httpRequest - httpRequest
Config choices: Version 4

Block 13 - Simple Memory

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

Block 14 - OpenAI Chat Model

Type / Role: @n8n/n8n-nodes-langchain.lmChatOpenAi - lmChatOpenAi
Config choices: Version 1.2

Block 15 - Check is_ecco

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

Block 16 - Sticky Note2

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

Block 17 - Sticky Note3

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

Block 18 - Sticky Note4

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

Block 19 - Sticky Note5

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

Block 20 - Sticky Note

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

Block 21 - Instagram AI Agent

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2

3. Summary Table

Workflow	Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram
Complexity	advanced
Nodes	21
Categories	Support Chatbot, AI Chatbot
Author	Tharwat Mohamed
Published	13 Dec 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/11771/11771.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 Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram do?

Description Instagram AI Beauty Assistant with Booking & Calendar Automation Smart Instagram AI Assistant for Beauty & Cosmetics Brands Help customers instantly on Instagram using a smart AI ...

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.

Tharwat Mohamed

6 workflows

Nodes

n8n-nodes-base.webhook n8n-nodes-base.set n8n-nodes-base.if n8n-nodes-base.httprequest @n8n/n8n-nodes-langchain.openai n8n-nodes-base.code n8n-nodes-base.googledocstool n8n-nodes-base.datetimetool

Complexity

advanced

Published 13 Dec 2025

Likes 0

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Install path: /data/workflows/11771/11771.json

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Book beauty appointments and answer FAQs with GPT-4, Google Calendar, Gmail, and Instagram

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Instagram Webhook Trigger

Block 2 - Extract Sender & Text

Block 3 - Is Voice Message?

Block 4 - Download Voice Audio

Block 5 - Transcribe Voice Message

Block 6 - Normalize User Message

Block 7 - FAQs (Google Docs)

Block 8 - Get Current Date & Time

Block 9 - Check Date Availability

Block 10 - Create Calendar Reservation

Block 11 - Send Confirmation Email

Block 12 - Send Instagram Reply

Block 13 - Simple Memory

Block 14 - OpenAI Chat Model

Block 15 - Check is_ecco

Block 16 - Sticky Note2

Block 17 - Sticky Note3

Block 18 - Sticky Note4

Block 19 - Sticky Note5

Block 20 - Sticky Note

Block 21 - Instagram AI Agent

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