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

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Important notice

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

1. Workflow Overview

AI Powered Appointment Scheduling with Google Calendar & Sheets Virtual Receptionist Automate customer conversations with an AI powered virtual receptionist . This workflow can chat naturally wit...

Best for

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

Tools used

@n8n/n8n-nodes-langchain.memorybufferwindow, n8n-nodes-base.googlecalendartool, n8n-nodes-base.googlesheetstool, @n8n/n8n-nodes-langchain.outputparserstructured, @n8n/n8n-nodes-langchain.chattrigger, @n8n/n8n-nodes-langchain.lmchatopenai, n8n-nodes-base.googlesheets, n8n-nodes-base.stickynote

Source and attribution

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

Original n8n.io source

1.1 Workflow description

Title: Create an AI-powered virtual receptionist with Google Calendar & Sheets
Workflow name: Create an AI-powered virtual receptionist with Google Calendar & Sheets

🤖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

Welcome the customer when the customer says hi
- AI greets warmly: “Hello! I’m [AI name] from [Business name].”
Answer general questions
- Provides instant replies about services, pricing, business location, hours, and availability.
Understand their need
- Identifies the service requested and preferred time.
Check availability
- Queries Google Calendar for open slots.
Gather customer details
- Collects name, phone, and email (optional).
Confirm booking
- Creates the appointment in Google Calendar.
Save records
- Logs booking and customer info into Google Sheets.

⚙️ Setup Steps (Quick)

Connect your Google Calendar and Google Sheets accounts.
Add your business details (name, type, services, hours, policies) to the Business Info Sheet.
Configure your OpenAI API key (or use n8n free credits).
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

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 - Conversation Memory

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

Block 2 - Check Calendar Availability

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

Block 3 - Book Calendar Appointment

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

Block 4 - Save Appointment Record

Type / Role: n8n-nodes-base.googleSheetsTool - googleSheetsTool
Config choices: Version 4.6

Block 5 - Structured Output Parser

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

Block 6 - When chat message received

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

Block 7 - OpenAI Chat Model

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

Block 8 - OpenAI Chat Model1

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

Block 9 - Get business details

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

Block 10 - Sticky Note1

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

Block 11 - Sticky Note

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

Block 12 - AI Receptionist

Type / Role: @n8n/n8n-nodes-langchain.agent - agent
Config choices: Version 2.1

3. Summary Table

Workflow	Create an AI-powered virtual receptionist with Google Calendar & Sheets
Complexity	intermediate
Nodes	12
Categories	Support Chatbot, AI Chatbot
Author	Risper
Published	06 Sept 2025

4. Reproducing the Workflow from Scratch

1. Download the workflow JSON

Use the JSON export at /data/workflows/8326/8326.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 Create an AI-powered virtual receptionist with Google Calendar & Sheets do?

AI Powered Appointment Scheduling with Google Calendar & Sheets Virtual Receptionist Automate customer conversations with an AI powered virtual receptionist . This workflow can chat naturally wit...

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.

Risper

2 workflows

Nodes

@n8n/n8n-nodes-langchain.memorybufferwindow n8n-nodes-base.googlecalendartool n8n-nodes-base.googlesheetstool @n8n/n8n-nodes-langchain.outputparserstructured @n8n/n8n-nodes-langchain.chattrigger @n8n/n8n-nodes-langchain.lmchatopenai n8n-nodes-base.googlesheets n8n-nodes-base.stickynote

Complexity

intermediate

Published 06 Sept 2025

Likes 0

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Install path: /data/workflows/8326/8326.json

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

Workflow preview

Important notice

1. Workflow Overview

Best for

Tools used

Source and attribution

1.1 Workflow description

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

📖 How It Works

⚙️ Setup Steps (Quick)

🏢 Example Business Info (Google Sheet)

📊 Appointments Sheet Example

💡 Features

🔑 Who It’s For

1.2 Logical Blocks

2. Block-by-Block Analysis

Block 1 - Conversation Memory

Block 2 - Check Calendar Availability

Block 3 - Book Calendar Appointment

Block 4 - Save Appointment Record

Block 5 - Structured Output Parser

Block 6 - When chat message received

Block 7 - OpenAI Chat Model

Block 8 - OpenAI Chat Model1

Block 9 - Get business details

Block 10 - Sticky Note1

Block 11 - Sticky Note

Block 12 - AI Receptionist

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