Back to Schedule appointments from AI voice calls with VAPI, OpenAI, and Google Calendar
Card snapshot
n8n-workflow-13287.n8n.io
·
2026-10-07 10:28:09 UTC
·
7effb4ca62d1268eb2073cd9e8bb398594dbad99e5d17125f8e127259d9e03cc
This is a frozen copy of the agent's agent-card.json as we observed it at the timestamp above. We capture a new snapshot every time the card's content hash changes. Useful for: forensic drift analysis, verifying downstream callers see the right version, reproducing routing decisions made historically.
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}
]
},
{
"id": 317,
"icon": "file:googleCalendar.svg",
"name": "n8n-nodes-base.googleCalendar",
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},
{
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},
{
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},
{
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"icon": " \ud83d\udda5\ufe0f",
"label": "Hey founders! Your business doesn't need you to operate"
},
{
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},
{
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"icon": "\ud83d\uddd3",
"label": "Tracking Time Spent in Meetings With Google Calendar, Twilio, and n8n"
}
],
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}
],
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}
]
},
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],
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},
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},
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},
{
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"icon": "file:webhook.svg",
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"url": "https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.respondtowebhook/"
}
]
},
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}
}
},
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},
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},
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},
{
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}
]
},
{
"id": 565,
"icon": "fa:sticky-note",
"name": "n8n-nodes-base.stickyNote",
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"Sticky"
],
"categories": [
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],
"nodeVersion": "1.0",
"codexVersion": "1.0",
"subcategories": {
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}
}
},
"group": "[\"input\"]",
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"color": "#FFD233"
},
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},
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}
]
},
{
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"icon": "file:code.svg",
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"JS",
"Python",
"Script",
"Custom Code",
"Function"
],
"details": "The Code node allows you to execute JavaScript in your workflow.",
"resources": {
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"url": "https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.code/"
}
]
},
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],
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"subcategories": {
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]
}
}
},
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},
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},
"displayName": "Code",
"typeVersion": 2,
"nodeCategories": [
{
"id": 5,
"name": "Development"
},
{
"id": 9,
"name": "Core Nodes"
}
]
},
{
"id": 1119,
"icon": "fa:robot",
"name": "@n8n/n8n-nodes-langchain.agent",
"codex": {
"data": {
"alias": [
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"Chat",
"Conversational",
"Plan and Execute",
"ReAct",
"Tools"
],
"resources": {
"primaryDocumentation": [
{
"url": "https://docs.n8n.io/integrations/builtin/cluster-nodes/root-nodes/n8n-nodes-langchain.agent/"
}
]
},
"categories": [
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"Langchain"
],
"subcategories": {
"AI": [
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"Root Nodes"
]
}
}
},
"group": "[\"transform\"]",
"defaults": {
"name": "AI Agent",
"color": "#404040"
},
"iconData": {
"icon": "robot",
"type": "icon"
},
"displayName": "AI Agent",
"typeVersion": 3,
"nodeCategories": [
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"id": 25,
"name": "AI"
},
{
"id": 26,
"name": "Langchain"
}
]
},
{
"id": 1153,
"icon": "file:openAiLight.svg",
"name": "@n8n/n8n-nodes-langchain.lmChatOpenAi",
"codex": {
"data": {
"resources": {
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{
"url": "https://docs.n8n.io/integrations/builtin/cluster-nodes/sub-nodes/n8n-nodes-langchain.lmchatopenai/"
}
]
},
"categories": [
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"Langchain"
],
"subcategories": {
"AI": [
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"Root Nodes"
],
"Language Models": [
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]
}
}
},
"group": "[\"transform\"]",
"defaults": {
"name": "OpenAI Chat Model"
},
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"name": "AI"
},
{
"id": 26,
"name": "Langchain"
}
]
},
{
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}
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},
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"detail": {
"description": "DESCRIPTION Automate appointment booking through voice calls by integrating VAPI voice agent with AI-powered calendar management. This workflow receives scheduling requests via webhook, uses OpenAI to intelligently check availability, books appointments in Google Calendar, and responds in real-time during the phone call. --- KEY FEATURES Real-time voice scheduling: Processes appointment requests during live phone calls with instant confirmation, eliminating callback delays and manual scheduling AI-powered decision making: OpenAI GPT-4.1 Mini intelligently interprets caller requests, checks calendar availability, and determines optimal booking slots automatically Google Calendar integration: Seamlessly connects to Google Calendar with two specialized tools - availability checker and appointment booking - for automated calendar management Webhook-based communication: Receives structured data from VAPI voice agent including name, phone, service type, address, priority level, and scheduling status Eastern timezone support: All appointments are automatically timestamped using America/NewYork timezone for accurate scheduling across regions Tool-use AI architecture: AI agent has direct access to calendar tools, allowing it to make intelligent decisions based on real availability data --- WHAT THIS WORKFLOW DOES This workflow acts as an intelligent backend for voice-based appointment scheduling. When a customer calls your business and speaks to a VAPI voice agent about booking an appointment, the voice agent sends the scheduling details to this n8n workflow via webhook. The AI assistant powered by OpenAI GPT-4.1 Mini receives the request, checks your Google Calendar for availability during the requested time slot, and automatically books the appointment if available. The workflow then sends a confirmation response back to the voice agent, which can immediately confirm the booking to the caller while they're still on the phone. Perfect for service businesses, medical offices, consultation services, and any organization using VAPI for phone automation who want to eliminate manual appointment scheduling and provide instant booking confirmations to customers. --- INPUT - Webhook POST request from VAPI voice agent - Scheduling details: name, phone, service type, address - Priority level (P1, P2, etc.) - Status flags (AfterHours, Regular, etc.) - Requested appointment time and date --- PROCESSING Step 1: Receive scheduling request The workflow receives a webhook POST request from the VAPI voice agent containing structured JSON data with customer details, service type, requested time, address, and priority level. Step 2: AI processes the request OpenAI GPT-4.1 Mini AI agent analyzes the scheduling request and determines the appropriate action based on business rules, priority levels, and calendar availability. Step 3: Check calendar availability The AI uses the \"Check Calendar Availability\" tool to query Google Calendar and verify if the requested time slot is available for booking. Step 4: Book the appointment If the slot is available, the AI uses the \"Book Appointment in Calendar\" tool to create a new calendar entry with a 3-hour default duration and all customer details. Step 5: Send real-time response The workflow immediately responds to the VAPI voice agent with booking confirmation or alternative availability, allowing the agent to inform the caller during the same phone call. --- OUTPUT - Webhook response with booking confirmation status - New appointment created in Google Calendar - Calendar entry with customer name, phone, service details - Real-time availability status for the voice agent - Immediate caller confirmation during the phone call --- SETUP INSTRUCTIONS Prerequisites - n8n instance (cloud or self-hosted) - VAPI voice agent account with webhook support - Google Calendar with OAuth2 access - OpenAI API key (GPT-4.1 Mini recommended) - Active phone number connected to VAPI --- Step 1: Import the Workflow 1. Download or copy"
}
}