This is an n8n workflow that lets a Vapi AI voice assistant handle appointment calls. During a call, it receives Vapi tool-call requests through a webhook, normalizes the caller's phone number, and routes each request by tool name.
It checks availability by reading the selected day's Google Calendar events and returning open time slots based on clinic hours and slot length. It books appointments by creating a Google Calendar event and sending the caller a Twilio SMS confirmation. It can also look up a caller's upcoming events by phone number and return a formatted list that includes event IDs. To reschedule or cancel, it updates or deletes the event and texts the caller the update.
Message-taking and unknown requests are appended to Google Sheets, or return an error message. When Vapi sends its end-of-call report, the workflow detects missed calls and sends an SMS follow-up. Inbound Twilio SMS replies are answered with a fixed TwiML message through a webhook.
- Platform
- n8n workflow
- Integrations
- Vapi webhooks, Google Calendar (OAuth2), Google Sheets (OAuth), Twilio (SMS, webhook/TwiML)
- n8n nodes
- webhook, if, code, switch, twilio, sticky note
- Appointment actions
- Check availability, book, look up, reschedule, cancel
- Messaging
- Twilio SMS confirmations, updates and missed-call follow-ups; fixed TwiML reply to inbound SMS
- Logging
- Caller details for messages and unknown requests appended to Google Sheets
- Setup
- Requires Google Calendar OAuth2 and Google Sheets OAuth credentials