n8nDemo Build
AI Appointment Setter
Book, reschedule, and cancel entirely by voice
5 voice-agent toolsMost tool calls answer in ~10msEvery call logged
The Problem
Missed calls are missed bookings. Receptionists spend hours checking calendars, rescheduling, and cancelling appointments by phone.
How It Works
- 01Caller talks to Vapi agent
- 02Agent calls a tool
- 03n8n checks calendar
- 04Book / update / cancel
- 05Log in Airtable
- 06Reply to agent
What I Built
- Get Slots: checks Google Calendar and returns open time ranges the agent can offer
- Book Slots: validates details, converts to the business time zone, creates the event, and logs it in Airtable
- Update Slots: finds the original booking, moves the calendar event, and updates the record
- Cancel Slots: finds the booking, deletes the event, and marks it cancelled
- Call Results: saves the call recording and agent details to Airtable after every call
Tools Used
n8n
Vapi
Google Calendar
Airtable
What Was Tricky
A voice agent can't show an error screen. Every tool checks for missing information first and sends back a friendly, speakable error so the agent asks the caller again instead of going silent. Time zones were the other trap: all bookings are converted to America/Chicago before they touch the calendar.
Where This Fits
Clinics and dental officesHome service businessesSalons and appointment-based services