# AI WhatsApp appointment scheduler with Google Calendar: n8n workflow

> Started by an event in a connected app, and works across Gmail, Google Calendar and Twilio.

Source: https://millionrounds.com/workflow/ai-whatsapp-appointment-scheduler-with-google-calendar (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Alerts and monitoring](https://millionrounds.com/workflows?category=Alerts+and+monitoring#library)

# AI WhatsApp appointment scheduler with Google Calendar

Started by an event in a connected app, and works across Gmail, Google Calendar and Twilio. It puts OpenRouter behind a retrieval step, so answers are drawn from documents you supply rather than from the model alone. 11 steps, 1 branch: a working afternoon to understand properly.

Medium Calls a model: OpenRouter Retrieval

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-whatsapp-appointment-scheduler-with-google-calendar)

**11 steps** Medium: a working afternoon

**1** Branch: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 1 Model 3 Logic 1 Service 6

The steps in the order they run, from what starts it.

- 1 **Check Availability** Google Calendar Tool *Service*
- 2 **OpenRouter Chat Model** Lm Chat Open Router *Model*
- 3 **Creat event** Google Calendar Tool *Service*
- 4 **Message Receiver** Twilio trigger *Starts it*
- 5 **Simple Memory** Memory Buffer Window *Model*
- 6 **AI Agent** Agent *Model*
- 7 **Send Msg to Patient** Twilio *Service*
- 8 **If1** If *Logic*
- 9 **Send Msg to Doc** Twilio *Service*
- 10 **For User1** Gmail *Service*
- 11 **For Doctor** Gmail *Service*

## How it's built

- **Starts on:** An event in a connected app
- **Steps:** 11, with 1 branch
- **Size:** Medium: a working afternoon
- **Connects to:** Gmail, Google Calendar, Twilio
- **Model:** OpenRouter
- **Retrieval:** Answers are drawn from documents you supply, not from the model alone

## Questions

What does it need to run?

An n8n account, plus your own Gmail, Google Calendar and Twilio accounts, and a key for OpenRouter. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an event in a connected app.

Does it use AI?

Yes. It calls OpenRouter. Its answers draw on documents you give it, not on the model alone. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 11 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 11 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Fai-whatsapp-appointment-scheduler-with-google-calendar)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Calendar](https://millionrounds.com/workflows?service=Google+Calendar#library)[Twilio](https://millionrounds.com/workflows?service=Twilio#library)

## Workflows like it

Also alerts and monitoring, with the same services where possible, closest in size first.

- [**AI-powered bug tracking with GitHub and Telegram** 11 steps · calls a model · GitHub, Gmail](https://millionrounds.com/workflow/ai-powered-bug-tracking-with-github-and-telegram)
- [**Automate AI-powered email routing with Slack** 11 steps · calls a model · Gmail, Slack](https://millionrounds.com/workflow/automate-ai-powered-email-routing-with-slack)
- [**Flowatch analyze and diagnose n8n workflow errors with OpenAI** 11 steps · calls a model · Gmail](https://millionrounds.com/workflow/flowatch-analyze-and-diagnose-n8n-workflow-errors-with-opena)
- [**Generate AI incident reports with OpenAI and Slack** 11 steps · calls a model · Gmail, Google Drive](https://millionrounds.com/workflow/generate-ai-incident-reports-with-openai-and-slack)
- [**Instant competitor product launch monitor with Bright Data** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/instant-competitor-product-launch-monitor-with-bright-data)
- [**Monitor Google reviews and draft AI responses with Gemini** 11 steps · calls a model · Gmail, Google Sheets](https://millionrounds.com/workflow/monitor-google-reviews-and-draft-ai-responses-with-gemini)