Automation library · Scheduling

Automated voice appointment booking with Vapi AI

Started by another system calling it, and works across Google Calendar. 9 steps, 1 branch: a working afternoon to understand properly.

Medium

Download free
9 stepsMedium: a working afternoon
1Branch: places the flow splits
0Loops or waits
1Service it connects to

The flow

Starts it 3Logic 4Service 2

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

  1. 1Webhook: Production URL = VAPI Server URLWebhookStarts it
  2. 21. CONFIGURATION (EDIT ME)SetLogic
  3. 3Route by Tool NameSwitchLogic
  4. 42. Get Calendar Events (EDIT ME)Google CalendarService
  5. 53. Book Appointment in Calendar (EDIT ME)Google CalendarService
  6. 6Calculate Potential Slots (do not change)CodeLogic
  7. 7Booking Confirmation (do not change)Respond To WebhookStarts it
  8. 8Filter for Available Slots (do not change)CodeLogic
  9. 9Respond with Available Times (do not change)Respond To WebhookStarts it

How it's built

Starts on
Another system calling it
Steps
9, with 1 branch
Size
Medium: a working afternoon
Connects to
Google Calendar
Model
None. This is plumbing, not judgement

Questions

What does it need to run?

An n8n account, plus your own Google Calendar account. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

No. Every step is fixed logic or a call to a service, so it does the same thing every time.

How long does it take to set up?

Plan an afternoon. 9 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 9 steps before you point it at anything that matters.